The progress in the use of registers and administrative records. Submitted by the Department of Statistics of the Republic of Lithuania

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1 Working Paper No. 24 ENGLISH ONLY STATISTICAL COMMISSION and ECONOMIC COMMISSION FOR EUROPE STATISTICAL OFFICE OF THE EUROPEAN COMMUNITIES (EUROSTAT) CONFERENCE OF EUROPEAN STATISTICIANS Joint ECE/Eurostat Work Session on Registers and Administrative Records for Social and Demographic Statistics (Geneva, 1-3 March 1999) Session 4, supporting paper CONFERENCE OF EUROPEAN STATISTICIANS The progress in the use of registers and administrative records Submitted by the Department of Statistics of the Republic of Lithuania Analysis of present state in Population Register 1. The Population Register was established according to the Law on the Population Register which was adopted in The law indicates that the Population Register is supervised by the Department of Statistics to the Government of the Republic of Lithuania. 2. So far there are no local databases of the Population Register. Work is underway to set up such bases in towns and regions of Kaunas and Sauliai.In Sauliai town local base of population is used. The revision and adaptation for the exchange with central database will enable a creation of local database of the Population Register. Local databases will contain the population central base section of this territory which will be regularly updated by data of central database. 3. According to the Law of 1992, the Population Register compiles data: The citizens of the Republic of Lithuania Citizens of foreign countries and persons without citizenship permanently residing in the Republic of Lithuania 4. The data of the Population Register have legal value, they are based on the personal documents. The following personal data on a person will be recorded and updated: Identification number Name Surname

2 Sex Date of birth Citizenship Place of birth Place of residence, date of arrival at a place of residence, upon departure for foreign countries, place of departure ( state ) and date of departure Family status and the date of its change Date of death Identification numbers of parents, children, spouses, in case the said lack the identification numbers other data substantiated by documents and indicated in register regulations shall be recorded Nationality ( data on nationality are compiled under the permission given by a person to record it to the register only and they shall be given out from the register in pursuance of the procedure laid down by the Law on Personal Data Protection 5. The data of the Population Register are based on the data accumulated during the issue of passports of citizens of the Republic of Lithuania and the data which is being accumulated on births and deaths since April It is difficult to precisely define the per cent from the total number of population, it would be possible only after a census of the population. By approximate calculations based on the data of the office of the population statistics, Department of Statistics, on the number of population and the data on population accumulated vin the Population Register we can state that the Population Register contains information about 80 percent of the population. The largest portion of the population not included into Population Register is minors born before 1 April 1992, not sixteen yet and without personal document (a passport), In the Population Register information on these persons is kept together with the information on parents of these persons whereas minors are not as yet granted personal code and cannot be compatibly identified. No information is attainable only about the persons who have not changed the passport, and under age children. 6. The Population Register receives and updates data from the following sources: Civil registration institutions. The institutions record the changes of civil state persons: birth, marriage, divorce, death and changes regarding the name or the surname of a person, etc. The institutions give identification numbers for the newly born persons. Data related to marriage, divorce, death and other changes have been provided since The civil registration institutions are sending the duplicators of the Acts of civil state changes to the Statistics Lithuania. Ministry of Internal Affairs. The Department of Informatics to the Ministry of Internal Affairs provides the information on persons who received personal documents (at the of 16, having not changed passport on a timely basis, having been granted the citizenship of the Republic of Lithuania, having obtained permission to reside in Lithuania and other cases), on persons permanent place of residence and its changes (migration of the population) comes daily from the Ministry of Internal Affairs through communication lines on a centralized basis. 7. Based on the agreement the data of the Population Register are submitted to the Ministry of Defence. Fixed order has been established for data submission to state tax inspection, Ministry of Finance and Board of State Insurance Fund. Moreover, unpersonified data of the Population Register are submitted for various

