When it comes to census records, most Americans are aware the Census Bureau conducts the decennial census count of the population in the United States. This count is mandated by law in the US Constitution as a way to not only count the population, but also to aid in determining governmental representation and the distribution of federal funds to state and local governments.
But what happens once the federal funding has been distributed to the states and local governments? Census data used by all three governmental levels determines how to distribute funds for infrastructure, education, transportation, healthcare, etc., based on the population numbers from the latest census counts. To decide how funds are to be allotted in an as equitable a way as possible, local governments not only use federal census data but also a more detailed demographic census using their own internal information.
Keeping Track of the Data
Because local budgets rely on different revenue streams for funding, including federal, state, as well as local property and sales taxes, the distribution of these funds is going to create records to keep track of where and how the funds are allocated and spent. In light of this, local governments need to determine the contents of these records and their place within the larger framework of the government.
Few records that rely on census data are going to be obvious; they aren’t going to scream, “Hey! My data relies on the census!” For example, looking at Schedule GR and Schedule PW, you can find records that rely on the census focusing on budgets and reports:
| Record Number | Record Title | Record Description | Retention Period |
|---|---|---|---|
| GR1025-04a | Budgets and Budget Documentation | Annual budgets (including amendments). | Permanent |
| Record Number | Record Title | Record Description | Retention Period |
|---|---|---|---|
| PW5200-01a | Public Works and Services Planning Studies and Reports | Special Planning studies or reports prepared by order or request of the governing body or considered by the governing body (as reflected in its minutes) or ordered or requested by a state or federal agency or a court. | Permanent |
Even though these records series do not specifically state that they rely on census records to quantify their data, the data within them relies on the census to make the determination for fiscal allocation.
Knowing What You Have
To know what you have, your local government will need to conduct an inventory of its records. A good place to begin an inventory will be with your government identifying the records utilizing census data for studies, reports, and funding. Additionally, your local government will need to keep track of the volume, types, retention periods, and locations of the records. (This will apply to all records produced by local governments, not just those reliant on census data.)
To help you with this task, TSLAC has an article on our blog, The Texas Record, on “How to Approach an Office Records Management Overhaul,” as well as our own Bulletin C: Guidance for Records Inventories. Of course, there are the TSLAC Local Government Retention Schedules that will give you guidance on records series that are appropriate for your records. And, as always, for assistance and advice, you can contact your TSLAC Analyst.
Remember…
While it seldom appears obvious, census records are crucial for many functions of local government. It is vital that local government entities are able to retain and inventory these records to help keep track of where the dedicated funds from federal, state, and local governments are delegated so they help keep the wheels of government of turning.
| Record Number | Record Title | Record Description | Retention Period |
|---|---|---|---|
| CC1550-03 | Census Records | Lists of persons enumerated, mortality schedules, or other documents relating to the federal decennial censuses or any special state or county census. | Permanent |
