I^$> ST NEWSLETTER vol.4 no. 1 APPRMCHES TC DJFORMATION ABOLTT CDeUS BUREAU MACHINE-REAEAELE MTA FILES ( 1 ) ferbara Aldrich Ifeta User Services Division EUreau of the Census U.S. Dept. of Camerce During the last several years, the canrLnity of Census EUreau data file tisers has expanded greatly and the nurber of files available has increased dranatically. This phenanenon will continue v*ien files are released fran the 1977 Econanic Censuses and the Census of Goverments and the 19S0 Census of Fbpulation and Housing. As the nuriber of data files distributed by the Census EUreau increases, there is need for a systematic method of providing information about existing holdings of data files and updating that information as new files are released. Vhlle current methods of amouicing new file releases reach a very large segnent of the user camrity, the need exists for a single reference pifclication containing information about the oanplete collection of files available fran the EUreau. This is the need the EUreau proposes to meet with a new publication now available. Li this paper, the current means of data information dissemination will be discussed, followsd by a detailed explanation of Directory of Data Files a new Census Bu-eau pUslication prepared by the EBta User Services Division. currently, archivists and researchers obtain initied information about EUreau files fran several sources. Data files released during the year are described briefly in F^rt II of the annual Bureau of the Census Catalog . More current releases are annoinced in Data User News (published monthly by the Data User Services Division) and in non-Eureau publications such as American Dempgraphics and Review of Public Data Use . Another less formal means of "spreading the word" dxxit new data files is the data archivist/researcher network. Particularly active at major universities, this informal information network operates outside the constraints of printing and mailing delays. Although each of these mechanisms for providing information about new files serves a particular audience, none are standardized regarding the level of data information provided or the format in viiich the information is presented. Nor Is there a method of maintaining this information in an easily consulted, curulative form. Ibwever, this information need will be met by the Directory of Data Files (2), prepared within the Etta User Sa-vices Division of the Census Bureau. This directory is a emulative reference guide (l)Prepared for the 1979 International Association for Social Science Information Service and Tednology (lASSIST) Annual Conference, May 7-10, 1979, Ottawa. Ontario. Updated March. 1980. (2)The Directory of Data Files was prepared by Molly Abranowitz and Barbara Aldrich uider the direction of Larry Carbaugh, Chief. Custcmer Services E>-anch, teta User Services Division. -3- NEWSLETTER vol. 4 no. 1 for all publicly avail^le machine-readable data files. It serves a two-fold purpose by indicating that a particular file is available and providing brief but concise information regarding its iniverse, sifcject-matter , geographic level, and size. The Directory is a subscription itan available through the U.S. Goverment Printing Office. Subscribers to the basic publication will autonatically receive quarterly updates ccntaining information about new files. The Directory is in a loose-leaf format so all update pages can be entered in the appropriate place. This publication does not replace any of the current systems of data information dissemination discussed earlier nor is it intended to replace the technical dccunentation as the source of detailed information about individual files. An abstract is written for each file in the Directory . Each abstract provides enou^ information so that the user cm determine if the file is of interest or if the more detailed technical dccunentation for the file is needed. The Directory reflects the efforts of the EUreau to provide authority titles for files and a standardized franework for information about than. This effort conplements the on-going develofment of standards for the EUreau 's technical docunentation . The Directtyy begins with a general introduction to census data and a review of file ordering procedures. The next ch^ter is divided into program areas: agriculture, eccncmics, general, geographic reference, goverment, population and housing, ar«j software. A general overview is provided for each. Following this, individual censuses and surveys are outlined, followed by abstracts of the available files produced in these efforts. For exarple, the pqxilation and housing section contains a general outline of the Elireau's ro''e in collection of population and housing data. This is followed by an overview of the Census of Fbpulation and tousing and ^stracts of the files that are products of that toisus. These abstracts are a major portion of the Directory . Information provided in the abstract includes the bibliographic entry for the file, type of file, descriptions of universe, subject-matter, and geographic coverage, file size, related reference materials, printed reports end machine-readable data, and file availability. The BTBl .TOGRAFHIC ENTRY for the file ocntains the authority title, the statement of responsibility, place of production, producer and distributor, and the date of production. EXAMFLE: Current Fbpulation Survey, Cdtober 1968-1978 / conducted by the Bureau of the Census for the Bureau of Labor Statistics. - Washington : The Bureau, 1978. (All subsequent exanples are based on this file.) The biblicgraphic entry is followed by a statanent of TYPE CF FILE and the UNIT CF CBSERVAnCN. Within the