Use of administrative data
at Statistics Finland
Ilkka Hyppönen
Statistics Finland
Structure of presentation:
Statistics based on registers
Use of administrative data
Enterprise statistics
Other econ stat
Population and social statistics
Other statistics
General considerations
Systems considerations
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Register based statistics production
Use of administrative data
is closely linked with
Register based statistics production philosophy
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Statistics based
on registers
Statistics' production based on registers
Statistical systems (like SNA)
Concepts
Data
Various base statistics
Population, IDs, classifications, some basic data
Business
Register
Buildings and
Dwellings
Register
Population
Register
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Statistics based
on registers
Statistical Base registers
Business
Register
Organization number
Tax authorities
Establishment number
Statistics Finland
ID-systems
in 1990’s (1980’s)
Population
Register
Buildings and
Dwellings
Register
Personal Identification
number
Building / apartment
number
Population register
center
Population register
center
ID-systems
in 1960’s
ID-systems
in 1980’s
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Statistics based
on registers
Statistical Base registers
Register of
educational
institutions
Organization number
Tax authorities
Register of
qualifications
and degrees
Personal Identification
number
Establishment number
Statistics Finland
Statistics Finland
ID-systems
in 1990’s (1980’s)
ID-systems
in 1960’s
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Statistics based
on registers
ID number = identifier schemes essential
Unique identifier schemes
 Wide usage in administration, in enterprises, in pension
schemes, in hospitals, in schools etc.
 Some kind of BASIC register (mother register) for assigning
ID-numbers (in administration)


Without unique ID’s use of administrative data difficult or
impossible:
- definite identification impossible
- double counting
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Statistics based
on registers
Statistical units
activity code,
location, ...
Legal unit
relationship
Building
Establishment
Employer
link for multi-establishment
firms from direct survey
Educational
institution
employee
age, sex, wages, occupation, living address
Through links: Qualification / degree, ... activity, location of work place, ...
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Statistics based
on registers
Statistical units and attributes (data) derived through links
For population statistics:
for persons: NACE, location of work place, size of
enterprise where works etc.
For business statistics:
for enterprises: Number of employees, wages per employee,
structure of work force: sex, occupation, education, ..
For educational statistics:
For educational institutions / curricula:
ex-students: where they work, occupations, level of income ...
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Statistics based
on registers
Preconditions
Universal ID-chemes
-Persons
-Organisations
-Buildings, apartments
Well developed
IT infrastructure
in administration
WIDE use
Acceptance by the people,
businesses and administration
Strict confidentiality in statistics
Up-to-date legislation
- statistical law
- personal information protection
Ilkka Hyppönen
Possibility
to use in
statistics,
also
to
COMBINE
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Use of administrative data
in statistics
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Use of administrative data
Reasons
Main reasons for using admin data are
- reduction of response burden
- reduction of costs of statistics
- to have total populations
---> more detailed classifications are possible
---> more reliable “totals”
The Finnish Statistics act:
It is compulsory to use existing data (if suitable).
State government and social security institutions
are obliged to deliver the data they have to Statistics Finland
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Use of administrative data
It is essential to change the way of thinking
The administrative concepts are very seldom exactly the
same as the statistical concepts
Essential is, whether administrative concept correlates
closely enough to the statistical concept.
If so,
the development or the state of the social phenomena
can be described using administrative data
or the statistical variable can be estimated from the
administrative variable / variables
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Use of administrative data
Use of administrative registers and data in statistics:
About 94 % of INPUT data at StatFi comes from
administrative sources (as measured in number of
stat units times number of variables)
Typically there is some direct data collection
in every business statistics
Typically direct data collection is
ONLY from large enterprises
For local government units,
direct data collection is typical
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Use of administrative data
Data collection in 2004 for official statistics (includes all
statistics)
Total number of data collections:
- administrative data:
- interview
- other direct data collection
- on paper
- on WEB forms
- in electronic form (files etc)
189
73
8
108
35
41
32
paper, WEB and electronic form are
double counted to some extent
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Use of administrative data
By statistical area
Enterprise statistics
Other economic statistics
Population and social statistics
Other statistics
Enterprise statistics
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Use of administrative data: Enterprise statistics
Direct collection vs. use of administrative Data
from tax authorities in statistics on enterprises
Structural Business Statistics
Business Register
Short Term Business Statistics
turnover
wages and salaries
Number of enterprises
Direct collection Administrative
data
8000
180 000
32000
over 250 000
2000
350
250 000
90 000
Even for enterprises in direct collection some data are taken from administrative sources
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Use of administrative data: Enterprise statistics
Financial statistics

Common accounting data surveys with Bank of Finland and the Financial
Supervision Authority
--> Administrative data where Statistics Finland has had
a considerable influence
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Use of administrative data: Enterprise statistics
Use of tax data in business statistics

VAT value added tax declarations data (monthly) -->
turnover (STS)
---> estimates of turnover class (Business register)

Employers wage payment data (monthly)
--> wages and salaries (STS)
--> estimates of number of employees
(Business register)
Company tax (yearly accounts)
--> turnover etc. (SBS, Business register)


Employers declaration on wages and salaries paid
for each employee (yearly)
--> estimates of man-years (Business register)

Customer register of Tax authorities --> names, addresses, ... (Business reg.)

