| OVERS FAQs: Information Technology |
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| What is OVERS? |
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The Oregon Vital Events Registration System (OVERS) is Oregon’s response to a national trend towards online vital records systems. It is a multi-phase project to put Oregon’s vital records systems online using a secure, Web-based system. Current systems and processes require use of paper certificates, duplicated work and outdated computer systems. With OVERS, users enter information directly into the Web-based application and the record is immediately available to state and county offices.
There are five modules planned for OVERS:
- Death (EDRS) is currently active statewide and we are continuing to expand its use into medical facilities. Participation is encouraged, but not currently required.
- Birth (EBRS) is currently in the testing stage and will become active statewide on January 1, 2008. EBRS will replace the existing DOS-based Electronic Birth Certificate (EBC) system as the electronic tool to complete and register birth certificates. Fetal deaths will also be reported through EBRS beginning in August 2008. Medical facilities currently using EBC are required to use EBRS beginning in January.
- Marriage (EMRS) is projected for 2009. Medical facilities will not be affected.
- Divorce (EVRS) is projected for 2009. Medical facilities will not be affected.
- Induced termination of pregnancy (ITOP) is also projected for 2009. Medical facilities may be required to use ITOP for electronic reporting instead of the paper forms currently in use.
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| How secure is OVERS? |
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The online system is both faster and more secure than the current paper-based system. Security was a critical design consideration for OVERS. It uses secure Web protocols for communications to the server. Genuine two-factor authentication, with login/password plus encrypted biometric (fingerprint) readers are used to ensure the validity of signatures. The OVERS servers reside in the secure State Data Center along with other state mission-critical systems.
The biometric device that reads the finger ‘signature’ does not copy the fingerprint. A reading of several fingerprint ‘markers’ is used to create a value known as a hash, which is then stored on the OVERS server. When a certificate is electronically signed, the markers from the user’s finger are read and then compared to the stored markers. See our project Web site at www.oregon.gov/DHS/ph/overs/ for more information about biometric security.
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| Does OVERS cost anything? |
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- There are no fees associated with the use of the system for facilities. Maintenance costs of the Web-based system are paid by the Center for Health Statistics.
- All training and support for the OVERS system are provided free of charge.
- All biometric equipment and associated software is provided free of charge. This software only needs to be installed on the specific computers used by certificate signers; it does not need to be installed on all computers.
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| How are upgrades delivered? |
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OVERS is a Web-based system so it will be rare that any upgrades or changes need to be made on facilities systems. Only computers with attached biometric devices need any locally-installed software, which consists of the biometric device drivers and Microsoft .Net 2.0 or higher. Facilities should not need to re-install or upgrade software on their computer unless changing biometric equipment.
This OVERS application software is Web-based and resides on servers located at the State Data Center, with other State mission-critical systems. Upgrades to the system are made by the state and the vendor of the software directly to the servers. As a user logs in they will be using the current application code. OVERS applications are Web-based and do not require any installation, maintenance or periodic upgrades by local facility IT staff. The only locally installed software is the biometric drivers discussed in the previous paragraph.
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| How do I prepare for OVERS? |
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EBRS and EDRS use the same software, driver and biometric signing device. The information below applies to both modules.
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| Computer Requirements |
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All Users: A Windows computer with Internet Explorer 6.x or greater and Adobe Reader 6.x or higher. Adobe Reader is available free from www.adobe.com if needed.
Signers: Windows 2000 or XP; Vista support forthcoming. The APC Biopod fingerprint readers and software are provided free of charge and require an available USB port. As mentioned above, there is a one-time installation of the biometric reader and software. The software for the biometric reader consists of:
- A low-level device driver for communications between the device and the user’s computer.
- Microsoft .NET Framework 2.x or higher for communications between the device and the Web application. This may already be installed but is available for free from www.microsoft.com if needed.
- A mid-level driver that adjusts .NET settings to work properly with the application.
Web Access: A high-speed connection (broadband or higher) is required for reliable system use. Most common digital service line (DSL), cable, satellite, or fiber optic connections will work. Computers may also use wireless connections, although local system administrators should ensure the security of their wireless systems.
OVERS uses standard secure (SSL) Web protocols. If your firewalls currently allow standard SSL Web traffic, no further changes will be required.
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| What happens to the old EBC? |
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OVERS eliminates the need to support DOS applications on local workstations. EBRS also eliminates sending separate data files to state and county offices (via sftp or mailed floppies), since all users work with the same database.
Birth certificate clerks are being instructed to complete all 2007 births on EBC by January 18, 2008. We ask that the EBC program be removed and data destroyed by February 1, 2008. The data within the EBC program is birth certificate data and is protected by law to an even greater extent than medical records. Do not archive EBC information.
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| Is there an OVERS help desk? |
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Yes. The help desk is available from 8:00 AM to 5:00 PM Monday through Friday by calling 971-673-0279. We also have a Web site full of information, tutorials, etc. You can find this at www.oregon.gov/DHS/ph/OVERS/.
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| Where can I get training? |
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We offer multiple training methods. Training may be available regionally with a live trainer or it may be provided through an interactive Web session. On-site trainings may be available for medical certifiers and technical staff. Call our help desk for more information about training options for your specific needs.
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| How are fingerprints enrolled? |
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Fingerprint scans can be done during any in-person training or at your local county health department. We will also have a technician traveling around the state who is authorized to enroll fingerprints. You may also enroll your fingerprints while at the State Vital Records office, (if convenient for you).
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| Does it copy my fingerprints? |
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The biometric device that reads your finger ‘signature’ does not copy your fingerprint. A reading of several fingerprint ‘markers’ is used to create a value known as a hash, which is then stored on our server. When you electronically sign a certificate, the ‘markers’ from your finger are read and then compared to the stored hash value to verify your identity. There is no way that a finger print can be recreated from the stored markers. See our project Web site at www.oregon.gov/DHS/ph/OVERS/ for more information about biometric security.
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