Content types on the ONS website Administrative data source guides
Overview
Administrative data source guides are a type of data source guide published on the ONS website. They provide detailed supporting information for one or more administrative data sources used to produce a set of ONS statistics.
For information on producing a guide on an ONS survey, go to our Survey guide guidance.
New methodology publications
All new methodology content publishing on the ONS website from the end of April 2026 will need to use the new content types. Please get in touch with the content designer allocated to your publication as early as possible so they can help you to identify the correct content type. If a content designer has not yet been allocated to your publication, contact Content.Design@ons.gov.uk (opens in a new tab)
Administrative data source guides have been designed to replace quality assurance of administrative data (QAAD) reports, and some parts of quality and methodology information (QMI) reports and user guides, as part of our web and content transformation programme. This new template is based on research, evidence and prioritised user needs.
Existing methodology publications
All existing methodology publications will need to be rewritten using one of our new methodology templates. Digital Publishing will get in touch with you to advise which content types to use when rewriting your existing content, and when.
You should repurpose the most relevant existing methodology page in Florence to publish each transformed piece of content. Include a notice on any discontinued pages to direct users to the transformed page.
Every administrative data source used to produce a regular set of ONS statistics should have a corresponding administrative data source guide that includes information on:
- the producer of the data and its primary use
- data collection methods
- frequency of data collection
- coverage
- any important changes to the data
- essential quality considerations
- compatibility and coherence with other data sources
- understanding complex terms
Do not include detailed information about sets of statistics produced using the data source in your guide. This information should sit in the relevant set of statistics’ quality and methods guide.
There will only ever be one version of an administrative data source guide. This is to avoid inconsistent and duplicated information, and ensure users have one source of truth. The content lives on a single, static page with no previous editions.
Users need to feel confident they are accessing the most up-to-date information when using an administrative data source guide. You should review the guide regularly and update it whenever there is an important change to the data source.
Template
Download our administrative data source guide template (opens in a new tab)
As part of our phased approach, we will be adopting the new methodology content standards while using Florence, the current content management system (CMS). This will put us in a strong position to migrate methodology content to Wagtail, the new CMS, later this year and in 2027.
Certain Wagtail content components (such as expandible and collapsible accordions, and accessible text tables) are not available in Florence. The red text in the template set out alternative ways of presenting this content in Florence. When your content is migrated to Wagtail, you can convert it.
Title and summary
Title
An administrative data source guide title must:
- include either the name of the administrative data source (in title case), or the topic it covers (in sentence case) – for example, “Migrant Worker Scan” or “International migration”
- state that the page is a guide (in lower case)
- not include a time period – there should only ever be one version of an administrative data source guide that is kept up to date
- not include a geographic location
- not include any acronyms
Mortality data guide
International migration data guide
Migrant Worker Scan guide
Read more about general best practice in our Titles and headings guidance.
Summary
The standard summary all administrative data source guides must use is:
"Why and how [the administrative data] are collected and used to produce ONS statistics. Includes methods, changes and quality information. "
Why and how administrative mortality data are collected and used to produce ONS statistics. Includes methods, changes and quality information.
Overview section
All administrative data source guides must start with an Overview section that summarises the most important takeaways. These will be different for each source, but might include:
- producer of the administrative data and its primary use
- primary collection method
- frequency of collection
- coverage
- any essential quality considerations
This helps users to get the main messages quickly and to know if the content is relevant to their needs.
Include the following standard text in your Overview section:
“We use these data to publish regular statistical articles on:
- [statistical article title and link]
- [statistical article title and link]
- [statistical article title and link]"
You do not need to include all ad hoc or secondary statistical articles that use data from this source.
The Overview section should be a few paragraphs in length. Aim for fewer than 300 words.
Latest changes to the data source section
All administrative data source guides must include a Latest changes section, even if there are no recent updates.
This helps users to:
- quickly understand if the data have changed
- feel confident they are accessing the most up-to-date information
- access links to more detailed sections further down the page on any new changes
If there have been changes to the data source
If there has been at least one important change since you previously updated the guide, start the section with the following standard lead-in line:
"We updated this guide on [DD Month YYYY – the date of your current update]. Changes to [the data source] since we previously updated the guide on [DD Month YYYY] include:"
Briefly summarise each change that has occurred since you previously updated the guide in a separate bullet point – more detail can be included in the Changes and their effects on comparability over time section.