Individual tax forms --> income, expenditure, assets, … (agricultural enterprises)
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Use of administrative data: Enterprise statistics
Use of population register centre data for enterprise
statistics


Building permits, starts, completions -->
floor area of building permits, new orders of housing construction (STS)
Location co-ordinates
(Business register)
Use of population statistics data for enterprise
statistics
Use of employment statistics data
(occupation, education) in estimates of man-years
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Use of administrative data: Enterprise statistics
Use of trade register data for business register


Enterprise group relationships from public accounts of the groups
Manual data
Use of vehicle register data for goods transport statistics on
roads
The sampling unit is a heavy goods transport vehicle
 The sampling frame is the vehicle register
 It gives names and addresses and data on the vehicle

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Use of administrative data: Other econ stat
By statistical area
Other economic statistics
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Use of administrative data: Other econ stat
Use of administrative data in other economic statistics

Prices of dwellings (property transfer tax data)

Real estate prices (National Land Survey)

Telecommunications (partly admin data)

Patenting (patent register)

Use of energy (partly private sources)
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Use of administrative data: Other econ stat
Use of wage statistics of employers’ organisations


State and local government (pension institutions)
Private employers’ organisations (for about half of the number of
wage earners)
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Use of administrative data: popul and social stat
By statistical area
Population and social statistics
Underlying all statistics on persons and households, is all the combined data
from
 population register,
 register of buildings and dwellings
 taxation of income and property of persons,
 pension schemes,
 register of qualifications and degrees, and
 employment statistics
Data in these registers / data files need not to be surveyed directly
Also underlying, where relevant, is the Business Register
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Use of administrative data: popul and social stat
Population and housing
Population statistics (population register)
 Building and dwelling statistics (buildings and dwellings
register)
 Statistics on housing conditions (dwellings register,
population register)


Cause of death statistics (death certificates)
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Use of administrative data: popul and social stat
Employment statistics
pension insurance schemes (private, central and local
government etc.)
 pension registers
 taxation registers (employer-employee data, etc.)
 register of unemployed job-seekers
 military service register
 student registers
 register of qualifications and degrees
 Business Register, register of government units

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Use of administrative data: popul and social stat
Employment statistics (cont.)

Register of buildings and dwellings

Plus a direct survey on enterprises with multiple
establishments and on government units
to establish employee -- establishment link
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Use of administrative data: popul and social stat
Population census
Is produced in
 Employment statistics
 Population statistics
 Buildings and dwellings statistics
 and partly combining data from these statistics
and
occupation data (mostly administrative data / wage
statistics data, partly surveyed directly)
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Use of administrative data: popul and social stat
Justice, education, culture

Statistics about justice and crime (16 different statistics /
data from Ministry of Justice information systems)

Election statistics (data from Ministry of Justice information
systems)

Education statistics (mostly direct data collection, partly
administrative data)

Cultural statistics (data from various authorities)
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Use of administrative data: popul and social stat
Other social statistics
Income
distribution statistics (various admin data combined
with survey data)
Income and property statistics (tax data)
Household assets (tax data, survey data)
occupational
accident statistics (accident insurance institutions)
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Use of administrative data: Other statistics
By statistical area
Other statistics
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Use of administrative data: Other statistics
Use of waste data of the The Compliance Monitoring Data
System of the Finnish Environment Institute
Waste statistics / manufacturing,
 Air emissions

Use of Motor Vehicle Register data
Motor
vehicle stock
Motor vehicle new registrations
Use of Police incident recording system
road
traffic accidents
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Use of administrative data: general
Coordination, cooperation
Meetings at DG level
with ministries and other
authorities
Register pool
permanent co-operation
between major register
holders
Co-operation officers
at Statistics Finland
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Use of administrative data: general
Coordination, cooperation (cont.)
To influence the contents of administrative data
-- e.g. classification of buildings
-- inclusion of statistical classifications e.g. NACE
-- other contents
A major achievement:
SBS have a common form on yearly
profit and loss account and balance sheet
with the Tax authorities
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Use of administrative data: general
Problems and advantages of administrative sources
Problems
Concepts --> administrative
Data contents -->
- only those relevant to the
authority in question
Advantages
Total populations
--> representative
--> detailed classification of units
--> also small area statistics
Only marginal costs
Slow (typically)
No response burden
Not under our own control
--> strong dependence
--> need for co-operation
Is deemed rational by the society
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Use of administrative data: general
Future
Problems
Administrative simplification efforts
--> reduce data contents
--> reduce periodicity
Final VAT, Intrastat, ...
General attitudes
--> against registration of persons
EU / harmonisation may lead to
changes in administration -->
changes in data systems AND
lines of action in administration
Actions
Increasing co-operation with
administration
Probably increasing direct data
collection (speed, data contents)
Increasing methodological work
(like imputation for missing
variables)
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Use of administrative data: systems
Information system architecture
Present situation
Identifiers of statistical units
Common identifiers used in all data
systems
Data systems
Basically “separate system for each
statistics” ; “stove-pipe” approach
Classifications
Basically taken from base registers
Statistical units
Basically taken from base registers
Data copied from one system to
another
Basically, “shared” data is copied to
each data system
(usually no update anomaly)
Business register has about 300
users (of 600 persons employed
in statistics divisions)
In population statistics, price
statistics, labour force survey,
national accounts, business
statistics, etc.
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Use of administrative data: systems
Information management
Present situation
Use of administrative data
Administrative data are acquired by the
“responsibility area” which primarily uses
the data
This organisational unit is the “owner” of
these data
-- data security, support for other
uses etc.
Other users apply for a permit to use the
data or the data derived from the original
data
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