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Comprehensive Workshop on Civil Registration Functions and Activities

Join us in Hanoi for a workshop focusing on civil registration operational functions and activities. Learn about registration processes, system components, and coordination activities. Understand birth, death, marriage, and divorce registration. Explore data integration methods, storage, and retrieval. Improve your understanding of statistical reporting and identity management.

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Comprehensive Workshop on Civil Registration Functions and Activities

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  1. Brisbane Accord Group Session 8. Civil registration operational functions and activities 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. Focus on civil registration – Chapter II • Section A. Functional components • Storing and editing information • Section B. System activities • Responding to the public and its needs • Needs of information reporters • Use of personal documents • Section C. Civil registration system activities • Methods for integrating the functions of civil registration and statistics • Ways of bringing data into the system and storing them

  3. Section A. Functional components • Registering births and deaths – informants • Live birth and foetal death – Head of health institution (if the event occurred in the institution); mother, father, attendant at the delivery, nearest relative of the mother, or any adult person with a knowledge of the fact • Infant death - Head of health institution (if the event occurred in the institution); mother, father, attendant at the delivery, nearest relative of the mother, or any adult person with a knowledge of the fact And the production of vital statistics is based • Death of an adult person - Head of health institution (if the event occurred in the institution) or the nearest relative of the descendent or any adult person with a knowledge of the fact • Marriage - the bride and the bridegroom • Divorce - either one of the parties, or the petitioner of divorce

  4. Section A. Functional components • How to register events – three major factors • Type of the event • Births • Deaths … • Type and structure of the system • Centralized • Decentralized • Combination … • Place of occurrence • Health facility • Elsewhere

  5. Section A. Functional components • Registering birth in health facility - centralized system • Health facility: issues notification of birth • Registrar • Validates the information • Registers the birth • Issues birth certificate • Enters the record in the population register and ID management system • Submits full information to statistical office • “Bedside information” example

  6. Section A. Functional components • Registering birth occurring outside of health facility - centralized system • Notification of birth by: medical doctor, midwife, father … • Registrar • Validates the information • Registers the birth • Issues birth certificate • Enters the record in the population register and ID management system • Submits full information to statistical office • Witnesses if there is no notification form

  7. Section A. Functional components • Registration of deaths • Death in the health facility • Death outside of the health facility – additional burden for the registrar • Unnatural deaths • Funeral director, cemetery manager – fills the notification form with necessary information • Cause of death • Underlying cause of death • Verbal autopsy

  8. Section A. Functional components • Special processing requirements for registration records • Amendment of records • Early corrections • Filling gaps (father’s name …) • Change of name, sex • Adoption • Surrogate motherhood • Delayed birth registration • Grace period • Delayed registration • Late registration

  9. Section B. System activities • Services to the public • Free and universal registration • Geographical coverage of civil registration offices • Accessibility • Mobile units • Preserving the records • Certified copies (online issuance …) • Amending records • Early corrections • Filling gaps (father’s name …) • Change of name, sex • Delayed registration

  10. Section B. System activities • Field programme • Instruction manuals • Standard operating procedures – focus on local registrar • Field visits • Monitoring • Performance indicators – operational statistics • Workload – number of registration for each registrar – on monthly basis • Total number of certificates by event and by each registration office – quarterly – identifying sudden increases/decreases • Time series comparison • Basic rates – whether the demographic phenomena are within expected ranges • Average time for registration

  11. Section C. Civil registration system activities • Coordination activities • Critical due to a number of components: health institutions, certification unit, registration unit, statistics unit, local offices … and ID management agency, where established • Standing Committee – all institutions – monthly or bi-monthly • Collection of forms • Design of forms (electronic or not) • Joint seminars, workshops • The new paradigm • Registration function incorporated in the identity management function – importance of implementing international standards for registration of vital events and production of comprehensive vital statistics • All three functions – registration, ID management and population register and production of vita l statistics –must be interoperable

  12. Section C. Civil registration system activities • Necessary components • Use of identical definition – international standards • Use of standard classifications – international standards • Educational attainment • ICD … • Use of common codes and nomenclatures, especially for civil divisions • Intra-agency coordination • Depending on the set-up • Necessary, as agency functions are heterogeneous

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