1. Administrative sources in Population and Housing Censuses in Finland Libourne, 4 - 7 June 2007 Kaija Ruotsalainen, Statistics Finland

2. 7.6.2007B 2 Contents 1. Reasons for using administrative data in statistics compilation 2. Examples of statistics which use register data 3. Milestones of population statistics in Finland 4. The basic units of register-based statistical system 5. Codes for combining the registers 6. Sources of Population and Housing Census in Finland

3. 7.6.2007B 3 Why to use administrative data? Cheaper? Easier? Lower response burden? More reliable? Rational?

4. 7.6.2007B 4 Register-based Data Collection Long experience, since the 1970 population census first in social and demographic statistics, nowadays more and more also in business statistics about 96% of input data comes from administrative sources (as measured in number of statistical units times number of variables) direct data collection also very important these two methods are complementary to each other

5. 7.6.2007B 5 Data collection Indirect data collection (proportion about 97%) taxation registers population register Social Insurance Institution’s material central government accounts, etc. Direct data collection (proportion about 3%) paper questionnaires machine language collection interviews

6. 7.6.2007B 6 Data collection in 2004 for official 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)

7. 7.6.2007B 7 Some factors facilitating the increased use of administrative registers in Finland Use of uniform identification numbers Administrations own interest in building nation-wide databases Acceptance of the population cost efficient reduces response burden Legal basis

8. 7.6.2007B 8 Ways of utilising administrative data Direct use of register data Register estimation Combined use of survey and register data additional information from registers use as sampling frame non-response control imputation determining the structure of non-response

9. 7.6.2007B 9 Examples of totally register-based statistics in Statistics Finland Population statistics Population censuses Building and dwelling statistics Statistics on housing conditions Regional employment statistics Statistics about justice and crime Election statistics Income statistics

10. 7.6.2007B 10 Examples of surveys in which register data are used Income distribution statistics Household budget survey ECHP Labour force statistics Wage and salary statistics

11. 7.6.2007B 11 Authorities delivering administrative data Population register centre Taxation authorities Central Pension Security Institute The State Treasury Municipal Pension Institution National Pension Institute Ministry of Labour Ministry of Justice etc.

12. 7.6.2007B 12 Milestones of population statistics in Finland (1) the 1500s Church records of births and deaths the 1600s Everyone over the age of 12 entered in the church registers 1748 Statistical bureau "Tabellverket" was established 1749 The first population census 1749-1930 Compilation of 10-year tables, censuses conducted by largest towns 1938 Census law was enacted 1950,1960, 1970,1975, 1980,1985 Questionnaire-based censuses

13. 7.6.2007B 13 Milestones of population statistics in Finland (2) 1969 Central Population Register was established 1970 Use of registers in population censuses began 1980 Data collection for the Register of Buildings and Dwellings 1989 The first statistics on the basis of register-based employment statistics system were published 1990 The first register-based census, second in the world 1995 and 2000 Register-based census

14. 7.6.2007B 14 Development of the use of registers in Population Censuses took 20 years step by step full support of the Ministry of Finance and the management of Statistics Finland

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18. 7.6.2007B 18 Population and Housing Census 1970 Preprinted names, PINs and addresses on the questionnaires data about religion from the Central Population Register (CPR) data on income from the taxation authorities locations of buildings were specified with map coordinates and registered to the CPR Register of Completed Education and Degrees was established to Statistics Finland official population size was counted on questionnaires

19. 7.6.2007B 19 Population and Housing Census 1975 Preprinted names, PINs and addresses on questionnaires preprinted household-dwelling units (lists of persons living in the same dwelling) use of Business Register of Statistics Finland along with other sources of enterprise data (link between employees and establishments was coded manually) all demographic data from the Central Population Register, income data from taxation and educational data from the Register on Completed Education and Degrees official population size on the form

