Administrative data

Administrative data refers to data collected by organisations for the purpose of running and monitoring programmes or services. This section provides guidance on how to collect disability data in an appropriate and effective way and examples and guidance on how to assess the quality of administrative data and how to use it. DDEWG is currently developing guidelines for good practice collection of administrative data.

Disability data may come from programmes specifically interacting with disabled people or broader services that disabled people also utilise.

Examples of reports

Below are some examples of publications using administrative data. It is not an exhaustive list but rather a reflection of disability data in general:

  • Ministry of Health - DSS Demographics report
    This publication presents aggregated demographic information about the people with disabilities who have been allocated Ministry of Health funded disability supports during a 12-month period to September 2018. The report presents demographics relating to specific service types including home and community support, carer support, supported living, respite, behaviour support, choices in community living, individualised funding, enhanced individualised funding, funded family care, community residential, younger people in aged residential care, day services and high and complex framework. The report also presents the demographic information by specific disability types including physical, intellectual, autism spectrum disorder, neurological and sensory disabilities, and includes some comparisons with the Ministry’s disability demographic report published in 2016.

  • Ministry of Social Development – Benefit Fact Sheets Snapshot – December 2021 Quarter (PDF)
    The Benefit Fact Sheets provide a high-level view of trends in benefit receipt. The Benefit Fact Sheets are published quarterly and contain information on income support provided by the Ministry.

  • Oranga Tamariki - Children and Young People with impairments
    Insights into the differences in wellbeing and service contact between children and young people who have indicators of disability and those without.

  • Mental Health and Wellbeing Commission - Access and Choice Programme: Report on the First two years (PDF)
    This report provides an update on how the implementation of ‘Expanding Access and Choice of Primary Mental Health and Addiction Support’ (the Access and Choice programme) is going – it covers the first two years of the five-year programme, up to 30 June 2021. The report answers the question of how the Access and Choice programme is performing compared with what the programme intended to deliver by 30 June 2021, including whether it has increased people’s access to, and choice of, primary mental health and addiction services.

  • Social Wellbeing Agency – Understanding Use at a Local Level – Area level attendance at B4 School Checks (PDF)
    This report uses local area level analyses to understand how the local experience may differ from nationally reported figures for B4 School Checks.

  • Social Wellbeing Agency – COVID-19 Vaccination Uptake report
    Uptake of COVID-19 vaccine by disabled people using the Integrated Data Infrastructure to support Ministry of Health vaccine rollout. Developed a disability indicator for use within the IDI.

  • Education Counts – Ongoing Resourcing Scheme
    This index page provides links to data on the number of students involved with the Ongoing Resourcing Scheme (ORS) as at 1 July. ORS provides support for a very small number of students, with the highest level of need for special education, to help them join in and learn alongside other children at school.


Administrative data on disability is scarce. There has been ongoing encouragement from the sector for programmes and services to collect data related to disability which in turn contributes to the availability of disability data. If you are interested in how you can begin or better collect data, here are some useful guides:

How to implement administrative data

In the example of reports section above, there is an example from the Ministry of Health around the approach they have used to identify administrative data.

 There are two parts to collecting administrative data:

  • Identifying the support
  • Identifying if the person is a disabled person.

The Ministry of Health worked with members of the Disabled People’s Organisations (DPOs) to identify what in the health setting were things that could be required to support a person access health services.

Step one: It is suggested that agencies use this template as a basis of developing a draft that identifies:

  • Situations when it is appropriate to collect the data.
  • What from the list does your agency believe is support that is required to access your agency’s services?

Step two: This information can then be used as a basis for discussion with the DPOs.

Step three: Final sign off including by the DPOs.

This approach is suggested because of the excellent groundwork undertaken by the Ministry of Health and been cognisance of making the most effective use of the DPOs expertise.

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