County Vital Records

ORS 432.380(2)(a) states that an applicant for a certified copy of a vital record shall submit a signed application, documentation of identity and evidence of eligibility. The law defines documentation of identity as being at minimum:

• Government issued identification that includes a photograph or
  

• At least three forms of identification; or

• Identification submitted through an electronic process adopted by the state registrar by rule.

This law has been in effect since January 2014, but in the past funeral directors have not been consistently asked to provide ID with their orders. We are outlining consistent procedures to ensure that all who work with vital records meet the law.

The State Registrar has approved final procedures outlined in the below memos for funeral home staff and County Vital Records Offices. These procedures are effective January 1, 2023.

• ID Memo – Funeral Home Representatives, dated December 7, 2022
  

• ID Memo – County Vital Records Offices, dated December 7, 2022

• ID Frequently Asked Questions
  

• Funeral Home Order Form for Death Certificates (updated)

• Link to OVERS Guide for Oregon Counties for information on how to save ID documents in OVERS (see p. 43)
  
  

If you have questions regarding identification requirements or procedures, please contact CHS.PartnerServices@oha.oregon.gov. 

Vital Records Fees for Oregonians Affected by a State or Federal Emergency Declaration

The Oregon Health Authority Public Health Division has adopted rule OAR 333-011-0338 relating to fees for vital records. This rule is effective on November 1, 2021 and applies to requests for records received on and after June 1, 2021. It is intended to relieve the burden of certain fees for copies of and searches for vital records for Oregonians who have experienced loss of property or life due to or associated with a state or federal emergency declaration.

The Center for Health Statistics Vital Records office may provide up to three (3) certified copies of a birth, death, marriage, divorce, domestic partnership or dissolution of domestic partnership record with a zero fee to eligible requests in connection with a state or federal emergency declaration.

Applicants must state the reason for ordering the record(s) as “Emergency Declaration" to qualify for the zero fee.

Resources:
Step-by-Step Instructions – Zero Fee Amount for Emergency declarations 
Printable FAQ for Vital Records Fees affected by Emergency Declarations English and Spanish

Senate Bill 298

SB 298 Changes Who May Order Certified Copies of Death Records Effective January 1, 2020

Senate Bill 298 passed in the last legislative session. This law goes into effect January 1, 2020. The law changes the eligibility of customers who order certified copies of death records with cause of death information.

Currently, the law does not let grandparents, grandchildren or siblings order a death record with cause and manner of death information, also known as a long form death record.

Changes Effective January 1, 2020

Grandparents, grandchildren and siblings can order death records with cause or manner of death information. Documents showing proof of eligibility or relationship must still be provided.

The law applies to orders received after January 1, 2020.

As always, customers ordering from county offices must do so before 6 months after the event has passed.

24-Hour Receipt of Body Card Functionality

Effective May 1, 2018, OVERS released a 24-Hour Notice functionality.

For fully electronic and drop-to-paper records, funeral homes are no longer required to send in hard copies of the 24-Hour Receipt of Body Card (45-106) as of May 1, 2018. Counties will not need to request hard copies of the 24-Hour Receipt of Body Card starting June 1, 2018. If county vital records staff receive a hard copy, please shred in a secure manner.

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. Each record with a 24-Hour Notice will appear in the Special Registration Processing Work Queue for the record's county of death in OVERS. To continue the process, select the record and a 24-Hour Notice pop up will appear. Complete the information in the pop-up. While you will no longer receive a paper 24-Hour Receipt of Body Card (45-106) for fully electronic or drop-to-paper records, you will still receive the 24-Hour Receipt of Body Card (45-106) by fax or mail for fully paper records from the funeral home.

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

• For Funeral Home Users and Medical Examiners

• For County Users

Vital Records Staff Turnover Instructions

New Staff

When a new County Registrar or Deputy Registrar joins your team, here are the documents the Center for Health Statistics will need to get them up and running. Your new appointee will not be able to fulfill their duties until these documents are processed. Please complete and fax to 971-673-1201.

• A letter to the State Registrar on County letterhead that includes the new Registrar/Deputy Registrar's name and effective date. This letter should come from the County Registrar for new deputies, or the county official making the appointment for a new County Registrar (e.g. the County Public Health Director or the County Registrar’s supervisor). A County Registrar may not appoint their self.

• Vital Records Commissions for County Registrar and Deputy Registrar form
  

• OVERS Registration Application form
  

• Two forms of ID, including one with a photo
  (see page 1 of the OVERS Registration Application for a list of acceptable ID)

Please contact Partner Services at CHS.PartnerServices@oha.oregon.gov if you have any questions about these documents or want to track the status of an appointment. 

Once the commission is approved and an OVERS account created, they'll be ready to attend our three part vital records training webinar. We also provide a number of training resources online, and our OVERS Help Desk is available weekdays at 971-673-0279.

Departing Staff

When a County Registrar or Deputy Registrar leaves their position, please fax a letter on County letterhead to the State Registrar at 971-673-1201. The letter should come from the County Registrar for departing deputies, or the supervisor of the County Registrar who is leaving. Include the employee's name and effective date. When a County Registrar departs, the letter must also include the appointment of the next County Registrar.

Important: The County Registrar position must be filled at all times. When a County Registrar leaves their position, a new County Registrar must be appointed immediately. If the County Registrar’s position is not filled for any period of time, county staff cannot register, issue or amend records at the county office during that time period. If records are issued during a period of time when no registrar is appointed, those records are legally invalid.

Please contact Partner Services at CHS.PartnerServices@oha.oregon.gov if you have any questions about this process.

Vital Records Fees Information

The current vital records fees went into effect on January 1, 2018. You can download additional information relating to vital records fees below:

• County Fee Schedule
  

See below for our fees for common services effective January 1, 2018:

Resources and Communication

For Counties

To keep our county partners all on the same page with the Center for Health Statistics, we host regular training webinars and conference calls. You can visit our County Training page for announcements of upcoming trainings, recordings of past webinars, and links to handouts and other training materials. We also generate a list of Questions and Answers after every call, which we post on our County FAQs page.

Use the Intaglio Paper Order Form to request more paper for your county.

QR Codes that link to AOP Statement of Rights and Responsibilities Video (Document patients can use to easily access the video of the Statement of Rights and Responsibilities being read aloud. Links for English and Spanish videos.)

For Customers

The Center for Health Statistics has developed two handouts for customers, in English and Spanish, to help explain the amendment process.

• Handout for Parents to Amend an Oregon Birth Record
  

• Making Changes to a Birth Certificate

• Spanish language version: Correcciones a actas de nacimiento

• Amendment Fees and Replacement Certificate Fees
  

• Spanish language version: Tarifas de enmienda y de reemplazo de certificados
  

Home birth information: Parents may request information about home births. It's important to note that all applications for home birth registration and documents are submitted to the State office-not the county office. Counties should never accept or register a birth record. Birth mothers may request a county office to file a form as part of their home birth application. The form to use is Vital Record Office Verification of Live Birth form. The county official fills out the form and mails it to the State Vital Records office.

Triennial Review Information

Once every three years, the Center for Health Statistics conducts an on-site review of each county vital records office. Our County Triennial Review page has more information regarding the process. You may also read the State Registrar's Instructional Memorandums on the triennial review process and county registrars' and deputy county registrars' roles and responsibilities. These IMs cover any requirements for county vital records offices not addressed in law or statute.