20. 7.6.2007B 20 Population and Housing Census 1980 Preprinted names, PINs, addresses and household- dwelling units data collection for the Register of Buildings and Dwellings on the questionnaires of Population Register Center preprinted data about buildings (from taxation, coverage incompl.) Link coded manually to Business Register (no full coverage of Business Register) data from the register of Completed Education and Degrees was preprinted on questionnaires and checked official population size was defined on the basis of CPR

21. 7.6.2007B 21 Population and Housing Census 1985 Preprinted names, PINs, addresses and occupational titles from CPR preprinted data about workplace from the Census 1980 automated coding of occupation and workplace use of register data to persons who had not responded All other data except data about economic activity from registers register-based parallel statistics using all available registers

22. 7.6.2007B 22 1950195519601965197019751980198519871988198919901991199219931994199519961997199819992000 0 20 40 60 80 100 Questionnaires Registers Census data 1950-2000 according to the data source 8 MEUR 35 MEUR 10 annual censuses Census 1980

23. 7.6.2007B 23 Most important reasons for beginning to build a totally register-based census system costs administrative registers were sufficiently developed growing need for statistics

24. 7.6.2007B 24 The costs of the censuses 1970-2000 (euro)

25. 7.6.2007B 25 Statistical basic registers

26. 7.6.2007B 26 The basic units of register-based statistical system 1 Building code

27. 7.6.2007B 27 The basic units of register-based statistical system 1 Building code 2 Domicile code

28. 7.6.2007B 28 The basic units of register-based statistical system 1 Building code 2 Domicile code 3 Enterprise number 4 Establishment number 5 Address

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30. 7.6.2007B 30 Personal identification number (PIN) taken into use in 1964 in Finland ddmmyysxxxc ddmmyy = birthday s = century (+ 1800, - 1900, A 2000) xxx = individual number odd = men even = women c = checking code f. ex. 240105A036B

31. 7.6.2007B 31 Municipality (3 digits) 091 Village /town district code (3) 602 Block (4) 0042 Real estate (4)0003 Building number (3) 001 Building code (18 digits) Entrance (1) A Flat number (3) 003 Dwelling code (5 digits) (Flat divider code (1) B) Check code (1) K Domicile code (23 digits) Domicile code

32. 7.6.2007B 32 Business identification number (organisation number) taken into use in tax administration 1987 organisation numbers also for person businesses 8 digits (+checking number) establishment code (maintained by Statistics Finland), 9 digits

33. 7.6.2007B 33 The best example of the use of administrative data sources in Statistics Finland is the register-based population and housing census system

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35. 7.6.2007B 35 Population Register, Register of Buildings and Dwellings Population information is used for various purposes in society. The Population Information System contains the official information for the whole country on: Finnish citizens and aliens residing permanently in Finland buildings and residences and their holders real estate units and office and business premises. The Population Information System provides data to the administrative authorities and courts of law as well as for statistical and research purposes. Business enterprises and private citizens may obtain for example address information.

36. 7.6.2007B 36 Population Register, Register of Buildings and Dwellings The Population Register Centre develops and controls the registration, maintenance and delivery of population information together with the local register offices. is responsible for the national information services and permit decisions relating thereto. was founded in 1969 and it operates under the Ministry of Interior

37. 7.6.2007B 37 The Population Information System in Finland

38. 7.6.2007B 38 Units in the Population Information System of Finland

39. 7.6.2007B 39 The data content of the population information system (1) Persons names personal identification number municipality of birth (or country) municipality of residence place of the residence, it contains: municipality (special code if living abroad) village real estate/block building stair number dwelling number

40. 7.6.2007B 40 The data content of the population information system (2) Persons street address post area code citizenship language (mother tongue) voting district ID-number of spouse ID-numbers of children ID-number of father (if alive in 1970) ID-number of mother (if alive in 1970) date of marriage date of divorce date of death

41. 7.6.2007B 41 The data content of the population information system (3) Buildings identification codes of the building (place of location) municipality village real estate/block building street address map co-ordinates owner (name and address) type of building floor area equipments electricity, sewage, running water, hot water elevator, mechanical ventilation, air raid shelter, swimming pool, connection to the area networks (in the buildings completed later than 1980)

