Procedures For The Handling of Security Paper 2009 Local Issuance Training Presented by: Field Services Program Office of the State Registrar
Background Two ways a certificate can be produced –Vital records employee –A document forger (who may be one and the same)
Background When a record is created using the security paper of the issuing agency, the apparent authenticity and the value of the forgery is markedly higher
Background Creation of a black market for the security paper – Could then lead vital records employees who have access to that paper to be tempted or coerced into stealing it for personal gain.
Critical Events Colorado Florida New Jersey Texas Puerto Rico –In past occurrences these offices have experienced the vulnerability of vital records offices to burglary and armed robbery
Recommendation National Association for Public Health Statistics and Information Systems (NAPHSIS) –Procedures for the storage and handling of security paper to minimize the opportunity for theft
Recommendation State should establish a standard for the paper that will be used by all issuing offices State office should control that stock by having the state and local offices receive it from a single vendor who provides a copy of the shipping record to the state office for tracking purposes.
Recommendation All printing and copying of records, if possible, should be done in a single secure location under the supervision of a supervisor or manager
Procedures All security paper must be stored in a locked environment Only designated personnel should have access to the locked environment
Procedures When security paper is removed from, and returned to its locked environment, two authorized personnel should be present
Procedures A log should be kept on which the transport of security paper from the locked environment is documented. –Date –Document control numbers of the paper removed –Names and signatures (or initials) of the person removing the paper and the witness –Equipment (printer or copier) in which the paper is to be used
Procedures Each printer and copier in which security paper is used should have a log –Date –Who loads/unloads the security paper, what document control numbers are loaded (and unloaded) –Serial numbers were voided
Procedures All unused security paper should be unloaded from the printer or copier at the end of the day and returned to the locked environment
Procedures Supervisors and managers should conduct random, unannounced audits of their staff and equipment to help ensure compliance
Procedures Voided paper should be logged in the MN VRV2000 and crosschecked by a supervisor or other designated authority and shredded
Voiding Birth Certificates Document Has Not Left The Hands of The System User –Record was printed in error –Document was damaged before printing –Damaged during printing
Voiding Birth Certificates Must Be Voided At Office of Issuance –Historical record(prior to 1993) Data Entry Error –Issued in person Before customer leaves the office with document –Issued by mail If returned within 7 days of date of issue
When To Retain and Shred A Previously Issued Birth Certificate-DO NOT VOID Amending record Creating a replacement record (MDH only) Customer left the office and returned later indicating a historical record data entry error If issued via mail and not returned within 7 days of the date of issue
Voiding Death Certificates Document Has Not Left The Hands of The System User –Record was printed in error –Document was damaged before printing –Damaged during printing
Voiding Death Certificates Must Be Voided At Office of Issuance Data Entry Error –Issued in person Before customer leaves the office with document –Issued by mail If returned within 7 days of date of issue
When To Retain and Shred A Previously Issued Death Certificate-DO NOT VOID Amending record Creating a replacement record (MDH only) Customer left the office and returned later indicating a data entry error If issued via mail and not returned within 7 days of the date of issue
Security Paper Questions Questions?