Structure and Mandate of Ministry of Home Affairs and Immigration Namibia Workshop on the Principles and Recommendations for Vital Statistics Systems, Addis Ababa, 3 December 2014

Mandate of Ministry of Home Affairs and Immigration Registration of birth, issuance of birth certificates Registration of death, issuance of death certificates Registration of marriages, and divorces Registration of ID, and issuance of IDs Amendment of records Storage and retrieval of records, and issuance of duplicate records Ministry of Justice ( Divorces) Legal frameworks – Births, Marriages and Deaths Registration Act and Identification Act, 1996.

Hospital-based offices Structure HO Regional offices Sub-regional office Hospital-based offices Magistrate Office

Process: Birth Registration Ministry of Health and Social Services Child’s birth details and mothers first and surname Notification of a birth Ministry of Home Affairs and Immigration Creation of birth records/ Capturing the National Population Registration System ( NPRS) Issuance of birth certificate Registration of birth Stored electronically in the NPRS Application form stored permanently Storing and retrieval

Process: Registration of Natural Deaths Ministry of Health and Social Services Medical certificate incl. cause(s) of death Mortuary ( stamp) Notification of death Ministry of Home Affairs and Immigration Creation of death records in NPRS and issuance of death certificate and burial order. Registration of the death Stored electronically in NPRS Medical certificate and application stored permanently All records above the age of 5 years, stored in a external archive Storing and retrieval

Process: Unnatural deaths NAMPOL Notice of death ( cause of death: under investigation) Notification of death Ministry of Home Affairs and Immigration Registration of death ( no cause of death) Issuance of death certificate and burial order Registration of death Electronically storing of details Temporary filing Storing and retrieval Post mortem Submission of cause of death form to Ministry of Home Affairs and Immigration Final cause of death entering of cause of death Storing of application and police report

Process: Registration of marriages Magistrate officers Authorised Pastors Solemnizing of marriage All marriage register are captured in NPRS Registration Ministry of Home Affairs and Immigration Storage and retrieval

Life cycle of civic events - National Population Registration System Identify Birth details ID details Marriage Divorce Death

NPRS Identity Identity (spouse) Identity (Child) Identity (Parent) Birth details Parents details ID details Marriage/Divorce details Death details NPRS Identity (Parent) Birth details Parents details ID details Marriage details Death details Identity (spouse) Birth details I Parents details ID details Marriage/divroce details Death details Identity (Child) Birth details ID details Marriage details Death details

In working progress Comprehensive Country Assessment and Strategy plan Coordination body steered by Ministry of Home Affairs and Immigration Interface to transmit raw data to Namibia Statistics Agency Interface to transfer birth and death notification details to NPRS from Health Information System Death verification application ( GIPF) Initial and year of birth Date of death and place of death Initial of parents Initial of children and date of death Introduction of new birth and death certificates Turnaround project E-services via X-road (a standard tool which connects all the different decentralised systems)