Policy on Record Linkage

Background

Record linkage is an important technique in the development, production, analysis and evaluation of statistical data.

For example, record linkage is an indispensable tool for epidemiological studies of mortality and morbidity. The objective of these studies is the better detection and estimation of possible risks to individuals exposed to potentially harmful agents and to occupational, environmental and social influences upon health. Many of these studies have potential benefits to Canadian society which are far-reaching. Linkage is also essential to the effectiveness of the Business Register which was established as a system for ensuring non-duplicate but complete coverage of all businesses. Linkage can replace some survey work by use of tax data, particularly for small businesses for whom survey reporting would otherwise be a heavy burden. Benefits derived from such an activity in terms of cost and time savings are substantial. It is of course recognized that where data are used for purposes other than those for which they were specifically obtained, concerns may arise regarding the protection of information privacy.

This policy is about the methods and procedures to be used to identify, on a case-by-case basis, the balance between the public good to be served by each record linkage proposed and the potential invasion of privacy.

Definitions

For the purposes of this policy, record linkage is defined as the bringing together of two or more micro-records to form a composite record.

A micro-record is a record containing information about an identifiable individual respondent or unit of observation (e.g., person, family, household, dwelling, farm, company, business, establishment, institution, etc.).

Policy

Statistics Canada will undertake record linkage activities only if all the following conditions are satisfied:

• the purpose of the record linkage activity is statistical/ research and is consistent with the mandate of Statistics Canada as described in the Statistics Act; and

• the products of the record linkage activity will be released only in accordance with the confidentiality provisions of the Statistics Act and with any applicable requirements of the Privacy Act; and

• the record linkage activity has demonstrable cost or respondent burden savings over other alternatives, or is the only feasible option; and

• the record linkage activity will not be used for purposes that can be detrimental to the individuals involved and the benefits to be derived from such a linkage are clearly in the public interest; and

• the record linkage activity is judged not to jeopardize the future conduct of Statistics Canada's programs; and

• the linkage satisfies a prescribed review and approval process.

Other Requirements

• When approved, new identifiable linked banks shall be listed in Info Source (listing of personal information banks) with the appropriate accessibility conditions.

• Linkage projects that have been carried out which involve personal information shall be listed in the annual report to Parliament on the implementation of the Privacy Act.

Inquiries

Inquiries concerning this policy are to be directed to the Director, Data Access and Control Services, 951-9348.