Civil Registration Process: Place, Time, Cost, Late Registration

1. Brisbane Accord Group Session 10. maintenance of CRVS components Civil Registration Process: Place, Time, Cost, Late Registration UNITED NATIONS STATISTICS DIVISION Workshop on Operation of Civil Registration, Vital Statistics and Identity Management Systems for East Asian Countries Hanoi, Vietnam, 13 - 17 November 2017 with

2. Modernise and maintain Operational requirements • Modification of records • Preservation of stored records • Internal review mechanisms • Field operations

3. 1. Modification of records • Based on the CR Law • Cases that allow for modifications • Preserve the record integrity • Maintain a log: which modifications, who made them, all related documentation • Paper files, microfilm, electronic • The essential logic is the same • Confidentiality: Protocols for accessing information • Generation of routine reports on modifications performed

4. 2. Preservation of stored records • Paper files • Local and/or central office • Fires, floodings, normal wear and tear damage • Digitization of documents • Transcribe information from paper to electronic system (historical documents) Ex.: Digitisation project in Norway • 1735 - 1964. • Scanning original documents • Transcribing information • Linking records using name, date and place of birth and other available variables.

5. 2. Preservation of stored records • Electronic records • Standard protocols for maintenance and back-up • Mirror servers • Daily back-ups • Territories outside the electronic system • Consulates abroad • Remote areas, lack of infrastructure • Emergency situations (hurrrican, earthquake, conflict) • Use portable devices in ordert to do registration and issue certificates => load afterwards in the database according to an established protocol

6. 3. Internalreviewmechanisms • Necessary for • Assuring uninterrumpted functioning • Detecting anomalies • Communication with informants • Instruction manuals and other materials • Reports on quality and quantity of received information Notification • Periodical monitoring of total counts • Comparison with expected figures • Histograms of key variables • Rules embedded in the data entry software • Monitoring of timeliness of the received information • Average workloads of registrars • Analysis of amendments done to the records • Monitoring of pending cases (e.g. cause of death) Registration Internal review mechanisms Certification Generation of statistics

7. 3. Internalreviewmechanisms • Necessary for • Assuring uninterrumpted functioning • Detecting anomalies • Monitoring totals of processed certified copies by type of event • by type of channel (in the service centre, online, in mobile unit) • Processing time • Analysis of seasonal fluctuations • Analysis of income due to fees charged • Protocols to avoid document falsification • Secure warehousing of paper • Daily match of processed certified copies with fees’ receipts Notification Registration Internal review mechanisms Certification • Search for errors and inconsistencies • different levels of disaggregation • Graphs, tabulations • Comparisons among subnational areas • Feedback with CR and Health in order to improve the rules in the data entry software Generation of statistics

8. Periodicity Ensure consistency 4. Maintenance of field operations • Standard operating procedures (SOP) • Handbooks, mini-handbooks • Registration forms • Training (internal and external) • Newsletters or bulletins • Field visits Positive examples Establish professional asociations Go into details

9. 4. Maintenance of field operations • Example of a newsletter addressed to funeral directors in New Zealand

10. Thank You Спасибо 谢谢 Gracias Merci ﺷﻜﺮﺍﹰ