Boundary and Annexation Survey

OMB Control No: 0607-0151
Expiration Date: XX-XX-XXXX

Boundary and Annexation Survey (BAS)
Respondent Guide: BAS State Certification
Revised as of September 25, 2018

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U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification i

OMB Control No: 0607-0151
Expiration Date: XX-XX-XXXX

PAPERWORK REDUCTION ACT STATEMENT
A federal agency may not conduct or sponsor, nor shall a person be subject to a penalty for
failure to comply with a collection of information subject to the requirements of the Paperwork
Reduction Act (PRA) unless that collection of information displays a current valid Office of
Management and Budget (OMB) Control Number. This collection is voluntary. The authority for
conducting this collection comes from Title 13 United States Code (U.S.C.), Section 6 of the
Paperwork Reduction Act (PRA). By law, the Census Bureau can only use responses to produce
statistics.
This collection has been approved by the Office of Management and Budget (OMB). The eightdigit OMB approval number that appears at the upper right of this guide confirms this approval.
If this number were not displayed, we could not conduct this survey.
We estimate that completing the collection of this information will take between 2 and 4 hours
on average per response, including the time for reviewing instructions, completing, and
reviewing the collection of information depending upon the program.
Email comments to , use “Paperwork Reduction Project 0607-0151” as
the subject. Additionally, participants can send comments regarding this burden estimate or
any other aspects of this collection of information, including suggestions for reducing the
burden to:
U.S. Department of Commerce
Paperwork Reduction, PCOB
United States Census Bureau
4600 Silver Hill Road, Room 4H177
Washington, DC 20233
The Census Bureau issued a Federal Register Notice to revise its confidentiality pledge language
to address the new cybersecurity screening requirements:
The U.S. Census Bureau is required by law to protect your information. The Census Bureau is not
permitted to publicly release your responses in a way that could identify you. Per the Federal
Cybersecurity Enhancement Act of 2015, your data are protected from cybersecurity risks
through screening of the systems that transmit your data.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification ii

TABLE OF CONTENTS

5.1

Data File Description..................................................................................................................... 5

5.2

Instructions ................................................................................................................................... 6

6.1

Data File Description..................................................................................................................... 7

6.2

Instructions ................................................................................................................................... 8

7.1

Data File Description................................................................................................................... 11

7.2

Instructions ................................................................................................................................. 11

8.1

Data File Description................................................................................................................... 13

8.2

Instructions ................................................................................................................................. 13

9.1

Submitting Digital Files via the SWIM......................................................................................... 15

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification iii

LIST OF TABLES
Table 1: Action Codes and Descriptions ......................................................................................... 2
Table 2: List 1 Data File Field Descriptions ..................................................................................... 5
Table 3: List 2 Data File Field Descriptions ..................................................................................... 7
Table 4: List 3 Data File Field Descriptions ................................................................................... 11
Table 5: List 4 Data File Field Descriptions ................................................................................... 13
Table 6: States with Functioning/Nonfunctioning MCDs ............................................................ A-1

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification iv

LIST OF FIGURES
Figure 1. List 1 ................................................................................................................................. 5
Figure 2. List 2 ................................................................................................................................. 8
Figure 3. List 3 ............................................................................................................................... 11
Figure 4. List 4 ............................................................................................................................... 13
Figure 5. SWIM Account Registration ........................................................................................... 16
Figure 6. SWIM Login Window...................................................................................................... 16
Figure 7. SWIM Welcome Screen with Upload History ................................................................ 17
Figure 8. SWIM Geographic Partnership Program Selection Window ......................................... 17
Figure 9. SWIM Geographic Level Selection Window................................................................... 17
Figure 10. SWIM Geographic Entity Selection Window (State and County) ................................ 18
Figure 11. SWIM File Upload Screen............................................................................................. 18
Figure 12. SWIM File Browser Dialog Box ..................................................................................... 18
Figure 13. SWIM Entering Comments into the File Upload Window ........................................... 19
Figure 14. SWIM Thank You Screen .............................................................................................. 19

