Applied Data Practices

1. Applied Data Practices

2. Definitions • Government Data: All data collected, created, received, maintained or disseminated by any government entity regardless of its physical form, storage media or conditions of use. MN Statutes 13.02, subdivision 7 • Government Record: State and local records. . .made or received. . .pursuant to state law or in connection with the transaction of public business by an officer or agency MN Statutes 138.17, subdivision 1(b)(1)

3. Is it a Government Record? • Fetal death report • YES • Birth certificate application • YES • Screen shot of MR&C • NO

4. Vital Record Data Classifications • Birth – civil registration data (who, when, where) • public or confidential • Birth – health data associated with the pregnancy and birth, SSNs, race and education of parents • private • Death – civil registration data • public • Death – medical data • public

5. Vital Record Data Classifications • Fetal death report – civil registration data • public • Fetal death report – medical data • public • Application related to a birth or death record • public or confidential, based on the record

6. Storing Vital Records Data All the data we store could be requested, so. . . • Store data in a way that facilitates retrieval • While making sure all data is adequately protected

7. Storing Data • Keep not public data behind how many locks? • Two • Put away what type of data when you leave your desk? • Not public • Close files that contain not public data when others are around • Keep electronic data password protected • and keep your password protected

8. What To Do When You run out of room for all your records? • A retention schedule can help you with that.

9. Your options • Follow MDH schedule 04-115 • Use MDH schedule 04-115 as a guide* • Create your own county record retention schedule * *Must notify Minnesota Historical Society in writing Link to local retention schedule 04-115: http://www.health.state.mn.us/divs/chs/osr/localreg/retention.pdf Link to local retention schedule options: http://www.health.state.mn.us/divs/chs/osr/localreg/options.pdf

10. General Records Retention Schedule 04-115 • Birth Records from 1900-3/25/2001 • Death Records from 1908 • County holds until birth records are scanned by MDH • Documents for correcting birth/death and amending death records • 1 year or until entered into MR&C • Applications for certificates & other documents • 6 months from issuance • Voided certificates • enter void in MR&C , once void approved, shred

11. Viewing Public Vital Records Data • Physical access to vital records shall be subject to the supervision and regulation of state and local registrars and their employees pursuant to rules promulgated by the commissioner in order to protect vital records from loss, mutilation or destruction and to prevent improper disclosure of vital records which are confidential or private data on individuals, as defined in section 13.02, subdivisions 3 and 12. MN Statutes, 144.225, subdivision 1

12. Viewing Public Vital Records Data • Make sure only public data is viewable (MR&C public view user role) • No fee can be charged • No reason from requester need be given • Providing access to public data is not the same as providing copies of that data

13. What to Do When – A genealogist asks to scan all of your birth and death registration books/ledgers? • Politely explain that is not possible and give the person options for obtaining any particular record or set of records he/she is interested in. • If person persists, refer him/her to the Department of Administration.

14. Viewing Public Vital Record Data • Each office may create its own procedure • Access must be granted if requested • MR&C public view role is recommended • Viewing of paper records, books, ledgers, etc. may be scheduled as convenient for your office • Access must be monitored • Note-taking is fine, but photographs are not

15. Releasing Vital Records Data • The way in which vital records data is released and the fees charged for this data are governed by the Vital Statistics Act and MN Rules, part 4601. • Certificates • Verifications • Plain copies of records and related documents • Reports • Electronic files

16. Life cycle of birth data The public health side of birth registration

17. Death data cycle

18. Similar words – distinct definitions • Birth record = health data • MN Statute 144.212 (definitions) subd. 8 “…The birth record is not a medical record of the mother or the child.” • Death record = medical data • Common usage, undefined by Minnesota Statutes

19. Other data: Medical/Health Data & HIPAA • Health insurance regulatory act • Coding standards • Limits exclusions • Defines & limits disclosure via the Privacy Rule • “Protected Health Information (PHI)” • Health information cannot be shared without consent • Limits the methods of data communication • Disclose only “minimum necessary” data • Errors = embarrassing & expensive consequences

20. HIPAA also established • Governmental disclosure is required • De-identification standards for PHI • Encryption standards for PHI communications • Public Health uses for PHI

21. Easy to confuse – good to know Death records contain PUBLIC data • Anyone can view the record – even the medical (cause of death) Birth records can be PUBLIC or CONFIDENTIAL • Anyone can view a public record • No-one can view a confidential record • Health information is PRIVATE • Available only to the subject (mom) Tangible interest is always required to buy a certificate

22. What to Do When – A customer is surprised and/or upset that their parent’s SSN prints on a death certificate? • Tell them that when the death record was entered, the SSN was sent electronically to the Social Security Administration and is now invalid.

23. What this means to you • Your private data is safe • You have the right to do your job • You play a role in PROTECTING data • Curb your curiosity • Curb your helpfulness

24. What to Do When – • A coworker/employee needs access to MR&C immediately to help a customer and their login isn’t working (or they don’t have one) • Give them a user application or direct them to the helpline at 651-201-5993 • DO NOT share your user ID and password! ..\Local Issuance Office User Application.docx