1. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Country Practices on Census Data Archiving and Use of Census Micro-data: Results of Pre-seminar Questionnaire Session 2

2. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Objectives  To better understand national practices on census data archiving  To examine the regional practices on census data archiving and identify the challenges Responses by 21 countries Algeria, Botswana, Burkina Faso, Burundi, Cape Verde, Chad, Egypt, Ethiopia, Gambia, Ghana, Kenya, Liberia, Malawi, Mali, Morocco, Rwanda, Senegal, Seychelles, Togo, Uganda, Zambia

3. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Content of the Questionnaire  17 questions covering A. Archiving paper census questionnaire B.Digital Archiving of Census Micro-data Archiving strategy and management Technological tools for archiving and system security Documentation Confidentiality and anonymization Dissemination of census micro-data Challenges

4. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Findings

5. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Archiving paper census questionnaire  14 countries have a law/regulation for storing paper census questionnaire Algeria, Cape Verde, Egypt, Ethiopia, Gambia, Ghana, Kenya, Liberia, Mali, Morocco, Senegal, Rwanda, Uganda, Zambia  Paper census questionnaires are stored up to; 5+ years (Uganda) 10 years (Gambia, Kenya, Rwanda, Zambia) 20 years (Ghana) Until the next census (Ethiopia)

6. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Digital Archiving of Census Micro-data

7. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Archiving Strategy – Management  7 Countries have a law/regulation for archiving of census micro-data  The Law …. Mandates to document and archive data and other documents at all levels with a view of making statistical information (Ghana) Instructs to send the clean data with a complete documentation to the Information Systems Technology for archiving (Ethiopia) Mandates to document all censuses (Liberia)

8. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 System for archiving  16 countries have developed a system for archiving  3 countries have not developed a system but have a plan for archiving  16 countries have a unit responsible for archiving in the NSO

9. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 System for archiving  Many countries developed the system for archiving fairly recently  The system was established; Before 2000: Gambia 2000: Burundi 2005: Ethiopia 2007: Mali, Senegal, Uganda 2008: Ghana 2009: Burkina Faso, Malawi, Morocco, Zambia 2010: Cape Verde, Liberia, Rwanda

10. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Technological tools for archiving and system security  Tools used or plans to use for archiving International Household Survey Network Toolkit (IHSN) (17 countries) Redatam-based IMIS (10 countries) CSPro (9 countries) A system developed in house (3 countries)

11. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Technological tools for archiving and system security  Procedures to ensure long term usability of census micro-data Back up data regularly and store data in different location (18 countries) Migrate data periodically (8 countries) Refresh media periodically (7 countries) Develop a disaster recovery plan  Three databases are stored in different location, one in different organization (Kenya)  Inviolable DataCenter (Cape Verde)  Keeping backup in different place (Ethiopia)

12. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Technological tools for archiving and system security  Security measures to ensure protection of archived data Servers set aside for storage of census micro-data only and are kept in secure rooms ( Kenya ) Few authorized persons have rights of access to servers where the archived data ( Egypt, Ethiopia, Gambia, Kenya, Malawi, Senegal, Seychelles, Zambia )

13. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Documentation  All countries which have a system of archiving use a standard tool for documentation, except Algeria.  Tools being used: IHSN metadata toolkit, Data Documentation Initiative (DDI) IMIS and Toolkit

14. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Documentation  Information documented in archives ■ Variables/definitions (18 countries) ■ Census methodology (16 countries) ■ Data processing procedures (14 countries) ■ Structure and formatting of the dataset (13 countries) ■ Coding instructions and classifications (13 countries) ■ Sampling methodology and weighting (13 countries) ■ Confidentiality and anonymization procedures (11 countries) ■ Evaluation of data quality (9 countries)

15. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Confidentiality and Anonymization  16 countries have the statistical law which includes clause(s) to ensure confidentiality of census micro-data  Procedures to anonymize census micro-data Names and address of persons are not entered during data capture (Gambia, Rwanda, Togo) Removal of identifiers, aggregation of categories, hiding extreme values (Kenya) Removing the unique identifiers (household number, village/place) (Egypt, Malawi, Senegal, Seychelles, Uganda) No storage of names in files, reorganize and recode variables to make broader groups (Burkina Faso)

16. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Dissemination of census micro-data  History of census data archiving Census RoundNumber of countries conducted census Percentage of countries archived micro-data 20101479% 20001587% 19901267% 19801338%

17. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Dissemination of census micro-data  Most countries provide access to the archived census micro-data, except Algeria and Uganda  Procedures to access micro-data Intranet authorized access (Burundi) Access is allowed locally through the Lab (Cape Verde) A signed agreement with users, to permit trusted users to access semi-anonymised data files (Gambia) A signed agreement with users (Ghana) Written request to the LISGIS (Liberia) Formal request of data (Malawi, Mali, Seychelles, Togo) Accessing micro-data through the National Data Archive (Senegal, Zambia)

18. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Dissemination of census micro-data  9 countries disseminate samples of census micro-data Burkina Faso (10%) Ethiopia (1%) Gambia Ghana (1%) Liberia Malawi (10%) Senegal (10%) Uganda (10%) Zambia

19. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Challenges

20. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Challenges in Census Data Archiving  Lack of specific laws/regulations/policies for archiving  Determining anonymisation and dissemination procedures  Absence of disaster recovery plan  Sustainability of archiving process  No general guidelines for choosing a suitable platform to archive census data  Lack of adequate and skilled manpower  Limited funds

21. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Challenges in Census Data Archiving  Absence of a secure and permanent storage facility  Unavailability of census documents (questionnaire, manuals, codebooks)  Lost of data in original census databases  Lack of consistent or harmonized definitions, categories, classifications of variables among different censuses  Lack of mechanism to cross check the quality of micro- data

22. United Nations Regional Seminar on Census Data Archiving for Africa, Addis Ababa, Ethiopia, 20-23 September 2011 Thank you !