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification v

INTRODUCTION TO THE BOUNDARY AND ANNEXATION SURVEY (BAS)
STATE CERTIFICATION PROGRAM
The Boundary and Annexation Survey (BAS) State Certification Program invites the Governorappointed State Certifying Official (SCO) to review the information that local governments
reported to the U.S. Census Bureau during the previous BAS. The BAS is an annual survey of
local and county governments conducted by the Census Bureau to collect legal boundary
updates, names of legally defined geographic areas, and the functional status of governmental
units.
The purpose of the BAS State Certification Program is to verify the accuracy, validity, and
completeness of the BAS information with the state governments. Every year, the Census
Bureau distributes an email to the SCO that includes a link to the BAS State Certification
webpage containing the listings of the information collected from the previous BAS year. These
listings include the attribute information for disincorporations and legal boundary changes
reported during the previous BAS, as well as the names and functional statuses of incorporated
places and minor civil divisions (MCDs).
The SCO should review these listings and certify any records that were legally implemented in
accordance with their state laws. Depending on the state laws, the SCO may request the
Census Bureau edit the attribute information or remove invalid records from the listings. The
SCO may also notify the Census Bureau of records that are missing from the listings. If a state
does not have a law in effect mandating local governments to report status or boundary
changes to a state agency, the Census Bureau will provide the listings to the SCO for
informational purposes only.
The letter attached to the BAS State Certification email to the SCO lists the types of changes
that are required by state law to be reported to a state level agency. If there is an error in this
information, please provide an explanation of the state laws in question to the Census Bureau’s
Geography Division by email at .

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification vi

STATE CERTIFICATION LISTINGS
This section discusses the BAS State Certification listings, which are located on the BAS website
at the following link: .
•

•
•
•

List 1 – Entities reported to the Census Bureau that have disincorporated, become inactive, or
otherwise ceased to exist. This listing is only available if a deleted entity was reported to the
Census Bureau during the BAS.
List 2 – Reported legal boundary changes (annexations, deannexations/detachments, etc.) to
active incorporated places within the state as of January 1, .
List 3 – All governmentally active and inactive incorporated places in the state, according to the
Census Bureau’s records as of January 1, .
List 4 – All governmentally active and inactive MCDs in the state, according to Census Bureau’s
records as of January 1, .

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 1

PREVIEW OF CERTIFICATION PROCEDURES
Please review each record in each listing. The SCO has authority to submit any changes to the
Census Bureau. Report determinations for each record by entering ONE of the following action
codes in the listing files’ ‘Cert.’ column, which are defined in the table below:
Table 1: Action Codes and Descriptions
Action Code

U.S. Census Bureau

Description

C

Certify. The SCO certifies that the information for the record
is complete, accurate, and conforms to applicable state laws.

A

Add. The SCO adds a record from the state’s file that is
missing from the listing.

R

Reverse. The SCO requests to remove an invalid record from
the listing.

E

Edit. The SCO edits the attribute information for an
existing record in the listing.

X

Duplicate Entry. The SCO indicates that the record is a
duplicate of another record in the listing.

Leaving a blank field means there are no actions for the
record. The Census Bureau will continue to maintain the
record and its current attribute information.

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 2

STATE LAWS
The SCO is responsible for understanding the laws in their state that pertain to legal boundary
changes, new incorporations, and disincorporations/dissolutions since this will determine the
extent to which the Census Bureau will accept changes to the BAS State Certification listings.
Strong law states require local governments to report any legal actions causing changes to their
legal boundaries to the state government. If such laws are in effect, the SCO should have access
to a complete boundary change file through the state government, which they shall use to
compare with the Census Bureau listings. In strong law states, the SCO may pursue any of the
actions described in Table 1.
In states that do not have such laws, the SCO does not need to submit the edited listings to the
Census Bureau. However, if the SCO does have access to a state-level boundary change file,
they may use it to certify or add missing records to the BAS State Certification listings. In most
cases, the Census Bureau will accept these actions. Reversals and edits will not be accepted
unless these changes are confirmed by the local governmental entity affected by the change.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 3

