1. Use of administrative data at Statistics Finland Ilkka Hyppönen Statistics Finland

2. 11.8.20052Ilkka Hyppönen 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

3. 11.8.20053Ilkka Hyppönen Register based statistics production Use of administrative data is closely linked with Register based statistics production philosophy

4. 11.8.20054Ilkka Hyppönen Business Register Population Register Buildings and Dwellings Register Population, IDs, classifications, some basic data Various base statistics ConceptsData Statistical systems (like SNA) Statistics' production based on registers Statistics based on registers

5. 11.8.20055Ilkka Hyppönen Business Register Population Register Buildings and Dwellings Register Organization number Tax authorities Establishment number Statistics Finland ID-systems in 1990s (1980s) Personal Identification number Population register center ID-systems in 1960s Building / apartment number Population register center ID-systems in 1980s Statistical Base registers Statistics based on registers

6. 11.8.20056Ilkka Hyppönen Register of educational institutions Register of qualifications and degrees Organization number Tax authorities Establishment number Statistics Finland ID-systems in 1990s (1980s) Personal Identification number Statistics Finland ID-systems in 1960s Statistical Base registers Statistics based on registers

7. 11.8.20057Ilkka Hyppönen 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 IDs use of administrative data difficult or impossible: - definite identification impossible - double counting Statistics based on registers

8. 11.8.20058Ilkka Hyppönen Statistical units employeeLegal unit EstablishmentEmployer age, sex, wages, occupation, living address Through links: Qualification / degree,... activity, location of work place,... activity code, location,... Statistics based on registers relationship link for multi-establishment firms from direct survey Building Educational institution

9. 11.8.20059Ilkka Hyppönen Statistical units and attributes (data) derived through links Statistics based on registers 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...

10. 11.8.200510Ilkka Hyppönen Preconditions Universal ID-chemes -Persons -Organisations -Buildings, apartments Acceptance by the people, businesses and administration WIDE use Strict confidentiality in statistics Up-to-date legislation - statistical law - personal information protection Well developed IT infrastructure in administration Possibility to use in statistics, also to COMBINE Statistics based on registers

11. 11.8.200511Ilkka Hyppönen Use of administrative data in statistics

12. 11.8.200512Ilkka Hyppönen 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 Reasons Use of administrative data

13. 11.8.200513Ilkka Hyppönen 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 It is essential to change the way of thinking Use of administrative data

14. 11.8.200514Ilkka Hyppönen 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 Use of administrative data

15. 11.8.200515Ilkka Hyppönen Data collection in 2004 for official statistics (includes all statistics) Total number of data collections: 189 - administrative data: 73 - interview 8 - other direct data collection 108 - on paper 35 - on WEB forms 41 - in electronic form (files etc) 32 paper, WEB and electronic form are double counted to some extent Use of administrative data

16. 11.8.200516Ilkka Hyppönen By statistical area Enterprise statistics Use of administrative data Enterprise statistics Other economic statistics Population and social statistics Other statistics

17. 11.8.200517Ilkka Hyppönen Number of enterprises Direct collection Administrative data Structural Business Statistics 8000180 000 Business Register 32000 over 250 000 Short Term Business Statistics turnover 2000250 000 wages and salaries 350 90 000 Even for enterprises in direct collection some data are taken from administrative sources Direct collection vs. use of administrative Data from tax authorities in statistics on enterprises Use of administrative data: Enterprise statistics

18. 11.8.200518Ilkka Hyppönen Common accounting data surveys with Bank of Finland and the Financial Supervision Authority --> Administrative data where Statistics Finland has had a considerable influence Financial statistics Use of administrative data: Enterprise statistics

19. 11.8.200519Ilkka Hyppönen 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) Use of tax data in business statistics Use of administrative data: Enterprise statistics

20. 11.8.200520Ilkka Hyppönen Building permits, starts, completions --> floor area of building permits, new orders of housing construction (STS) Location co-ordinates (Business register) Use of population register centre data for enterprise statistics Use of population statistics data for enterprise statistics Use of employment statistics data (occupation, education) in estimates of man-years (Business register) Use of administrative data: Enterprise statistics

21. 11.8.200521Ilkka Hyppönen Enterprise group relationships from public accounts of the groups Manual data Use of trade register data for business register 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 Use of administrative data: Enterprise statistics

22. 11.8.200522Ilkka Hyppönen Other economic statistics By statistical area Use of administrative data: Other econ stat

23. 11.8.200523Ilkka Hyppönen 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) Use of administrative data in other economic statistics Use of administrative data: Other econ stat

24. 11.8.200524Ilkka Hyppönen State and local government (pension institutions) Private employers organisations (for about half of the number of wage earners) Use of wage statistics of employers organisations Use of administrative data: Other econ stat

25. 11.8.200525Ilkka Hyppönen 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 By statistical area Use of administrative data: popul and social stat

26. 11.8.200526Ilkka Hyppönen 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) Use of administrative data: popul and social stat

27. 11.8.200527Ilkka Hyppönen 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 Use of administrative data: popul and social stat

28. 11.8.200528Ilkka Hyppönen 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 Use of administrative data: popul and social stat

29. 11.8.200529Ilkka Hyppönen 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) Use of administrative data: popul and social stat

30. 11.8.200530Ilkka Hyppönen 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) Use of administrative data: popul and social stat

31. 11.8.200531Ilkka Hyppönen 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) Use of administrative data: popul and social stat

32. 11.8.200532Ilkka Hyppönen Other statistics By statistical area Use of administrative data: Other statistics

33. 11.8.200533Ilkka Hyppönen Use of waste data of the The Compliance Monitoring Data System of the Finnish Environment Institute Waste statistics / manufacturing, Air emissions Motor vehicle stock Motor vehicle new registrations Use of administrative data: Other statistics Use of Motor Vehicle Register data Use of Police incident recording system road traffic accidents

34. 11.8.200534Ilkka Hyppönen Coordination, cooperation Use of administrative data: general Meetings at DG level with ministries and other authorities Register pool permanent co-operation between major register holders Co-operation officers at Statistics Finland

35. 11.8.200535Ilkka Hyppönen Coordination, cooperation (cont.) A major achievement: SBS have a common form on yearly profit and loss account and balance sheet with the Tax authorities To influence the contents of administrative data -- e.g. classification of buildings -- inclusion of statistical classifications e.g. NACE -- other contents Use of administrative data: general

36. 11.8.200536Ilkka Hyppönen Problems Concepts --> administrative Data contents --> - only those relevant to the authority in question Slow (typically) Not under our own control --> strong dependence --> need for co-operation Problems and advantages of administrative sources Advantages Total populations --> representative --> detailed classification of units --> also small area statistics Only marginal costs No response burden Is deemed rational by the society Use of administrative data: general

37. 11.8.200537Ilkka Hyppönen 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 Future Actions Increasing co-operation with administration Probably increasing direct data collection (speed, data contents) Increasing methodological work (like imputation for missing variables) Use of administrative data: general

38. 11.8.200538Ilkka Hyppönen 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 Information system architecture 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. Use of administrative data: systems

39. 11.8.200539Ilkka Hyppönen 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 Information management Use of administrative data: systems