frajiework of Census Bureau data, the options for type of file are microdata, simary statistics, geographic reference data and software. TYPE CF FILE: Microdata, uiit of observation is individuals within housing mits. The next element in the abstract is the UNIVERSE DESCRIFTION. If the data are sarple data, a brief description of the saipling technique is also provided. Ia)$)$)|$T newsletter vol. 4 no. 1 UNIVERSE DESCRIFTION: The iniverse consists of persons 3 years old and over viio are the civilian non-institutional population of the U.S. living in housing units. A probability satiple is used in selecting housing units. A SUBJECT-MATTER DESCRIFTION follows. This is not intended to be a conplete list of the individual variables on the files, but rather to provide an overview of the type of data available on the file. SUBJECT-MATTER DESCRIPTION: The basic infonnation collected monthly provides data on labor force activity the week prior to the survey. ConprdTensive data are available on the erplojment status, occupation and industry of persons ^U years and over. Characteristics such as age, sex, race, marital status, household relationship, educational backgrotrd and Spanish origin are shown for each person TJ and over in the hous^xjld survey. In addition, supplanental surveys are sonetijnes taken at the sane time the basic data are gathered. The Current Bopulation Survey, October 1968-78, files contain SLpplanentary data on school enrollment. Items include current school enrollment, type of school in which anrolled and grade attending for all persons 3 and older. Other school enrollment data varies betwsen supplanents. The Current ft^jjlation Slirvey, October 197^^ contains post-secondary school infonnation as well as the school enrollment data. The GBOGRAFHIC COVERAGE elanents provide the information ocnceming the levels of geographic identification used in the file. C3E0GRAfHIC COVERACE: In the years 1968-72, geographic identification includes regions, divisions, 19 States (in the remainder several states are grouped together for identification) and 19 EISA's. In the years 1973-75 geographic identification includes regions, divisions, 13 States and S'^ S^EA's. Begiming in 1977. geographic identification includes regions, divisions, all States and 44 SMSA's. The FILE SIZE elanent reports the nurber of files and logical record coirt of the file(s). In the case of a series like the CPS, vhen the size varies ft-cm year to year, the approximate range is given. FILE SHE: 1 file per year, logical record couit ranging fran approximately 130,000 to 1'46,0O0. The elanent RELATED REFERENCE MATERIALS is designed to provide the user with a guide to more Information about the files. It references the technical docunentation as well as other materials regarding data-collection or sanpling. It also provides Information on hew these materials can be obtained. REFERENCE MATERIALS: U.S. Bureau of the Census. The Current Population Survey : Design and Methodology. (Technical Paper iJO- U.S. Bureau of the Census) Superintendent of Ebcunents No: C3,212:i«. Goverment Printing Office, Washington, D.C. 201402. Price $3.25. NEWSLETTER vol. 4 no. 1 This canprehensive document gives detailed information on the CPS program including sanple design and rotation, survey operations, and preparation and accuracy of estimates as well as sanpling errors. Thirteen appendices are provided liiich contain very useful information to a CPS user. "Qjrrent Population Survey, October (year) Tednical Etocunentation" . Available fy-on the Clistaner Services E^cinch. This is a guide to the nBchine-readd)le data file. It has general information about the data, specific content Information and a codebook. A separate abstract element RELATED PRINTED REPORTS cites pifclicatlons which contain actual data produced fran the files being abstracted. RELATED PRINTED REPORTS: U.S. Bureau of Labor Statistics. Employment and Earnings , Noveufcer (year ). The anployment information in Section A of this docunent is derived fVcm the Current Population Survey of the previous month. E&ta f>-cm the Current Fbpulation Survey, Cbtober file is usually pitollshed in the CUxent Population Reports P-20 series. The publications for specific years can be fotrd in the Bureau of the Census Catalog . Exanples of sane of these reports are listed below: Ctollege Plans of High School Seniors: Cbtober 197'), P-20 No. 28^4. Cbllege Plans of High School Seniors: October 1975, P-20 No. 299. Major Field of Study of College Students: October 197H, P-20 No. 289. School Ehrollment — Social and Economic Characteristics of Students: October 1975, P-20 No. 303. Hjrsery Sdxol and Kindergarten Enrollment of Children and Labor Force Status of their Mothers: October 1967 to October 1976. P-20 No. 318. School Ehrollment — Social and Eboncmic Characteristics of Students: October 1976. P-20 No. 319. The last elsnent of the abstract is FILE AVATLABTLTTy. This section Indicates how the file is packaged and sold (by Census division. State, all files as a single trit) and identifies individual file order nunbers for each file. Appendix C of the Directory is a chart arranged by file order ntmber vhlch Indicates the nuitier of reels required providing several density and blocking options. Appendix A provides a glossary of Census geographic concepts and Appendix B is a bibliography of Census publications relating to madilne-readable data files. This pitlication, Issued October 1979. is sold by the U.S. Govertment Printing Office. The cost (vhich includes the quarterly updates) is $11. Orders may be placed with Sifcscriber Services Section (Publications), Bureau of the Census, Washington, D.C. 20233. -6-