ACCESSING THE BAS STATE CERTIFICATION MATERIALS
All BAS State Certification materials, including the listings for review and this respondent guide
can be found on the BAS State Certification webpage at the following location:
.
From the BAS State Certification Program webpage, go to the section of the page that reads,
“Download BAS State Certification Materials.” In the “Select a Geography” drop-down box
under “Choose a State to View,” the SCO selects the state the SCO is responsible for reviewing.
Upon selection of the state name, the website directs to a File Transfer Protocol site. Download
the contents of the folder. These are the listings that are referenced throughout this document
and that the SCO will review for the BAS State Certification Program.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 4

LIST 1: ENTITIES THAT DISINCORPORATED, BECAME
INACTIVE, OR CEASED TO EXIST
5.1

Data File Description

List 1 (Figure 1) contains the names of all geographic entities in the state that have
disincorporated, became inactive (no longer have officers, collect revenue, or conduct
governmental activities), or otherwise ceased to exist as of January 1, . Table 2 provides
an explanation of the fields in the data file.
Table 2: List 1 Data File Field Descriptions
Column

Field Name

A

Place Name and LSAD

B

County

C

Effective Date

D

Effective Date Update

E

Cert.

F

Memo

Description
Entity’s name and expanded legal/statistical area description.
County/counties in which the entity is located.
The date on file for when the entity disincorporated, became
inactive, or otherwise ceased to exist.
Will be initially blank so the SCO can provide edits to the data in the
Effective Date field without overriding original data.
Will be initially blank so the SCO may certify the records as
correct and complete.
Will be initially blank so the SCO may include any notes regarding a
certain record.

Figure 1. List 1

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 5

5.2

Instructions

Please review the data file to ensure that it provides a complete and correct inventory of all
entities that have disincorporated, become inactive, or otherwise ceased to exist as of January
1, .
For all records that are deemed to be correct and complete:
•

In the Cert. field, enter a “C” if the record is complete, accurate, and conforming to applicable
laws in the state.

If there is an entity that disincorporated, became inactive, or otherwise ceased to exist and is
missing from the data file:
•

•

In a new row at the bottom of the data file, enter the missing entity’s name and the entity type
(such as town, township, city, etc.) under the Place Name and Legal/Statistical Area Description
(LSAD) field; the date the entity disincorporated, became inactive, or otherwise ceased to exist
into the Effective Date Update field; and provide an explanation in the Memo field.
In the Cert. field, enter an “A.” This will inform the Census Bureau that an additional entity
should be added to the list of deleted entities.

If any entity is listed in error:
•
•

In the Cert. field, enter an “R” to notify the Census Bureau that this entity should be removed
from the list of deleted entities.
In the Memo field, provide an explanation why the entity should be removed.

If there is an error with the Effective Date for an entity:
•
•

In the Effective Date Update field, enter the correct date the entity ceased to exist.
In the Cert. field, type an “E” to notify the Census Bureau that the Effective Date must be edited
in the list of deleted entities.

If any entity is duplicated:
•
•

In the Cert. field, enter an “X” to inform the Census Bureau that this entity is a duplicate of
another entity.
In the Memo field, indicate the duplicate ID.

Upon completion of review of the List 1 data file, the SCO certifies the statement at the bottom
of the file by typing their full name, title, and the date of concurrence below the provided
statement.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 6

LIST 2: BOUNDARY CHANGES
6.1

Data File Description

The List 2 data file (Figure 2) provides an inventory of legal boundary changes to active
incorporated places within the state that were reported to the BAS. If an entity is not listed in a
file, it means that the entity did not report boundary changes effective as of January 1,
to the BAS. Table 3 provides an explanation of the fields in the data file.
Column

Field Name

Table 3: List 2 Data File Field Descriptions
Description

A

Place Name and
LSAD

Entity’s name and expanded legal/statistical area description.

B

FIPS Place Code

Federal Information Processing Standards (FIPS) code for the place.

C

Action

D

Action Update

E

Authorization Type

Lists the type of legal authorization that effected the change.

F

Authorization Type
Update

Will be blank so the SCO may provide edits to the data in the
Authorization Type field without overwriting original data.

