Tabularium, Rome, July 252
Time had come, there was no way around it. All of the office of the Censors knew it and dreaded it. An immense amount of work had been invested in it during half a decade and had delivered an enormous amount of documentation. Now that the first copy of the final report was there in front of the assembled clerks no one seemed to want to touch it by fear of damaging or loosing it.
The office of the censors had become a permanent institution almost a century earlier, after Titus Manlius Caledonius, a man from the era of the divine Marcus Aurelius that those in this office honoured with a respect bordering on the deification, had proven time and again that good information helped deliver good decisions.
This meant that the Census, formerly the collection of data on all the citizens of the empire for tax assessment and voting purpose, had been enlarged and the staff in charge of it had become a permanent entity although the censors themselves, all former consul ordinarius serving in pairs, rotated every five year, at the delivery of the new census to the emperor.
The importance of the task had grown so crucial that five new quaestorships had also been created, one year positions for men wanting to enter the Senate, enlarging the pool of candidates for the higher functions.
One of them was responsible for the collection of the birth and death registers, an innovation thirty year old which collected the data at the district level : every birth and dead, even of stillborn children, even of slaves, had to be communicated.
The information about the name of the parents, their age, their status, the month of the birth and the status of the child was registered in a roll to be kept at the local archive. Once a year, in mid september, a copy was sent to the pagus with a global summary of all the births and death of the year, with a summary by age category and another one by status of the persons born or dead.
In the pagus the local reports would be bundled and summarized in a table of which a copy would be kept locally and published while another copy would be sent to the province no later than mid-october. Yet, although the official report was yearly, every pagus magistrate knew that it was better to collect data once a month, both to compare with the yearly records and to be able to answer should a district record be lost to any cause : this way there were not too many discrepanties of the records.
At the provincial level new summaries would be made and sent to the diocesis capital where one of the quaestors affected to each vicarius would make sure to have all the data collected by mid-november. Of course some diocesian quaestors had more work than other, but with less than 150 provinces for 17 diocesis none was overwhelmed… Most of the work had already been done at the lower level by the pagus authorities !
There the data was once more summarized but also included into larger tables showing the trends for the diocesis using all the data collected since the beginning of the available records. The clerks in charge of the work had some time as the reports had to be ready for march and the end of the quaestor’s mandate. Given the time necessary for the travel, the 17 diocesian reports arrived only in April in Rome, where the final compilation happened.
Another one of the new quaestor of the tabularium was in charge of a second important report which made the tally of public buildings and private dwellings. The chain of reporting was similar to the one for population, with each district sending a tally of the buildings, by category, present in the territory with a triple classification with regard to the size of the building, its occupation and its condition : was it new (less than five years old), in good repair, derelict or ruined ?
The report was important because it allowed the procurator rei machinatorum and the magistrates to intervene when a district or a pagus showed too many empty, derelict or ruined buildings. It was also used when the emperor had to decide whether or not to allay taxes for a certain period following a catastrophe, and it allowed Rome to see whether reconstructions efforts were going well after such an event.
A third quaestor was in charge of the mapping effort. His task was to keep up to date maps of each province for the use of the central administration. New roads and new towns had to appear, as well as record of how many vici and city there were in each district. Slowly the nature of maps had evolved, getting more precise thanks to the work of dedicated geometer in the staff of each procurator rei machinatorum.
Experiments in how to accurately depict a territory had given birth to new types of representations which showed forests, mountains, settlements, rivers and roads and used code to describe other features such as the potential navigability of opportunity to ford, seasonal or permanent, of a given river. Those codes had slowly been standardized across the provinces, and new concepts such as keys to maps had been developed. This departement of the census office was highly sought after because the Emperors were usually most interested in the production of the service.
The two other quaestors attached to the office were in charge respectively of the tax statistics, which worked a lot with other departments and the officials in charge of tax collection in the provinces, and of the production of the main report and keeping of archives, who directed a number of scribes who made sure older documents were copied before they crumbled into dust and made the new report.
Called the Chronicon censorum, it was the sum of the work of all those magistrates and their staff and gave the emperor an idea of the state of the empire. A side business had also appeared with copies of the Chronicon being made available for sale, with a number of scribes dedicated to the task of reproducing it. Senators and members of the equestrian order would then bid to get the available copies, the most fresh a Chronicon being the most useful it was for those who wanted to explore new markets and business opportunities…
For the state it was a great business because the proceed from the sales more than covered the cost of operating the Tabularium, ensuring the staff got an extra bonus money and that the state got an splendid tool available.