Presentation on theme: "The ABCs of Processing Birth and Death Records Changes and Reminders 2009 Local Issuance Training Presented by: Field Services Office of the State Registrar."— Presentation transcript:
The ABCs of Processing Birth and Death Records Changes and Reminders 2009 Local Issuance Training Presented by: Field Services Office of the State Registrar
A is for Amendments All amendments to birth records are processed by OSR Please DO NOT direct people to come to our office in person. They must request the amendment via mail. Provide the Information Packet for Amending Birth Records (http://www.health.state.mn.us/divs/chs/o sr/localreg/refdocs.html#amend)
B is for Births – Home Births Delayed Registrations Home births and Delayed Birth registrations are processed by OSR Again, DO NOT direct people to come to our office in person. They must register the births via mail Direct customers to call OSR’s public information line. We will send them the appropriate information packet
C is for Contacts Please use the OSR contacts list Public Information Line: (651) Local Registrar Information Line: (651) or (651) MN VRV2000 Technical Support Helpline:
D is for Data Practices Minnesota Statutes, chapter 13 –Safeguard the privacy rights of data subjects –Facilitate Access Minnesota Statutes, section –Birth to unmarried parents are classified as confidential and may be released only as allowed by subdivision 2
E is for Electronic Birth and Death Registration System MN VRV2000 and the future MN Registration and Certification (MR&C) Minnesota Rules, part , require local registrars to use and actively support the use of the centralized electronic system of the state registrar for vital records processing including: –(1) actively promote the use of the system by funeral directors, hospitals, physicians, and other health care providers in the local registrar's county; and –(2) support electronic ordering of and payment for death certificates by funeral directors.
F is for Fees Minnesota Statutes, section , and Minnesota Rules, part As approved in your county you set policies that allow the base fee to be waived You do not have the discretion to waive the surcharges –Minnesota Statutes –State Registrar –Commissioner –Governor
G is for Garbage In - Garbage Out Applicant information that is not accurate and death amendment information that is not accurate makes the future of records in the electronic system questionable. Always think about 20 years later and what people will understand about the information you have entered.
H is for Helpline MN VRV2000 Technical Support Helpline: Please limit use to technical questions and to report MN VRV2000 errors
I is for Issuing Non-certified Copies of Historical Records Birth records prior to 2001 Death records prior to 1997 If you have the record in paper, microfilm, or in another media, you must issue the non- certified copy on request Issuance of confidential non-certified birth records is limited according to Minnesota Statutes, section , subdivision 2
J is for John and Jane Doe When issuing birth certificates, use the name provided on the application If you cannot locate the record, do not use the same application to issue a certificate showing a different name You may issue certificates that show data items that are in error
K is for Know the Policies For any task or request, know what policies apply Minnesota Statutes, Chapter through Minnesota Rules, Chapter through Procedural Policy – local website/ call OSR MN VRV2000 User Policies –no sharing of passwords or allowing someone to use the system under your login.
L is for Limit Abbreviations Enhance the quality of the MN VRV2000 audit trails No Acronyms Abbreviate only non-essential words Type out names of counties, cities, clinics, hospitals, and state agencies
M is for Marriage Reporting Annual or semi-annual reporting of the number of marriages filed by month, broken down by the month the marriage actually occurred Reporting of the number of marriages filed in your county in each month by the 10th of the month following the filing month No individual level data Spreadsheets on the OSR web page
N is for No In Person Service at MDH/OSR There is no in person services at MDH/OSR All services must be requested and provided via mail or fax for issuance. DO NOT direct people to come to our office in person. DO NOT encourage people to call our office for an exception
O is for OVS A request for verification is automatically transmitted to SSA if you enter a death record for a funeral director If the number has been verified, you may notice that the SSN field is grayed out but you will not receive any notification Fact of death (demographic information ) is transmitted to SSA within one business day of the date the fact of death record was filed
P is for Paper Records & the Vital Records Preservation Project All birth records 1900 to the present and all Recognition of Parentage forms related to the birth records are in scanned image form for OSR. MDH holds the official record for each birth and death record in Minnesota
Q is for Quality of Data Enter Complete Information Be Specific Review your work before you save Think about the future integrity of the system –Marginal Notes –Audit Trails –Official Record of the Transaction
R is for Retention Schedules Minnesota Statutes, section You may destroy government records only according to a records retention schedule approved by the records disposition panel For more information see the County General Retention Schedule for Local Registrars and options for its use Association of Minnesota Counties (AMC) provides records management assistance to county government entities
S is for Statutes and Rules Vital Statistics Act - Minnesota Statutes, sections to Minnesota Rules, chapter 4601 Text of the statutes and rules is on the Office of the Revisor's website
T is for Tangible Interest Minnesota Statutes, section , subdivision 7 Applies to the release of a birth or death certificate Not required for non-certified copies Demonstrating tangible interest does not allow the release of private or confidential information
U is for Use Drop Down Lists Ensure data quality and consistency Document Type Cities States
V is for Voiding Certificates Before the certificate leaves your office if the request is in person Within 7 days if the request was received and responded to via mail
W is for Web Pages Birth and Death Registration and Issuance Information for Local Registrars Local Issuance web page: /localreg/index.html MDH Public web page: –www.health.state.mn.us Certificates and Records Birth and Death Registration
X is for X2XswmtS! Your password protects you and MN VRV2000 At least 8 characters Use upper and lower case Use special characters Do not include names or dictionary words Use numbers Use a combination you can remember
Y is for You - Local Registrars During 2008, you: Issued over 600,000 birth and death certificates –Over 94% of the total number issued Corrected nearly 7,000 birth and death records –Nearly 56% of the total number corrected Amended over 4,000 birth and death records –Over 70% of the total number amended
Z is for Zipping in to the Future MR & C will be coming soon Training will be scheduled in December and January.
Now I Know My ABC’s Next time won’t you sing with me!!!! QUESTIONS?