G

Local Number

The identification number of the legal document that recorded the
authorization effecting the change to the boundary.

H

Local Number
Update

Will be blank so the SCO may provide edits to the data in the Local
Number field without overwriting original data.

Lists whether the boundary change is an annexation, detachment, or
other type of action.
Will be blank so the SCO may provide edits to the data in the Action field
without overwriting original data.

I

Local Effective Date

Lists the effective date of each action. (Please note that there may be a
difference between the effective date of actions on this list and the
effective date in the state’s records because the Census Bureau’s records
contain a locally reported date.)

J

Local Effective Date
Update

Will be blank so the SCO may provide edits to the data in the Local
Effective Date field without overwriting original data.

K

Secondary Effective
Number

The state legal action number identifying the legal document that
recorded the authorization effecting the change to the boundary (if
applicable).

L

Secondary Effective
Number Update

Will be blank so the SCO may provide edits to the data in the Secondary
Effective Number field without overwriting original data (if applicable).

M

Secondary Effective
Date

Lists the effective date of each state legal action.

N

Secondary Effective
Date Update

Will be blank so the SCO may provide edits to the data in the Secondary
Effective Date field without overwriting original data.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 7

Column

Field Name

K or O

Acreage

L or P

Acreage Update

Description
Lists the reported acreage of the affected territory.
Will be blank so the SCO may provide edits to the data in the Acreage field
without overwriting original data.
Lists the date that the record was entered into the Census Bureau’s
Master Address File/Topologically Integrated Geographic Encoding
Referencing System (MAF/TIGER). The keying date may be used to
research boundary changes on the Census Bureau’s maps.

M or
Q

Keying Date

N or R

Cert.

O or S

GCATOID

Field used internally to identify the change to the entity.

P or T

Will be blank so the SCO may provide additional information about the
record if necessary.

Will be initially blank so the SCO may certify the records as correct and
complete. (See Table 1.)

Figure 2. List 2

6.2

Instructions

Please review the List 2 data file (Figure 2) to verify that:
•
•
•

Each legal boundary change was accomplished in accordance with applicable state law.
The place name, action, authorization type, local number, local effective date, acreage, and if
applicable, secondary effective number and secondary effective date, shown for each record is
correct.
The Census Bureau’s list is complete as of January 1, .

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 8

When reviewing the List 2 data file, the SCO may determine that a record(s) in the Census
Bureau’s data file does not match the state’s records. If this occurs, please research if specific
attributes of the change are incorrect or if the boundary update was not completed in
accordance with state law(s).
NOTE: Some places provide the Census Bureau with the legal documentation along with maps of
boundary changes. If the SCO wishes to view the legal documentation for a change, please send
an email to . In the email, please specify the entity that the change
affected, and the attribute information associated with the change in List 2. The Census Bureau
will research to determine if we have any supplemental information for this change.

Once the SCO has completed the review of List 2, the SCO should be able to determine:
•
•
•

If a boundary change was accomplished in accordance with pertinent state laws;
If there was an error in the depiction of the boundary change and/or attribute information; or
If boundary change was not accomplished in accordance with applicable state laws.

If a boundary change was accomplished in accordance with state law and the attribute data is
correct:
•

In the Cert. field, enter a “C” to indicate the record is correct, complete, and certified.

If a boundary update is missing from the Census Bureau’s records:
•

•

In a blank row at the bottom of the list, type the entity’s name where the change occurred in
the Place Name and LSAD field; “annexation” or “detachment” into the Action Update field;
“ordinance,” “resolution,” “local law,” “state-level action,” or “other” into the Authorization
Type Update field, the legal document number into the Local Number Update field, the effective
date into the Local Effective Date Update field; and if available, the acreage into the Acreage
Update field. If applicable, type the state legal action number into the Secondary Number
Update field, the effective date of the state legal action into the Secondary Effective Date
Update field.
In the Cert. field, enter an “A” to inform the Census Bureau that an additional boundary change
should be added to the Census Bureau’s database.

