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New 24-hour receipt of body card functionality

Effective May 1, 2018, OVERS released a new 24-Hour Notice functionality on the system.

Change: The paper 24-Hour Receipt of Body Card (45-106) has been converted to an electronic process in OVERS. This process is now for fully electronic and drop-to-paper records. The electronic card is called 24-Hour Notice. The 24-Hour Notice begins when the funeral home creates a new death record or assumes ownership of a death record. The 24-Hour Notice status is then assigned to the death record. This will be filled out by the County. Please remember for fully paper records, you will still need to fax or mail in the 24-Hour Receipt of Body card (45-106) to the county of death Vital Records Office. For electronic and drop-to-paper records, the county will receive an electronic notification automatically.

Our Quick Reference Guide for 24-Hour Notice Card provides step by step instructions:


Frequently asked questions about new OVERS 24-hour card

Q: When do counties stop requesting hard copies of the 24-Hour Receipt of Body Card?

Effective May 1, 2018, OVERS released a new 24-Hour Notice functionality on the system. For fully electronic and drop-to-paper records, funeral homes will not need to send in hard copies of the 24-Hour Receipt of Body Card (45-106) as of May 1, 2018. This is for fully electronic and drop-to-paper records. If county vital records staff receive a hard copy, please shred in a secure manner.

Q: What if I entered the wrong county for the county of death question?

Once the correct county is entered into OVERS, the record will be updated automatically.

Q: If the Medical Examiner completes the personal information, does the 24-Hour Notice still get created?

No. Funeral home users will need to take ownership of the case, they will need to search for cases started by the Medical Examiner or another funeral home. In the OVERS search page, select the record and assume ownership by selecting Ok in the pop-up box. Step by step instructions can be found in the Quick Reference guide in the link above.


New sex designation functionality

We have released our new sex designation functionality in OVERS.

Change: Effective April 16, 2018, OVERS has new options for sex designation. The selections of Female, Male, Undetermined and Unknown are the same, but you will also see X. X, indicating nonbinary, has been added to include individuals who are not exclusively male or female. X will be an option in the sex drop-down on the birth and death search screens. You can leave this field blank if you are unsure of the sex of the individual when completing a search.

Updated instructions and worksheets are available below. Our Quick Reference Guide for sex designation on death records provides step-by-step guidance.


Frequently asked questions about sex designation in OVERS

Q: How do I tell family members about the new sex designation options?

Starting April 16, 2018, the sex designation on the death record includes the following categories:

  • Female
  • Male
  • Undetermined
  • Unknown
  • X

Unknown is used if sex cannot be determined after verification with medical records, inspection of the body, or other sources.

Undetermined is used in cases where the sex cannot be determined due to a medical condition.

X is a new sex designation on the death record. X, indicating nonbinary, has been added to include individuals whose gender identity is not exclusively male or female.

Informants can make the decision to have the sex be X on the death record. However, please remind the informant or family members that the sex designation on the death certificate should match the sex designation on other legal documents, especially the decedent’s birth record.

Many states no longer require individuals who are affirming their gender identity to go to court and prove they have sexual reassignment surgery to change their sex designation on legal documents. Individuals who have affirmed their gender identity may have legally changed their name and sex designation on legal documents through an administrative process.

It is important to respect the request of the informant, while at the same time letting the informant know if the name and sex designation on the death certificate do not match other legal documents there may be difficulty processing benefits and handling legal matters.


Q: What if the sex designation is different than Medical Examiner’s observation?

The Medical Examiner may notice the sex designation selected is different than the physical remains. The Medical examiner cannot change the sex designation. They should put a note in the comments section if they notice this difference.


Q: What if the sex designation does not match with Social Security Administration (SSA) Online Verification Service (OVS)?

The SSA allows five attempts to successfully verify a social security number (SSN). If unsuccessful, OVS will not allow additional attempts. Continue processing the death record with the best known SSN. As a courtesy to the family, you can fax a SSA-721 form to your local office since the SSA verification through the Online Verification Service was unsuccessful. The Social Security Administration provides an electronic version of Form SSA-721 on their website.

We cannot submit a correction to SSA electronically. SSA’s system only accepts a record once. The family can take a certified copy of the amended death record to SSA to show the correct information.

For more information on OVS see our Social Security Administration Online verification Service help page.


SSA Online Verification Service availability

The Social Security Administration closes its Online Verification Service of social security numbers for a few hours every night, even though our OVERS death registration system is available 24/7. If you attempt to confirm a social security number outside of their hours of operation, you will likely receive a ‘SYSERR’ message.

Please see our OVS Frequently Asked Questions page for availability and more information.


Veterans'-use-only certified copies

Beginning January 1, 2014, there is a change in procedure for issuance of veterans'-use-only certified copies. Our Frequently Asked Questions page provides more information.


House bill 3611: combat status of veterans

Signed by Governor Kitzhaber in June 2011, House Bill 3611 requires the collection of a decedent's status as a veteran, whether they served in combat, and where.

Death certificates for all U.S. veterans should be created in OVERS. An interim Supplemental Report on Veteran's Status form for fully paper records is also available. To obtain copies, complete a Request for Vital Records Forms & Tags (pdf) and order Form 45-26V, or you may download the form (pdf) and print your own.

We have updated our death registration instructions (pdf), as well as our worksheet for families (pdf), to include these new questions. We have also created a list of combat zones (pdf) as defined by the Veterans Administration.

Please contact JoAnn Jackson, Registration manager, at 971-673-1160 if you have any questions. If you need information about using OVERS, please contact our OVERS Help Desk at 971-673-0279.


Death record instructions, worksheets, & supplies

Instructions

Worksheets

Supplies


Registration assistance & correspondence

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