These will be different for each data source, but examples of important changes could include changes to:
- collection methods
- completion rates, where there are large or unexpected changes
- coverage
- frequency of data collection
- geographic boundaries
Each time you update the guide, remove any changes that were added in the previous update. Details of these changes will still be available in the Changes and their effects on comparability over time section (opens in a new tab)
At the end of the Latest changes section, use the following standard text:
"For more information on these latest changes, as well as any past and upcoming changes, go to Changes and their effects on comparability over time."
If there have not been changes to the data source
You might sometimes need to make minor editorial updates to the guide when there have been no changes to the data source. In these cases, use the following standard text:
"We made minor editorial updates to this guide on [DD Month YYYY]. There were no important changes to [the data source] in this update.
For information on past and upcoming changes, go to Changes and their effects on comparability over time."
Why and how the data are collected section
All administrative data source guides must include a Why and how the data are collected section.
This helps users to understand where the data come from, and their purpose. You should introduce this section by explaining:
- the data collection and supplier bodies involved
- the primary reason the data are collected
- any associated government policies or targets
The section must include the following subsections:
- Collection design
- Coverage
- Data supply
If relevant, the section can also include the following optional subsections:
- Completion rates
- Data processing
- Classifications/Variables/Categories
The section can also include any other subsections not listed here that are relevant to the data source and your users’ needs.
Collection design subsection
Explain how the data are collected, focusing on any features that are associated with data quality. For example, you could include information on:
- who or what the units included in the data are
- who the data are collected from
- the frequency of data collection
- the data collection mode (for example, a form, automatic collection, or interview)
- the questions or instructions given to those providing data
- whether there is automatic or human verification of the data at the point of input
Use further subsections within this subsection as necessary.
Coverage subsection
Include information on the data coverage, relating the population covered by the administrative process to the target population of ONS statistics, where possible.
You may wish to include subsections, if the source is used to produce multiple differing sets of regular ONS statistics.
If you have a large volume of classifications, variables or categories that require explanation, include them in a dedicated [Classifications/Variables/Categories] subsection rather than in this section.
Further detail on the production of the ONS statistics themselves should be provided in the relevant sets of statistics’ quality and methods guides, which can be linked to from this subsection.
Data supply subsection
Describe arrangements for the supply of the data, including communications with supply partners, and any service-level agreement (SLA), memorandum of understanding (MOU) or legal obligation associated with supply.
You may wish to include information on the security measures used to protect from inadvertent disclosure.
If the data are publicly accessible, you might explain the processes used within the ONS to extract it, and the frequency with which this happens.
Data processing subsection (optional)
Explain any processing done either by the data producer or by the ONS before the data are used to produce a set of ONS statistics. Use subsections as necessary – these might include:
- Data linkage
- Classifications and coding
- Audit and validation
- Editing and imputation
- Deriving variables
- Producing estimates (including any adjustments)
If the data producer already describes these processes to a high standard on their website, you can signpost users to that information instead of repeating it. You should still indicate how any processing carried out by the ONS complements that of the data producer.
Do not include information on how we produce specific sets of statistics from the administrative data. This information should be provided in the relevant sets of statistics’ quality and methods guides, which can be linked to from this subsection.
For example:
- information on base populations and adjustments used to calculate mortality rates should sit in the administrative data source guide for mortality data (death registrations)
- explanations of measures or processes specific to a subset of statistics (for example, infant mortality rates) should sit in the relevant publication’s quality and methods guide
[Classifications/Variables/Categories] subsection (optional)
If you have a large volume of classifications, variables or categories that require explanation, include them here in a dedicated [Classifications/Variables/Categories] subsection rather than the Collection design or Coverage subsections.
If there are a lot of classifications, variables or categories to cover, you can use further subheadings and accordions to help break up the content. This helps users to easily find what they need.
If you are publishing an administrative data source guide in Florence, the current content management system (CMS), your content will be presented as subheadings and plain text. Accordions are not an available component in Florence.