If a boundary change was not accomplished in accordance with applicable state law, the SCO
may either:
•
•

Leave the Cert. field blank, which will indicate that the state government does not certify the
change, but the SCO does not wish to reverse the change at this time, or
In the Cert. field, enter an “R” to reverse the change. In the blank cell to the right of the Cert.
field, please note the reason as well as any additional information about the reversal.

If a portion or all of the attribute data for the boundary change is incorrect:
•

Type the correct data in the field to the right of the incorrect data. For example, if the
information in the Action field is incorrect, type the correct information in the Action Update
field to the right of the Action field. If the date in which the change is effective is incorrect, enter
the correct date in the Local/Secondary Effective Date Update field. Blank update fields are also
provided if the SCO needs to change the Authorization Type, Number, and Acreage information.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 9

•

In the Cert. field, enter an “E” to notify the Census Bureau that a portion or all the attributes for
this record must be edited.

If a boundary update is a duplicate of an already existing boundary change:
•

In the Cert. field, enter an “X.”

Upon completion of review of the List 2 data file, the SCO certifies the statement at the bottom
of the file by typing their full name, title, and the date of concurrence below the provided
statement.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 10

LIST 3: INCORPORATED PLACES
7.1

Data File Description

The List 3 data file (Figure 3) shows the names of all active and inactive incorporated places in
the state according to the Census Bureau’s records. An active incorporated place is one that has
officials (elected or appointed) and has the legal capacity to raise revenues and conduct general
governmental activities. Table 4 provides an explanation of each of the fields in the data file.
Column

Field Name

A

County Name

Table 4: List 3 Data File Field Descriptions
Description
The county (or borough or census area in Alaska, parish in Louisiana)
where each incorporated place is located.
Lists the places in alphabetical order within a county. If a place exists in
multiple counties, it will be listed under each county in which it is located.
The LSAD is the expanded legal/statistical area description, such as city,
town, village, etc.

B

Place Name and LSAD

C

Part Flag

If the entity is located within multiple counties, this field will be
populated by the letter “P” otherwise this field will be blank.

D

FS

Lists the functional status (FS) of the entity. (See Appendix B for
definitions.)

E

FS Update

Will be initially blank so the SCO may provide edits to the information in
the FS field without overwriting original data.

F

Cert.

Will be initially blank so the SCO may certify the records as correct and
complete.

G

Memo

Will be initially blank so the SCO may include notes.

Figure 3. List 3

7.2

Instructions

Please review the List 3 data file (Figure 3) to ensure that it provides a complete and correct
inventory of all incorporated places that were governmentally active or inactive.
U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 11

If a place is located in multiple counties in the state’s records, please review the file to ensure
that it is listed under each applicable county. Places that occur in multiple counties in the
MAF/TIGER database will have “P” entered in column C (Part Flag) of the data file.
For all records that are deemed to be correct and complete:
•

In the Cert. field, type a “C” to indicate the record is certified.

If a place is missing from the data file:
•
•

In a new row at the bottom of the data file, type the place’s county name in the County Name
field, the place’s name and entity type in the Place Name and LSAD field, “active” or “inactive” in
the FS field, and the effective date when the place legally incorporated in the Memo field.
In the Cert. field, enter “A” which will inform the Census Bureau that this place should be added
to the MAF/TIGER database.

NOTE: If the place exists in two or more counties, type all the county names, separated by commas, into
the County Name field.

If a place is no longer incorporated:
•
•

In the Memo field, provide the effective date of the status change.
In the Cert. field, type an “R” to notify the Census Bureau that the place should be removed
from the MAF/TIGER database.

If the functional status of a place has changed:
•
•
•

In the FS Update field, enter the correct functional status.
In the Memo field, enter the effective date of the status change.
In the Cert. field, type an “E” to notify the Census Bureau that the functional status must be
edited in the MAF/TIGER database.

