Dorothy Barth, U.S. Census Bureau

2023 FCSM Research and Policy Conference

October 24, 2023

Using Administrative Records Data in the 

American Community Survey: Overview

Any views expressed are those of the authors and 

not necessarily those of the U.S. Census Bureau. 
• Introduce the ACS

• Define the Various Types of Data

• Review the Gates to Implementation

• Connect our Current Work to the Survey Life Cycle

2

Setting the Stage
ACS Data Collection

2 months of self-response via 

internet, mail, or TQA

One month of 

personal interviews

3
ACS Quick Facts

Addresses Topics Programs Estimates Funding

3.5 40 +

million

300 $100s

of billions

11

billion

4
• 65,000 + population: 1-year Estimates

• 20,000 + population: 1-year Supplemental Estimates

• Census Tracts and Block Groups: 5-year Estimates

ACS Annual Data Releases

5
ACS Data Topics

6
ACS Survey Paradata

Survey paradata are data generated as a by-product of the 

data collection process.

Examples of paradata from different types of data collection:

• Mail – form tracing using tracking numbers

• Internet – keystroke or mouse click history

• CAPI – contact attempt history records

7
Administrative Records Data

Administrative records (ad rec) data are data collected from 

government agencies to administer programs or provide services. 

These data are distinct from the data collected exclusively for statistical 

purposes, like those the Census Bureau produces under the authority of Title 

13 U.S. Code.

Some examples are data collected from forms for:

• Social Security benefits

• Tax filing

• Work permits

• Driver licenses

8
What are administrative records data?

More examples of administrative records data:

• UAA data from USPS

• NIXIE codes from USPS

• Third-party vendor data (example: lot size)

9

Administrative Records Data
• Obligated by law (Title 13, U.S. Code) to use 

existing information in lieu of direct inquiry.

• Allowed to use these data for statistical purposes. 

• Committed to reducing respondent burden and 

improving data quality.

Why use administrative records data?

10
Gates to Implementation Implementation Phases and Gates

11

Availability Fitness for 

use

Path and 

Prioritize Simulate Approve Implement

Phase 1 

Exploration

Phase 2 

Simulation

Phase 3 

Implementation
AD REC DATA

• Data Source

• Years Available

• Geography Available

ACS DATA

• Mandated Use

• ACS Product

• Geographic Need

CONTRACT INFO.

• Annual Cost

• Delivery Frequency

• Link to the ACS sample

Gates to Implementation Availability Fitness for use Path and Prioritize Simulate Approve Implement

12
Gates to Implementation Availability Fitness for use Path and Prioritize Simulate Approve Implement

COVERAGE How much Ad Rec data exists at lowest geographic levels?

CONCEPTUAL 

ALIGNMENT How well do the Ad Rec data match when linked to the ACS sample?

TEMPORAL 

ALIGNMENT How well does the Ad Rec data frequency align with the ACS annual publications?

DISCLOSURE 

AVOIDANCE Are individuals or households easily identifiable?

RISK OVER 

TIME Are there risks with the contract agreement or timing of data delivery?

13
OPTIMIZING 

OPERATIONS

Use administrative data to inform ACS operations 

and processes.

FULL

REPLACEMENT Remove the question from the survey.

PARTIAL 

REPLACEMENT

Ask the survey question of some, but not all, 

respondents.

EDIT AND 

IMPUTATION

Keep the question on the survey. Use 

administrative data to replace or edit survey 

responses and impute missing responses.

ENHANCE DATA 

PRODUCTS

Add administrative data to ACS data to create 

more robust data products.

Survey Life Cycle

Gates to Implementation Availability Fitness for use Path and Prioritize Simulate Approve Implement

14
ITEM 

NONRESPONSE How much did we reduce or increase item nonresponse?

BIAS How much did we reduce or increase bias?

RELIABILITY How much did we reduce or increase the reliability of the ACS data?

DOWNSTREAM 

IMPACT

Does adding Ad Rec data have a positive or negative impact on 

other survey items?

OVERALL DATA 

QUALITY

What is the overall impact to data quality in our published tables 

and other data products?

Gates to Implementation Availability Fitness for use Path and Prioritize Simulate Approve Implement

15
Phase 1 Phase 2 Phase 3 

Availability Fitness

for use

Path and 

Prioritize

Simulate Implement

Tenure, Race, Hispanic Origin,

Relationship, Citizenship,

Place of Birth, 

Educational Attainment, 

Veteran Status, 

Food Stamps, Migration, Income

Agricultural Sales

Year Built

Property Value

Property Taxes

Sex and Age

Acreage

Gates to Implementation Status of Current Administrative Data Research for ACS Topics

16
Presentations in Today’s Session

17

OPTIMIZING 

OPERATIONS

• Predicting Vacant Housing Units in the ACS

• Adaptive and Responsive Designs with Multiple 

Competing Criteria

FULL

REPLACEMENT

PARTIAL 

REPLACEMENT

• Implementing an Adaptive Approach to Collect 

Acreage on the American Community Survey

EDIT AND 

IMPUTATION

ENHANCE DATA 

PRODUCTS

Survey Life Cycle
18

Thank You

Dorothy.A.Barth@census.gov