Harnessing the Power of Administrative Data in State Government
Author
Senior Fellow
April 2025
States now have an opportunity to transform their services by analyzing data they already collect in their daily operations.
Half a century into the information age, states are sitting on a treasure trove of administrative data, including eligibility records, service usage patterns, benefit payments, program enrollments, and outcome measurements. These data represent an untapped source of evidence and insights that can help states make more effective program and policy decisions and better serve the needs of their residents.
Why Administrative Data Matter
Administrative data are information collected during the routine operation of government programs. Unlike special studies or surveys, these data are already being gathered every day as people apply for benefits, receive services, and interact with state systems. When properly analyzed, these data can:
- Reveal whether programs are being implemented as designed
- Show which interventions produce the best outcomes
- Identify populations who aren't being effectively served
- Highlight opportunities for improved efficiency
- Provide evidence for policy decisions
The Current State of Data Use
Despite having rich administrative data, most states underutilize this resource. My colleagues and I recently conducted a study that showed considerable variation in how states use and disseminate data about social programs such as Temporary Assistance to Needy Families (TANF).
While some states consistently use their administrative data, others do so sporadically and only for required compliance reporting. Moreover, data use can vary significantly across programs within a single state, often reflecting disparities in federal funding and special grant allocations. A state that may not disseminate or use data in the TANF program may use Medicaid data well to improve health care provision.
Health care programs, which constitute substantial portions of state budgets, frequently benefit from more robust data analysis frameworks. However, other programs, including child welfare, childcare, and criminal justice, have similarly rich data to address the other challenges brought on by poverty, mental health, violence, and disabling conditions, but not the resources to build the evidence they need.
“Despite having rich administrative data, most states underutilize this resource.”
Success Stories Point the Way
Some states demonstrate the power of administrative data when properly leveraged:
- Washington state established a dedicated research bureau in the 1990s that continues to produce rigorous, widely shared program evaluations using administrative data.
- Tennessee has recently implemented a statewide commitment to evidence-based practices, creating systems to transform administrative data into actionable insights.
Key Barriers to Overcome
States face four primary challenges in maximizing administrative data:
- Data Governance: Many states lack clear frameworks for accessing, sharing, and using administrative data across agencies while maintaining privacy.
- Privacy and Security: Concerns about protecting sensitive information often lead to overly restrictive policies that prevent legitimate analysis.
- Technical Capacity: State agencies struggle to attract and retain skilled data scientists capable of transforming raw administrative data into meaningful insights.
- Data Quality: Administrative data collected primarily for eligibility and payment purposes require additional processing to be useful for program evaluation.
The Path Forward: A Call to Action
State leaders must take concrete steps to unlock the power of administrative data:
- Develop comprehensive data strategies that balance privacy protection with the public benefit of data-informed services
- Invest in data infrastructure and talent by creating competitive positions for data scientists and analysts
- Form strategic partnerships with research organizations that can provide specialized expertise while building state capacity
- Create a culture of transparency by regularly sharing insights from administrative data with the public, building trust, and fostering accountability
- Learn from peer states that have successfully implemented effective administrative data systems
The administrative data needed to transform state services already exist. What's missing is the commitment to turn this raw information into evidence that can improve the lives of millions who depend on critical public programs. By acting now, state leaders can deliver more effective, efficient services that better meet the needs of their residents.
Suggested Citation
Goerge, R. (2025, April 25). Harnessing the Power of Administrative Data in State Government. [Web blog post]. NORC at the University of Chicago. Retrieved from www.norc.org.