When your content is migrated to Wagtail, the new CMS, the subheadings and plain text can be converted into accordions.
Quality of the data source section
All administrative data source guides must include a Quality of the data source section.
This helps users to understand the quality and trustworthiness of the source, and how to use data from it appropriately.
The section must include three or four subsections:
- Quality assurance carried out by the data supplier (if applicable)
- Quality assurance carried out by the ONS
- Strengths and limitations
- Data quality dimensions
Quality assurance carried out by the data supplier subsection (optional)
Explain the main steps taken by the data supplier to quality assure the data. If there is currently a quality assurance of administrative data (QAAD) report for the data source, you can present that information here.
When describing the quality assurance steps taken, you should either use:
- a numbered list (read our Numbered lists guidance)
- subheadings
This helps make the information clearer and easier for readers to scan.
Quality assurance carried out by the ONS subsection
Explain the main steps we take to quality assure the administrative data. If there is currently a QAAD report for the data source, you can move that information here.
When describing the quality assurance steps taken, you should either use:
- a numbered list
- subheadings
Strengths and limitations subsection
This subsection briefly summarises the main strengths and limitations of the data source in relation to its quality.
Include a bullet pointed list of the main strengths under a Strengths subheading, and the main limitations under a Limitations subheading.
Each bullet point should provide a brief summary of a strength or limitation. Link to another section for more detail if needed.
Bullet points must start with a capital letter, end with a full stop, and only include one short sentence. Read more in our Bullet points guidance.
If more detail on a strength or limitation is needed, but is not appropriate to include in another section, use subsections in the Strengths subsection or Limitations subsection after the bullet list.
Data quality dimensions subsection
To help users measure the quality of the data source, use the following standard text:
“The Government Data Quality Framework recommends the use of the Data Management Association (DAMA UK) data quality dimensions (opens in a new tab) to assess and improve data quality. These are:
- completeness
- uniqueness
- consistency
- timeliness
- validity
- accuracy
We have integrated these considerations into the guide.”
View guidance on how to write about the data quality dimensions (opens in a new tab)
Changes and their effects on comparability over time section
All administrative data source guides must include a Changes and their effects on comparability over time section.
This helps users to:
- know which changes to the data source affect comparability of the data (and our statistics) over time
- recognise real trends rather than those caused by changes to the data source
If appropriate, the section can start with a short summary of why changes sometimes occur.
The section must include three subsections:
- Latest changes
- Past changes
- Upcoming changes
If there are multiple changes to cover in a subsection, use a dedicated accordion for each change. This helps users to find the change they need easily.
You do not need to use an accordion if there is only one change in a subsection – just use plain text.
Clearly explain whether each change affects comparability over time or not.
If you are publishing an administrative data source guide in Florence, the current content management system (CMS), your content will be presented as subheadings and plain text. Accordions are not an available component in Florence.
When your content is migrated to Wagtail, the new CMS, the subheadings and plain text can be converted into accordions.
Latest changes subsection
Use this section to provide additional detail on the latest changes you briefly covered in the Latest changes to the data source section (opens in a new tab)
Latest changes are important changes that occurred since you previously updated the guide.
Each time you update the guide, move any changes that were added to the Latest changes subsection in the previous update to the Past changes subsection. These are no longer considered latest changes.
If there is more than one latest change, use the following standard text at the start of the subsection:
"These changes are ordered by date, with the most recent first."
If there are no latest changes, use the following standard text:
"We made minor editorial updates to this guide on [DD Month YYYY – the date of your current update]. There were no important changes to the data source."
Past changes subsection
If there is more than one past change, use the following standard text at the start of the subsection:
"These changes are ordered by date, with the most recent first."
If there are no past changes, use the following standard text:
“There have been no important changes to the data source in the past [number of months or years].”
Upcoming changes subsection
Upcoming changes are changes that we know will take place in the near future.
You can include links to publications that explore or evaluate potential future changes.
If there is more than one upcoming change, use the following standard text at the start of the subsection:
"These changes are ordered by date, with the most immediate first."
If there are no upcoming changes to the data source, use the following standard text:
“There are currently no plans to change [the data source/s] in the near future.”
Comparability and coherence with other data sources section (optional)
If relevant, your administrative data source guide can include a Comparability and coherence with other data sources section.
