PA to Spend $10.6M to Update Voter Registration Database

Pennsylvania will spend about $10.6 million to update its voter registration database and election management system.
After a nearly year-long process that began with requests for proposals, the state hired Civix, a Louisiana company, to provide the software for the new system.
Secretary of State Al Schmidt told DV Journal the current SURE (Statewide Uniform Registry of Electors) system is more than 20 years old.
“It has been very reliable all this time and we’ve made update after update and upgrade after upgrade to keep it going. And it will continue to be used until the new system is brought on board, ” Schmidt said. But times change.
“It’s somewhat antiquated, like having an iPhone from 2003. You don’t want to change, but at some point, you’ve got to.”
While Pennsylvania has one database that shows registered voters, all 67 counties interact with it, he said.
“When a voter is registered, it’s the county registering them,” he said. “When a mail-in ballot comes in, it’s the county processing the mail-in ballot application.”
So while the Pennsylvania Department of State hosts the system, the counties use it “day-to-day.”
“One thing very important for me in engaging with the vendors was we worked closely with the county directors,” said Schmidt, a former Philadelphia election commissioner. “They and their clerks are the people who really use this system day in and day out.”
It still takes a human clerk to change voter registration. The state does not register or change voter registration. The counties do that.
“The Department of State does not cancel a single voter, or move a single voter or anything like that,” said Schmidt. “That work is entirely done at the county level.”
And what happens when a voter dies?
The state Department of Health notifies the Department of State, which then tells the county, Schmidt said. And when a voter moves, either in-state or out-of-state, the Department of State officials send the county where the person had resided a notification to take them off their rolls.
The state participates in the ERIC (Electronic Registration Information Center) system, which sends a notification if a Pennsylvania voter registers in another ERIC state. But if they move to a state that doesn’t participate in the program, that voter could fall through the cracks.
Asked if they are doing this upgrade in 2025 since it’s an off-year election, Schmidt said, “The first deliverable from the vendor is a project plan, which will have a timeline for when we should expect different parts of this to be completed. And that will give us a better handle on the timeline.”
“One thing I’ve been fully adamant about, having run elections at the county level for 10 years, is that you do everything you can to avoid any changes during a high turnout election like a presidential general election,” he said. “You would not want to roll out a new system in a presidential general election, just as a racecar driver would not want to be driving a car for the first time in a race. You would want some experience with it to make sure you’re familiar with it at the county level to make sure any issues that arise are addressed well in advance of a high-turnout election, with an avalanche of voter registration applications and mail-in ballot applications and all the rest.
“We want our counties to be comfortable with the system they’ll be working with,” he said.
James Allen, director of elections for Delaware County, looks forward to the new system because of all the issues with the aging SURE system.
“The SURE system is old, more than 20 years old,” said Allen. “It used to be a multi-state system, but Pennsylvania is the only state using this rickety and very old SURE system now.”
When someone comes to vote, and the poll workers need to verify their registration, it can take 10 to 15 minutes, he said.
“It takes forever to process and verify voter ID,” said Allen. “It leads to lines and voter impatience.”
Scott Presler, a voter registration activist with Early Vote Action, is also frustrated by Pennsylvania’s system.
“I’ll believe it when I see it,” said Presler. “They still have thousands of voters to clean off the rolls who are actively registered in both Pennsylvania and New Jersey.”
Civix will also provide new software for candidates to report their financing, lobbying disclosure, and for reporting election night results. It will be easier to search for this information.
“The more transparency for all this, the better,” said Schmidt.
Allen said, “We’re hoping the Department of State focuses on voter registration and voter history instead of the shiny objects of election reporting or campaign finance automation. We really need the voter registration and voter history to function.”
To that end, the state hired a chief modernization officer for $137,018 a year, officials said.
“That’s a good sign,” Allen said. “All 67 counties wish this process had gotten underway a lot sooner. We’re looking forward to it with a lot of impatience.”
The Civix contract includes an initial $1.06 million acquisition cost, which will be paid using an approved 2024-25 budget appropriation. The contract base term is four years, with three optional one-year extensions. Officials said the payments are tied to Civix’s phased deliverable requirements.