Administrative Registers & Register Based Population Census

1. Administrative Registers & Register Based Population Census Sonia JacksonCARICOM Census Symposium Radisson Grenada Beach Resort May 27, 2014 CARICOM Census Symposium - Grenada, May 2014

2. Table of Contents • Rationale for the use of Administrative Databases in Statistics • A brief look at some administrative databases • The population register • Comparison of the mapping of the data collection systems at the Electoral Office of Jamaica and STATIN • Suggested solutions • Conclusion CARICOM Census Symposium - Grenada, May 2014

3. Why use administrative registers? • Cheaper? • Easier? • Lower response burden? • More reliable? • Rational? CARICOM Census Symposium - Grenada, May 2014

4. Register based data collection in related areas • Long history of collection of vital events - births, marriages and deaths • Causes of death • Electoral voters lists • Tax Registration & Drivers’ Licence • Other social sector registers – National Insurance Scheme, National Housing Trust, PATH Programme, Employment Register, Persons with Disabilities, etc. CARICOM Census Symposium - Grenada, May 2014

5. How are administrative registers created? • Direct data collection as in the case of the Electoral Office • Data Collected include: • biometric data – photograph and finger prints • Name, address, sex, date of birth, height & other distinguishing marks, signature • Indirect data collection – data collected include • name, address, sex, age, • TRN or other unique registration number, date of birth (if required) CARICOM Census Symposium - Grenada, May 2014

6. What are the current issues with administrative registers? • Each register has similar base data but they are not all connected • The Tax Administration System has begun the use of the TRN – simplifying the creation of PIN within the system – the TRN is now the Drivers Licence Number • The registration of vital events need to be modernized and the respective data bases linked • There are no standards pertaining to the collection, storage and processing of the information emanating from these registers • Priority is not given to the management of the data for statistical purposes – statistical output is the secondary activity • Personal data are not always validated CARICOM Census Symposium - Grenada, May 2014

7. Rationale for the Population Register & Census Based Administrative System • Costs • Administrative registers are sufficiently developed • Growing need for statistics • Increasing demand for a national ID system with unique PIN for each person & biometric data – an out of a population register • Adverse data collection environment CARICOM Census Symposium - Grenada, May 2014

8. Prerequisites of a Population Register • Support for the implementation must come from the highest political level; • The population register is an ICT driven activity with a robust database and adequate secure communication with the Registers in the Departments/Agencies that input the data and those that use the data • Each person must be assigned a unique identifier called a personal identification number (PIN) based on and agreed algorithm; • All buildings must be uniquely identified; • Households must also be uniquely identified; • There needs to be harmonization of concepts and definitions used in the statistical system • Legislation CARICOM Census Symposium - Grenada, May 2014

9. Jamaica - Where are we? • Focus is on the creation of the National ID System (NIDS) • Decisions taken to date: • There will be a central data base with connectivity to the other data systems • Each person will be assigned a unique PIN in the data base • The PIN will be an algorithm consisting of 16 digits • Biometrics, photographs, signatures and addresses will be collected for each person • Input will be from RGD – births, marriages, deaths, etc.; PICA – citizenship, MLSS – work permits • Access will be to agencies, public & private, who need to verify individuals CARICOM Census Symposium - Grenada, May 2014

10. Some issues to be resolved for NIDS • The governance structure of the database, the linkages, the management and where it will reside; • In the case of children – at what age are the biometrics to be taken and included on the files; • The frequency of the renewal of the cards; • The Electoral Office already has a database of the adult population with biometrics – the Electoral Law restricts the use of the data; • Can the country afford and maintain two similar data bases? CARICOM Census Symposium - Grenada, May 2014

11. Population Register ? • The same body of work required for the NIDS is the same for the Population Register; • In a Population Register the register of buildings and addresses have to be maintained on a current basis; • For statistical purposes the records must be structured so that geographic information and classifications can be made; • It is highly recommended that all buildings, commercial and residential, and households be geo-referenced for ease of identification and uniquely identified CARICOM Census Symposium - Grenada, May 2014

12. Issues Cont’d • The Ministry of Education is moving towards each child having a “child passport” with photograph and school records moving through the education system; • The Ministry of Health is looking at establishing a patient care system island with a national health card; • The Data Protection Law is still in the early drafting stages; • The Registrar General’s Department needs to be modernized including the digitization of the records for at least the past 100 years; • How will NIDS impact the operations and the laws under which the various Agencies operate; • How will the data be collected and validated for the entire population at the initial stages; • How will continuous updates be entered in the system. CARICOM Census Symposium - Grenada, May 2014

13. Brief look at electoral registration • Registration is continuous • Public appeals made in May and November each year to up date the voters’ lists – with changes in addresses and movement • The island is divided into: • 14 parishes ( Kingston and St. Andrew have been combined for administrative purposes only) • Each Parish is then divided into electoral constituencies – 61 in total • For voting purposes – the constituencies are divided into Polling Divisions • Personal data are collected based on residences within the PDs CARICOM Census Symposium - Grenada, May 2014

14. Data Collection Streams JAMAICA STATIN Census Data Collection ELECTORAL OFFICE data Collection 14 PARISHES 14 PARISHES 63 CONSTIUENCIES 63 CONSTIUENCIES Polling Divisions Enumeration Districts CARICOM Census Symposium - Grenada, May 2014

15. Some Suggestions • How to deal with changes in address addresses: • STATIN & Electoral Office agree on the mapping of EDs and PDs • Amend the Electoral Act to: • Enforce bi-annual registration, particularly if there is a change of address • Use the agreed mapping of PDs to be inline with that of the EDs used by STATIN • Work with the National Land Agency to have all buildings the geo-referenced CARICOM Census Symposium - Grenada, May 2014

16. Conclusion • Finland took 30 years before the Population Register was used for their Censuses • We need to act fast – time is of the essence- and begin the implementation process now • Every problem has a solution – let’s work together to find it! • Are we going to have to do three more censuses facing the costs and challenges that were experienced in 2011? • THINK ON THESE THINGS! CARICOM Census Symposium - Grenada, May 2014

17. Thank you Ladies & Gentlemen CARICOM Census Symposium - Grenada, May 2014