Upon completion of review of the List 3 data file, the SCO certifies the statement at the bottom
of the file by typing their full name, title, and the date of concurrence below the provided
statement.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 12

LIST 4: MINOR CIVIL DIVISIONS
8.1

Data File Description

The List 4 data file (Figure 4) shows the names of all active and inactive minor civil divisions
(MCDs) in the state according to the Census Bureau’s records. An active MCD operates as a
governmental unit, having officials (elected or appointed), and having the legal capacity to raise
revenues and conduct general governmental activities. States that do not have MCDs will not
receive the List 4 data file. See Appendix A for a list of states that have MCDs.
The file does not include MCDs that the Census Bureau considers to be unorganized. Table 5
provides an explanation of the fields in the data file.
Column

Field Name

Table 5: List 4 Data File Field Descriptions
Description

A

County Name

The county where each entity is located.

B

MCD Name and LSAD

C

FS

D

FS Update

E

Cert.

Will be initially blank so the SCO may certify the records as correct and
complete.

F

Memo

Will be initially blank so the SCO may include any notes regarding the
record.

Lists MCDs in alphabetical order within the state. The LSAD is the
expanded legal/statistical area description, such as town or township.
Lists the functional status (FS) of the entity. (See Appendix B for
definitions.)
Will be initially blank so the SCO may provide an updated functional status
without overwriting original data in the FS field.

Figure 4. List 4

8.2

Instructions

Please review the List 4 data file (Figure 4) to ensure that it provides a complete and correct
inventory of all MCDs that were governmentally active or inactive.
For all records that the SCO deems to be correct and complete:
•

In the Cert. field, type a “C” to indicate the record is certified.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 13

If an entity is missing from the data file:
•

•

In a new row at the bottom of the data file, type MCD’s county’s name in the County Name
field, the MCD’s name followed by its legal area description (such as town or township) in the
MCD Name and LSAD field, “active” or “inactive” in the FS Update field, and the effective date
when the MCD organized in the Memo field.
In the Cert. field, type an “A” which will inform the Census Bureau that this MCD should be
added to the MAF/TIGER database.

If an MCD is no longer organized:
•
•

In the Memo field, provide the effective date when the MCD ceased to exist.
In the Cert. field, type an “R” to notify the Census Bureau that the MCD should be removed from
the MAF/TIGER database.

If the functional status of an MCD has changed:
•
•
•

In the FS Update field, enter the correct functional status.
In the Memo field, enter the effective date of the status change.
In the Cert. field, enter an “E” to notify the Census Bureau that the functional status must be
edited in the MAF/TIGER database.

Upon completion of review of the List 4 data file, the SCO certifies the statement at the bottom
of the file by typing their full name, title, and the date of concurrence below the provided
statement.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 14

RETURNING UPDATES WITH THE SECURE WEB
INCOMING MODULE (SWIM)
9.1

Submitting Digital Files via the SWIM

The SWIM is a one-stop location for submitting geographic program files to the Census Bureau.
The Census Bureau now requires that all BAS State Certification participants use the Census
Bureau’s SWIM for submitting update materials. We cannot accept submissions sent by email
due to the security policy at the Census Bureau.
If a participant does not already have a SWIM account, please email the Census Bureau at
to request a SWIM registration token. Use “BAS State Certification –
SWIM Token Request” as the subject of the email.
This token is good for one personal account within the SWIM. Once a participant registers for a
SWIM account, a token is longer needed to login into the system. If participants require
additional individual SWIM accounts within an organization, please contact the Census Bureau
at 1-800-972-5651 or email .
Users that participate in other Census Bureau geographic programs only need one SWIM
account to submit files for all geographic programs.
At this time, the SWIM only accepts zip files. Please zip all update materials into one zip file for
the entity’s submission, and follow the instructions listed below:
In a web browser, go to .
Login:
a) New Users: Create a SWIM account. Select “Register Account” and complete the Account
Registration form (Figure 5) using the provided SWIM token number.
b) For users with a SWIM account, have the user name (email address) and password available and
login into SWIM (Figure 6).

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 15

Figure 5. SWIM Account Registration

Figure 6. SWIM Login Window

For previous SWIM users, the SWIM lists prior data uploads on the startup screen upon login.
Click 'Start New Upload' to continue.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 16

Figure 7. SWIM Welcome Screen with Upload History

On the next screen, select the Boundary and Annexation Survey (BAS) option as Census
program, and click ‘Next’ to continue.

