Data travels with people: what the exchange of population register data between Estonia and Finland means for us
Enel Pungas, Head of the Population Procedures Department at the Estonian Ministry of the Interior, explains how greater clarity in population registers makes life easier for people on both sides of the Gulf of Finland.
Since 2006, Estonia and Finland have exchanged residential address data held in their population registers. For nearly twenty years, Finland has informed Estonia of Estonian citizens who have moved there, while Estonia has notified Finland of Finnish citizens who have moved to Estonia. Based on the information received from Finland, the residential address data of Estonian citizens has been updated in Estonia’s Population Register. Finland, however, did not previously enter the information received from Estonia into its own register, meaning that people who registered their residence in Estonia had to notify both countries separately of their place of residence.
In the spring of 2024, a new agreement between Estonia and Finland entered into force. Under the agreement, the categories of individuals whose data is exchanged were expanded, and the two countries also agreed to exchange additional information concerning people moving between them. This primarily concerns major life events such as marriage, divorce and death.
This automatic exchange of data ensures that the population register records of Finnish citizens living in Estonia and Estonian citizens living in Finland remain consistent, up to date and accurate in both countries when they move between them. The exchange of population register data between Estonia and Finland represents an important step towards modern and accurate public administration.
The fact that more than 13,000 people previously had conflicting residence data in the two countries’ registers – with different official addresses recorded in each country – highlighted the significant gap between people’s actual lives and the information recorded in official registers. Correcting this discrepancy serves the public interest, benefiting states, local authorities and individuals alike.
As a result of this cross-border cooperation, the official population of Estonia decreased by nearly 6,000 people, with the largest reduction recorded in Tallinn. These were individuals who had previously had an Estonian address registered in Estonia’s Population Register and a Finnish address registered in Finland, but who subsequently chose to have their Finnish address recorded in both countries’ registers.
At first glance, this may appear to be a negative development. In reality, however, it provides both countries and their local authorities with more accurate information about their populations. Public services, benefits and investments can only be planned effectively when it is known how many people actually live in a particular area. An inflated population figure may appear beneficial statistically, but it distorts reality and can ultimately lead to poor policy decisions.
The individual perspective is equally important. For years, people working in Finland while maintaining an address in Estonia have become accustomed to effectively living “between two countries” in terms of their residence records as well. The new system, under which a permanent place of residence can be registered in only one country at a time and residence data is exchanged automatically via the X-Road platform, makes achieving clarity considerably easier. It is sufficient to register one’s residence in the new country, after which the information is transferred automatically – reducing paperwork and eliminating duplicate obligations.
At the same time, some more sensitive issues must also be acknowledged. Expanding data exchange beyond residence information to include death records, civil status data and, in the future, birth records requires a high degree of trust in government information systems. Although Estonia and Finland are both recognised as leading digital societies and X-Road is renowned for its security, governments must communicate openly with citizens about what information is being exchanged, why it is necessary and how personal data is protected. Trust cannot be taken for granted; it must be continuously maintained and demonstrated.
Automated data exchange also helps alleviate difficult situations on a human level. The exchange of death records means that bereaved family members no longer have to deal with administrative procedures and documentation in two countries at a time when their focus should be on mourning and managing practical matters as simply as possible. This is an example of how a digital state can be not only efficient and convenient, but also compassionate.
In conclusion, the exchange of population register data between Estonia and Finland is a logical continuation of the long-standing cooperation between the two countries. This latest step helps bring official records into line with reality, supports a fairer allocation of resources and reduces the administrative burden on individuals. The key to success, however, lies in ensuring that technical efficiency goes hand in hand with clear communication and public awareness. Ultimately, greater clarity in population registers makes life easier for people.