3 surveys by single contracts. Based on the agreement between the Ministry of Internal Affairs and the Statistics Lithuania the Population Register data are submitted for the information system of personal documents issue implemented by the Ministry of Internal Affairs. Lists of youths of military age are submitted to the Ministry of Defence in the magnetic storage twice a year. According to the fixed order the data to state tax inspection, Ministry of Finance and Board of State Social Insurance Fund will be submitted in the mode of lists of the population in the regions (beginning with 16 years of age) in the magnetic storage twice a year. Ministry of Internal Affairs is supplied with data on a daily basis by communication lines as stipulated in the protocol of the agreement. It has been agreed to set up database of common usage for the transmission of data and permanent usage with the information necessary to both parties (Population Register and Ministry of Internal Affairs. Automated data information system). Both Population Register and Ministry of Internal Affairs, Automated data information system would possess a copy of such a database. Other users are supplied with the data under the conditions provided for in the agreement, most frequently in the magnetic storage (seldom in print). Recent development in the field of vital and migration statistics data collection 8. Statistical information related to the vital and internal, international migration is being collected by Lithuanian Department of Statistics. Our demographic statistics section is responsible for the gathering, processing and publishing of these statistical data. 9. Every month we receive Births, Deaths (and Medical Death Certificate), Marriages, Divorces Certificates from Civil registration institutions. 10. Persons changing residence most notify the change of address to the local Passport Office. Two different forms are filled in at registering the person at place of residence, or registering out of pace of residence. One is for the Address bureau and another form is for statistics. The statistical form is filled in when change of place residence occur from one Lithuanian local administrative district to another, from rural areas to urban areas of the same district, across Lithuanian borders. Data on international population migration are processed according to arrival or departure forms, data on internal migration according to arrival form. The above mentioned forms includes data about the place of birth, sex, nationality, citizenship, education level marital status, the place of the present and previous residence, reason of the migration and number of children arrived or leave together with parents. 11. The current estimates of demographic statistics section are based on the updating of the last census figures using data on natural increase (decrease) and net migration. The problems of use existing sources for demographic statistics data basis 12. The administrative databases collecting statistical information on the population are existent and the statisticians are responsible for publishing information have got sufficient information but we does not have available an administrative or other database that could serve as a foundation for demographic statistics. We must become more efficient and more effective in the exploitation of our data sources and improve data management practices through improved documentation, improved harmonization and improved integration of existing sources, but must also seek lower cost collection alternatives. The linkage of the statistical system and of the registers has started but its expansion is still hindered by a number of factors:

4 Specification of the use of data to a specified purpose. The aim of the Population Register is the identification of a certain person. The statistical system records data on persons, but publishes and analyses information on certain collectivities population. The high requirements to the quality of the registers. Presently our Population Register has compiled the data on approximately 80 per cent of the population of the Republic of Lithuania. The lack of reliable communication lines. 13. Lithuanian Department of Statistics is in initial stage for creation Population Information System. The use of Population and Building Registers in the Population and Housing Census The last Lithuanian population census was carried out in January of 1989 as part of the Census of the Soviet Union. By the Government decision, the next census will be done in December of It will be the first census after restore of independence and it will need to have more extensive information as well as bigger data basis of Lithuanian population. The census programme, the questionnaire and the rules are drafted and prepared. Data from the Population and Building Registers, digital geodata, maps of different types and scales will be used for the preparation of the territory planning, maps for the enumerators and linking the census data with the territories. 15. In the Law on the Population and Housing Census 1999 (December 9,1997. No VIII 574), article 7 it is stated: Census data regarding a resident and his dwelling, shall be confidential and may only be used to obtain aggregated data. The personal identification number, name, surname, date of birth and address may be used in verifying the data of the Population Register. 16. By laws, regulations and rules possed to supplement the Population census will provide the order for conducting the census (the data from the register will be revised only on the based and as provided by the Law on the Population Register). 17. The Population register service from the census data base will receive aggregated and processed data covering the above mentioned items which will enable to make the Population Register more accurate. 18. There is a plan to use the registers for: Creation of lists for formation of enumerators areas According to those lists enumerators areas will be formed and lists of people who live in thouse areas will be prepared. Key indicators from the Building Register are: Address Unique Code; year of construction; year of reconstruction; number of floors; lift; type of dwelling; construction materials of outer walls; flat number; total floor space. Key indicators from the Population Register are: Personal Identification Code; name; surname; date and place of birth and address. A common file for the Population Register and Building Register will be formed by means of computers and will be used for the compilation of the lists. The purpose of the lists: The lists considerably alleviate the census questionnaire filling procedures and direct to the number of persons subject to enumeration, the census time (pensioners can be found at home almost all the day and those working are better found in the evening); they enable to enumerate all persons and households more accurately.

5 The data from the Population and Building Registers are necessary for the preparation of the maps for the enumerators. Creation of the Population GIS For the creation of the Population GIS data from the Population and Building Registers will be used. Cartographic material All countries for censuses make maps of all enumerators areas. For this purpose it is necessary to use data from the Population and Building Registers. Census territories, i.e. enumerators areas, will be planned using the GIS equipment, based on a geo- reference basis and a geo-database of addresses with additional data on the population number, linked with a concrete point of an address. Contact persons: Danguole Svidleriene telephone (822) Viktorija )