Preservation and Preservation and SecuritySecurity

IPUMS InternationalIPUMS International

Wendy ThomasWendy Thomas

Data ArchivistData Archivist

Processing DataProcessing Data

►Data is received Data is received ASCII format or similar on CD/DVDASCII format or similar on CD/DVD 9 track tape any format9 track tape any format

►Conversion process and tape reading byConversion process and tape reading by Muller MediaMuller Media Signed confidentiality agreement, retain Signed confidentiality agreement, retain

NO FILESNO FILES

►Data is converted to ASCII formatData is converted to ASCII format

Internal ProcessingInternal Processing

►Data is encryptedData is encrypted Only high level staff have the encryption codeOnly high level staff have the encryption code Sensitive and geographically specific information Sensitive and geographically specific information

is removedis removed Creation of a secure, non-identifiable fileCreation of a secure, non-identifiable file

►Data processingData processing Evaluation of data elementsEvaluation of data elements Creation of harmonized variablesCreation of harmonized variables Graduate student staff work only with non-Graduate student staff work only with non-

identifiable data setsidentifiable data sets► Creation of the IPUMS sampleCreation of the IPUMS sample

StorageStorage

►Off line filesOff line files CD/DVD copies are held in a data safeCD/DVD copies are held in a data safe

►Preservation from firePreservation from fire►Preservation from access (PI’s and Data Archivest only)Preservation from access (PI’s and Data Archivest only)

► Internally accessibleInternally accessible Encrypted files (high level staff only)Encrypted files (high level staff only) Non-identifiable source filesNon-identifiable source files

► Externally availableExternally available Public use samples in IPUMS formatPublic use samples in IPUMS format Registered users onlyRegistered users only Respect limitations imposed by countriesRespect limitations imposed by countries

Documentation CoverageDocumentation Coverage

►Date from 1920 to 2006Date from 1920 to 2006►Documentation from over 400 Documentation from over 400

censusescensuses►Promotional material to official formsPromotional material to official forms►Prepared over 30 country specific Prepared over 30 country specific

listings of documents in the archivelistings of documents in the archive►Over 20,000 documents totalOver 20,000 documents total

Document PreservationDocument Preservation

► Collection is housed in acid free archive Collection is housed in acid free archive quality storage boxesquality storage boxes

► Bibliographic records are created for all Bibliographic records are created for all documents including a first page scan for documents including a first page scan for easier identification of useful informationeasier identification of useful information

► Full scans are made of all enumeration Full scans are made of all enumeration instructions, codebooks, and coding instructions, codebooks, and coding manuals for data in IPUMSmanuals for data in IPUMS

► Full scans are made of all materials from the Full scans are made of all materials from the US Census BureauUS Census Bureau

Document AvailabilityDocument Availability

► Enumeration FormsEnumeration Forms Publicly available regardless of data availabilityPublicly available regardless of data availability

► Enumerator Instructions/Codebooks etc.Enumerator Instructions/Codebooks etc. Available per country agreements for data Available per country agreements for data

accessibilityaccessibility

► Related documentationRelated documentation On-line versions will be available for those that On-line versions will be available for those that

we have agreements for or are public documentswe have agreements for or are public documents All others will be listed in an on-line catalog of All others will be listed in an on-line catalog of

the Minnesota Population Center holdingsthe Minnesota Population Center holdings

Services for CountriesServices for Countries

►Provide a listing of material held with Provide a listing of material held with first page scanfirst page scan

►Can provide full scans of any Can provide full scans of any document held in the collectiondocument held in the collection

►Contact: Contact: Wendy Thomas, MPC Data ArchivistWendy Thomas, MPC Data Archivist wlt@pop.umn.eduwlt@pop.umn.edu