42. 7.6.2007B 42 The data content of the population information system (4) Buildings year of construction year of renovation type of ownership number of storeys in the building sauna principal type of heating principal heating fuel construction material intended use day of the building permits granted (in the buildings completed later than 1980)

43. 7.6.2007B 43 The data content of the population information system (5) Dwellings identification codes of the building (place of location) municipality village real estate/block building stair number dwelling number year of construction, year of renovation floor area tenure status number of rooms, kitchen equipment (toilet, bath, water etc) intended use

44. 7.6.2007B 44 Data on employment relationships From several different sources Employment relationships within the private sector (including the self-employed) employment relationships within the government sector employment relationships within the local government sector other registers

45. 7.6.2007B 45 Work pension security system in Finland

46. 7.6.2007B 46 Data on self-employed the Central Pension Security Institute supplies data on the self-employed most important data type of the self-employed persons’ pension scheme period of scheme entrepreneur code

47. 7.6.2007B 47 Data on employees the Central Pension Security Institute, State Treasury and Municipal Pension Institute provide almost all data on employment relationships bases on obligatory employee pension schemes all employment periods most important data date when the employment started and ended type of pension scheme identification of employer (name of the employer or organisation number) in the public sector also establishment number

48. 7.6.2007B 48 Other sources on employment the Social Insurance institution the Bank of Finland Helsinki University Government of Åland Islands National Church Board’s Register of Employees the register of seamen’s Pension Scheme

49. 7.6.2007B 49 Data from Taxation Authorities different type of incomes wages and salaries entrepreneur incomes pension incomes social security benefits total earned incomes etc data on employers wages/salaries for all employees also link between employee and employer (occupation)

50. 7.6.2007B 50 Data on unemployed derived from the Ministry of Labour´s Register of Job Applicants covers all persons who have applied for work through the employment exchange Most important data derived from this register are: date when unemployment started and ended (each unemployment period reason for end of unemployment date when job placement started and ended

51. 7.6.2007B 51 Data on students different sources Statistics Finland’s register of students was founded 1997 it covers all students after lower secondary education the Register of Study Aid to Students the Joint Selection Register the Register of Completed Education and Degrees

52. 7.6.2007B 52 Data on completed education and degrees the Register of Completed Education and Degrees basic data collected in the Population Census 1970 maintained by Statistics Finland since with reports from educational institutions

53. 7.6.2007B 53 Data on pensioners the Social Insurance Institution’s Register (national pensions) the Central Pension Security Institute (statutory earnings related pensions) Most important data initiation date of pension type of pension

54. 7.6.2007B 54 Data on conscripts and conscientious objectors the data obtained from: the General Headquarters Register of Conscripts the Ministry of Labour´s Register of Conscientious Objectors date when the military service/non-military service started and ended

55. 7.6.2007B 55 From register to statistics (1) Received data is not a statistics => there is a lot of work before the statistics can be published for example: Checks for population data no missing data for some variables (e.g. sex, place of residence, mother tongue, citizenship) municipality codes are valid (everybody has to have home municipality) checks of other codes also (mother tongue, citizenship, birth country etc)

56. 7.6.2007B 56 From register to statistics (2) Checks for population data child’s data on his/her parents has to match to the parent’s data on their child usually a child cannot be older then his/her parents (rare exception adoptions) If there is some errors in the received data and we ourselves cannot solve it => contact to the Population Register Center

57. 7.6.2007B 57 From register to statistics (3) Checks for data on buildings and dwellings building has a minimun size (20 m 2 ) agricultural buildings are not accepted in building stock summer cottages is separated from the building stock very old buildings where no one is living and with very poor equipment are not accepted in building stock

58. 7.6.2007B 58 From register to statistics (5) There is no specific register item on families and household- dwelling units in the Population Information system These are formed on the basis of people living together using certain rules by Statistics Finland => later an example of the method on defining families by register data