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

1. Brisbane Accord Group Session 19. Digitizing civil registration and vital statistics Civil Registration Process: Place, Time, Cost, Late Registration UNITED NATIONS STATISTICS DIVISION Workshop on the Operation of Civil Registration, Vital Statistics and Identity Management Systems for South American Countries 30 October – 3 November 2017 Bogota, Colombia with

2. Digitization • Digitizing administrative processes is a sine qua non of contemporary approaches to government functions • Digitizing would refer to generating a series of numbers that represent a document, signal and so forth • Digital information is not subject to damage or degradation over time - it consists of strings of numbers recorded and stored in an appropriate device • As digitizing a certain process or information is not possible without using information technology, the meaning of the term also encompasses computerization of these processes and information – that is, the use of automation by way of computers and software.

3. Digitization • In the context of the civil registration, vital statistics system, population registers and identity management, digitization refers to developing an enterprise information system – that is, an information system that provides a technology platform that enables all four components to integrate and coordinate business processes on a robust foundation • Taking into consideration that information systems tend to be fairly complex and multi-layered, recent developments include the introduction of a separate discipline – governance of enterprise information technology (GEIT) – concerned primarily with organizing the resources of an enterprise or organisation for the purpose of satisfying stakeholders • GEIT is meant to bring alignment between high-level strategic objectives with operational level activities and work outcomes - it allows for developing precise blueprints enabling all stakeholders to understand the business processes even if they lack the full understanding of information technology.

4. Digitization project lifecycle

5. Digitization – requirements hierarchy

6. Digitization – key considerations • Well established system foundation • Business process map (participants, processes, time periods, outputs, bottlenecks • Legal review • Selecting technology • Hardware • basic maintenance of the population and civil registers and related data processing does not require the most advanced technological features available • compatible with the environment (battery power, durability) and is user friendly (screen size, durability, weight) • Software • developed platforms rather than ‘homegrown’ solutions • users will expect to have the necessary access to service provided by the system handy and as interactive as possible

7. Digitization – key considerations • Data safety • Transmission • Storage – scanning old records • Authenticity – minimizing identity theft for systems that allow online provision of certificates • Confidentiality – robust security setup, multi-layered protection, hierarchy for allowing different levels of access, physical security • Digital identity • Unique and constant identity – a virtual Identification Card – assigned to an individual that authenticates him/her to all portable digital devices • Also in the digital world, such as online banking, commerce and even in the physical world whenever such identification may be required • Involves biometrics, such as fingerprints or iris scanning, which is increasingly available on contemporary portable digital devices