Figure 8. SWIM Geographic Partnership Program Selection Window

On this screen, select a geographic level. This is the geography type of the reporting agency. For
BAS State Certification, select ‘State.’ Click 'Next' to continue.

Figure 9. SWIM Geographic Level Selection Window

Use the drop-down selectors to find the name of the geographic entity. These options
dynamically update based on the geography type selected from the previous screen. Click
‘Next’ to continue.

U.S. Census Bureau

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 17

Figure 10. SWIM Geographic Entity Selection Window (State and County)

On the file upload screen, please click on the ‘+ Add file,' and a file browser dialog will appear.

Figure 11. SWIM File Upload Screen

In the file browser dialog box, select the zip file for upload. Please be aware that the SWIM
website only accepts zip files. Click 'Open' to continue.
Note: Participants are not able to upload a file larger than 250 MB. SWIM blocks participants from
uploading a zip file that contains another zip file.

Figure 12. SWIM File Browser Dialog Box
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Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 18

At this time, enter any comments to include with the file. Click 'Next' to upload the submission.

Figure 13. SWIM Entering Comments into the File Upload Window

The final screen will be a “Thank You” screen confirming receipt of the file submission. Contact
the Census Bureau to report any issues with the SWIM.

Figure 14. SWIM Thank You Screen

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Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 19

APPENDICES

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Boundary and Annexation Survey (BAS) Respondent Guide: State Certification 21

STATES WITH FUNCTIONING/NONFUCTIONING MCDS
Table 6: States with Functioning/Nonfunctioning MCDs
States with Nonfunctioning MCDs
States with Functioning MCDs

Connecticut
Illinois
Indiana
Kansas
Maine
Massachusetts
Michigan
Minnesota
Missouri
Nebraska
New Hampshire
New Jersey
New York
North Dakota
Ohio
Pennsylvania
Rhode Island
South Dakota
Vermont
Wisconsin

U.S. Census Bureau

Arkansas
Iowa
Louisiana
Maryland
Mississippi
North Carolina
Tennessee
Virginia
West Virginia

Boundary and Annexation Survey (BAS) Respondent Guide: State Certification A-1

DEFINITIONS
Active governmental unit – a functioning governmental unit that is exercising its legal capacity
to have elected or appointed officials, raise revenues, and perform governmental activities
(such as enactment of laws, provision of services, and entering into contracts).
Functional status – the administrative or legal activities associated with performing the legally
prescribed functions of a governmental unit. If the administrative or legal entity is functioning,
its functional status is either active or inactive.
Functioning governmental unit – a general-purpose government that has the legal capacity to
elect or appoint officials, raise revenues, provide services, and enter into contracts. Functional
governments may have an active or inactive functional status.
Governmental unit – a geographic entity established by legal action, and for the purpose of
implementing administrative or governmental functions. Most governmental units have
officially recognized boundaries. (Ex: incorporated places and MCDs).
Inactive governmental unit – a functioning governmental unit that is not currently exercising
its legal capacity to have elected or appointed officials; thus, it is not raising revenue or
providing services.
Incorporated place – a type of governmental unit, incorporated under state law as a city, town
(except in New England, New York, and Wisconsin), borough (except in Alaska and New York),
or village, having legally prescribed limits, powers, and functions.
Minor civil division (MCD) – a type of governmental unit that is the primary legal subdivision
of a county for 29 states, created to govern or administer an area rather than a specific
population. The several types of MCDs are identified by a variety of terms, such as town,
township, and district, and include both functioning and nonfunctioning governmental units.
Nonfunctioning governmental unit – a legally defined governmental unit that does not have
the legal capacity to have appointed or elected officials, raise revenues, or perform general
purpose governmental activities such as enacting laws, entering into contracts, or providing
services.
Unorganized territory (UT) – the statistical equivalent of an MCD encompassing contiguous
area that is not within any functioning/nonfunctioning MCD or incorporated place.

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Boundary and Annexation Survey (BAS) Respondent Guide: State Certification B-1