This helps users understand if other data sources exist on the same or similar topics, and if so, any similarities or differences.
Use one subsection for each comparative data source, using its name as the heading.
If the data sources are highly comparable
If the administrative data source and the comparative data source are highly comparable, use the following standard text:
“The [comparative data source title and link] is highly comparable with [the administrative data source], and there are no differences to be aware of."
If the data sources are broadly comparable or not comparable
If the administrative data source and the comparative data source are broadly comparable or not comparable, use the following standard text and table to compare them:
“The [comparative data source title and link] is [broadly/not] comparable with [the administrative data source], [but be aware/because] of the following [similarities and] differences.”
| [Administrative data source] | [Comparative data source] |
|---|---|
| [Description of similarity or difference] | [Description of similarity or difference] |
| [Description of similarity or difference] | [Description of similarity or difference] |
| [Description of similarity or difference] | [Description of similarity or difference] |
Similarities and differences in the table should be no longer than one sentence.
If some similarities and differences require a more detailed explanation, summarise them in the table, and then use subheadings and plain text after the table to provide more information.
If there are no relevant data sources to compare the administrative data source to, do not include this section.
If you are publishing an administrative data source guide in Florence, the current content management system (CMS), you will need to write the content included in the text table as plain text. Accessible text tables are not an available component in Florence.
When your content is migrated to Wagtail, the new CMS, the plain text can be converted into an accessible text table.
How to format this content in Florence
How to format this content in Florence
“The [comparative data source with link] is [broadly/not] comparable with [administrative data source], [but be aware/because] of the following [similarities and] differences:
- [comparative data source] [description of difference]; [administrative data source] [description of difference]
- [comparative data source] and [administrative data source] both [description of similarity]”
Housebuilding data from each of the four UK nations are broadly comparable, but be aware of the following differences:
- data for England likely undercount the supply of newbuild homes from smaller developers
- data for Wales are based only on building inspections from the National House Building Council, one of multiple private approved inspectors, which means the total figures for new dwellings started and completed are likely undercounts
- data for Scotland and Northern Ireland are likely complete, as our data come from the sole sources of building control statistics in these countries
- data for both England and Wales likely overcount private sector dwellings, and undercount social sector, housing association and local authority dwellings, because of the way these categories are recorded
- data for Northern Ireland count the start date for a new dwelling as the date of the first building control inspection, while data for England, Scotland and Wales consider a new dwelling started the date the foundations are laid
Definitions section
All administrative data source guides must include a Definitions section.
Clear definitions help users to understand complex terms. Use a dedicated section with an accordion for each term to help users find the definition they need.
Definitions will be added through a central ONS glossary in Wagtail, the new content management system (CMS), and reused across multiple publications. This is to ensure consistency across our content.
If you are publishing an administrative data source guide in Florence, the current CMS, you will need to:
- provide each term and definition because the centralised glossary is not available in Florence
- use subheadings and plain text, because accordions are not an available component in Florence
When your content is migrated to Wagtail, the new CMS, the definitions can be added through the central glossary.
Related links section
All administrative data source guides must include a Related links section.
Include links to relevant, timely and useful pages. Three to six is the optimum number for good engagement, but you can include additional links if there is a clear user need to do so.
The format of this section is automated in Wagtail, the new content management system (CMS), to display the page title and link, release date, content type and page summary.
If you are publishing an administrative data source guide in Florence, the current CMS, you will need to provide page metadata (title, content type, release date and page description) along with the URLs. Florence cannot pull this information through automatically.
How to format this content in Florence
Use the following format:
[Content type] | Released [XX Month 20XX]
[Summary of page or publication.]
Cite this page section
All administrative data source guides must include a Cite this page section.
The format of this section is automated in Wagtail, the new content management system (CMS), to display the source, last updated date, location, content type, and page title and link.
It helps users to cite our publications accurately and consistently.
If you are publishing an administrative data source guide in Florence, the current CMS, you will need to write the citation information manually. Florence cannot pull this information through automatically.
How to format this content in Florence
Use the following format:
Office for National Statistics (ONS), released [XX Month 20XX], ONS website, administrative data source guide, [Title with link embedded]