The ABCs of Processing Birth and Death Records

1. The ABCs of Processing Birth and Death Records Changes and Reminders 2009 Local Issuance Training Presented by: Field Services Office of the State Registrar

2. A is for Amendments • All amendments to birth records are processed by OSR • Please DO NOT direct people to come to our office in person. They must request the amendment via mail. • Provide the Information Packet for Amending Birth Records (http://www.health.state.mn.us/divs/chs/osr/localreg/refdocs.html#amend)

3. B is for Births – Home BirthsDelayed Registrations • Home births and Delayed Birth registrations are processed by OSR • Again, DO NOT direct people to come to our office in person. They must register the births via mail • Direct customers to call OSR’s public information line. We will send them the appropriate information packet

4. C is for Contacts • Please use the OSR contacts list • Public Information Line: (651)201-5970 • Local Registrar Information Line: (651) 201-5580 or (651) 201-5961 • MN VRV2000 Technical Support Helpline: 1-888-692-2733

5. D is for Data Practices • Minnesota Statutes, chapter 13 • Safeguard the privacy rights of data subjects • Facilitate Access • Minnesota Statutes, section 144.225 • Birth to unmarried parents are classified as confidential and may be released only as allowed by subdivision 2

6. E is for Electronic Birth and Death Registration System • MN VRV2000 and the future MN Registration and Certification (MR&C) • Minnesota Rules, part 4601.0300, require local registrars to use and actively support the use of the centralized electronic system of the state registrar for vital records processing including: • (1) actively promote the use of the system by funeral directors, hospitals, physicians, and other health care providers in the local registrar's county; and • (2) support electronic ordering of and payment for death certificates by funeral directors.

7. F is for Fees • Minnesota Statutes, section 144.226, and Minnesota Rules, part 4601.0400 • As approved in your county you set policies that allow the base fee to be waived • You do not have the discretion to waive the surcharges • Minnesota Statutes • State Registrar • Commissioner • Governor

8. G is for Garbage In - Garbage Out • Applicant information that is not accurate and death amendment information that is not accurate makes the future of records in the electronic system questionable. • Always think about 20 years later and what people will understand about the information you have entered.

9. H is for Helpline • MN VRV2000 Technical Support Helpline: 1-888-692-2733 • Please limit use to technical questions and to report MN VRV2000 errors

10. I is for Issuing Non-certified Copies of Historical Records • Birth records prior to 2001 • Death records prior to 1997 • If you have the record in paper, microfilm, or in another media, you must issue the non-certified copy on request • Issuance of confidential non-certified birth records is limited according to Minnesota Statutes, section 144.225, subdivision 2

11. J is for John and Jane Doe • When issuing birth certificates, use the name provided on the application • If you cannot locate the record, do not use the same application to issue a certificate showing a different name • You may issue certificates that show data items that are in error

12. K is for Know the Policies • For any task or request, know what policies apply • Minnesota Statutes, Chapter 144.212 through 144.227. • Minnesota Rules, Chapter 4601.0100 through 4601.2600. • Procedural Policy – local website/ call OSR • MN VRV2000 User Policies –no sharing of passwords or allowing someone to use the system under your login.

13. L is for Limit Abbreviations • Enhance the quality of the MN VRV2000 audit trails • No Acronyms • Abbreviate only non-essential words • Type out names of counties, cities, clinics, hospitals, and state agencies

14. M is for Marriage Reporting • Annual or semi-annual reporting of the number of marriages filed by month, broken down by the month the marriage actually occurred • Reporting of the number of marriages filed in your county in each month by the 10th of the month following the filing month • No individual level data • Spreadsheets on the OSR web page

15. N is for No In Person Service at MDH/OSR • There is no in person services at MDH/OSR • All services must be requested and provided via mail or fax for issuance. • DO NOT direct people to come to our office in person. • DO NOT encourage people to call our office for an exception

16. O is for OVS A request for verification is automatically transmitted to SSA if you enter a death record for a funeral director • If the number has been verified, you may notice that the SSN field is grayed out but you will not receive any notification • Fact of death (demographic information ) is transmitted to SSA within one business day of the date the fact of death record was filed

17. P is for Paper Records & the Vital Records Preservation Project • All birth records 1900 to the present and all Recognition of Parentage forms related to the birth records are in scanned image form for OSR. • MDH holds the official record for each birth and death record in Minnesota

18. Q is for Quality of Data • Enter Complete Information • Be Specific • Review your work before you save • Think about the future integrity of the system • Marginal Notes • Audit Trails • Official Record of the Transaction

19. R is for Retention Schedules • Minnesota Statutes, section 138.17 • You may destroy government records only according to a records retention schedule approved by the records disposition panel • For more information see the County General Retention Schedule for Local Registrars and options for its use • Association of Minnesota Counties (AMC) provides records management assistance to county government entities

20. S is for Statutes and Rules • Vital Statistics Act - Minnesota Statutes, sections 144.211 to 144.227 • Minnesota Rules, chapter 4601 • Text of the statutes and rules is on the Office of the Revisor's website

21. T is for Tangible Interest • Minnesota Statutes, section 144.225, subdivision 7 • Applies to the release of a birth or death certificate • Not required for non-certified copies • Demonstrating tangible interest does not allow the release of private or confidential information

22. U is for Use Drop Down Lists • Ensure data quality and consistency • Document Type • Cities • States

23. V is for Voiding Certificates • Before the certificate leaves your office if the request is in person • Within 7 days if the request was received and responded to via mail

24. W is for Web Pages • Birth and Death Registration and Issuance Information for Local Registrars • Local Issuance web page: • http://www.health.state.mn.us/divs/chs/osr/localreg/index.html • MDH Public web page: • www.health.state.mn.us • Certificates and Records • Birth and Death Registration

25. X is for X2XswmtS! • Your password protects you and MN VRV2000 • At least 8 characters • Use upper and lower case • Use special characters • Do not include names or dictionary words • Use numbers • Use a combination you can remember

26. Y is for You - Local Registrars During 2008, you: • Issued over 600,000 birth and death certificates • Over 94% of the total number issued • Corrected nearly 7,000 birth and death records • Nearly 56% of the total number corrected • Amended over 4,000 birth and death records • Over 70% of the total number amended

27. Z is for Zipping in to the Future • MR & C will be coming soon • Training will be scheduled in December and January.

28. Now I Know My ABC’s • Next time won’t you sing with me!!!! • QUESTIONS?