Commonly Asked Questions

1. Commonly Asked Questions Local Issuance 2009 Annual Training

2. Commonly Asked Questions In an effort to tailor your training needs we conducted an online survey of your most commonly asked questions regarding issuance, special processing and the VRV.

3. Commonly Asked Questions We developed this Frequently Asked Questions (FAQ) sheet, based on your top 20 questions to assist you with your daily duties.

4. 1 Can a certificate be voided after a data entry error Is noticed and the certificate is mailed to the customer?

5. ANSWER • You may void records only under the void policy. • If it was mailed and was not returned to your office within 7 days, the certificate should not be voided.

6. 2 What years of birth records can local registrars enter into MN VRV2000 if the record is missing from MN VRV2000?

7. ANSWER • Local Issuance staff cannot enter any birth records into the MN VRV2000 system. • The request to add a record form must be sent to MDH

8. 3 What should be done when a parent notice is received and the father’s name is requested to be added to the birth record?

9. ANSWER Mark the parent notice received in MN VRV2000. Call the mother or mail to the mother, information about how to add a father to the record.

10. 4 Who can obtain a certified copy of a birth, death, marriage, divorce, dissolution of marriage record, or certified copy of veteran’s discharge and is a there a fee?

11. ANSWER Any veteran, surviving spouse, or next of kin of the veteran, service officers of any veterans organization chartered by the Congress of the United States, or the Department of Veterans Affairs, for use in the presentation of claims to the United States Veterans Administration or in connection with any veterans organization or the Department of Veterans Affairs

12. 5 A historical data entry error correction can be requested on all birth records regardless of the date of birth. True or False

13. ANSWER • False • Data Entry Error Corrections can only be requested on records that were NOT created in the MN VRV2000. (Pre-2001 birth records)

14. 6 Can a registrant change the data classification of a birth record from confidential to public?

15. ANSWER • The mother named on the record may request the change to the data classification. • Refer the person to OSR. (651-201-5970)

16. 7 Is there a fee for filing an ROP?

17. 8 Who has access to a confidential birth record?

18. ANSWER Minnesota Statutes, section 144.225 and section 13.10: Confidential birth records may be released only to the parent or guardian, child at age 16 or older, or with a court order. The Commissioner of Human services has access to birth records for: 1) administering medical assistance 2) general assistance medical care 3) and the MinnesotaCare program.

19. ANSWER NO

20. ANSWER-con’t • Unless the child is adopted, data pertaining to the birth of a child become public data if 100 years have elapsed since the birth of the child who is the data subject. • Or, if the data subject has died or is presumed dead, then the data may be released when ten years have elapsed from the actual or presumed death of the individual and 30 years have elapsed from the creation of the data.

21. 9 When your office needs to request a data entry error correction, what documents need to be faxed to MDH?

22. ANSWER http://www.health.state.mn.us/divs/chs/osr/localreg/forms.html

23. 10 How long is your password in effect for MNVRV2000? If you allow it to expire what is the process to re-instate The password?

24. ANSWER • Your password will expire every 90 days. • You will get a message every day starting at 15 days before it expires reminding you to change your password. • If you let the password expire, you need to call MDH. We will give you a temporary password and you will have to go in and change it to a password of your choice.

25. 11 What is the recommendation from MDH for the storage of your security paper?

26. ANSWER • The recommendation of MDH is that the stock of paper be stored behind 2 locks. • Your paper used daily needs to be in a locked printer drawer if possible. If not, the printer should be in a secure place that is limited to users of the system.

27. 12 When a customer comes into your office and requests that a delayed birth be recorded, what is the process to help this customer?

28. ANSWER • All Delayed Birth Record Registrations are processed through the Office of the State Registrar. • Refer the customer to the Office of the State Registrar (OSR) at 651-556-0679. • OSR will send the customer a packet of information pre-populated with names, date of birth etc. that the customer will need to complete and return along with documentation to support the birth registration.

29. 13 Can local registrar offices issue a non-certified copy of a birth record? What birth years?

30. ANSWER • Yes • A local issuance office can issue a non-certified copy of a birth from their county previous to 2001. • A local issuance office can also issue a non-certified copy of a birth from MN VRV2000 from 2001 to the present.

31. 14 What Minnesota Rule describes the requirements for identification needed to request a certified birth or death record through a local registrar office?

32. ANSWER Minnesota Rules, chapter 4601.2600, subpart 5,6,7 and 8

33. 15 What Minnesota Statute describes the requirements for tangible interest when requesting a certified birth or death certificate?

34. ANSWER • Minnesota Statutes, chapter 144.225, subdivision 7

35. 16 When are we going to get someone to answer the phone?

36. ANSWER • A central phone staff has recently been put in place. • You have a list of phone numbers in your handout booklet.

37. 17 When can a local registrar office waive a fee for a certified or non-certified birth or death record?

38. ANSWER • A local issuance office can waive the fee for a certified record when it is being exchanged after an amendment was done to the record.

39. 18 How can a birth resulting in a stillbirth be registered?

40. ANSWER • See Minnesota Statute, chapter 144.2151 • If a fetal death report is filed or the mother can provide medical records proving the fetal death, MDH will create a certificate of birth resulting in stillbirth upon request.

41. 19 What is the MDH policy regarding user ID’s and passwords for MN VRV2000?

42. ANSWER • Passwords must be at least 8 characters and include a combination of letters, numbers and punctuation. • Passwords expire every 90 days • Password must not be shared with anyone. • No One should use MN VRV2000 under your log in.

43. 20 Is there a penalty for the local registrar office if staff in the local registrar office are found to be sharing user ID’s and passwords?

44. ANSWER • Yes • See Sanction handout in your packet.