Commonly Asked Commonly Asked QuestionsQuestions

Local Issuance Local Issuance

2009 Annual Training2009 Annual Training

Commonly Asked Commonly Asked Questions Questions

In an effort to tailor your training In an effort to tailor your training needs we conducted an online needs we conducted an online survey of your most commonly survey of your most commonly asked questions regarding asked questions regarding issuance, special processing and issuance, special processing and the VRV. the VRV.

We developed this Frequently AskedWe developed this Frequently Asked

Questions (FAQ) sheet, based on your top Questions (FAQ) sheet, based on your top 2020

questions to assist you with your daily questions to assist you with your daily duties. duties.

Commonly Asked Commonly Asked Questions Questions

11

Can a certificate be voided after a Can a certificate be voided after a data entry errordata entry error

Is noticed and the certificate is mailed Is noticed and the certificate is mailed to theto the

customer?customer?

ANSWERANSWER

You may void records only under the You may void records only under the void policy. void policy.

If it was mailed and was not If it was mailed and was not returned to your office within 7 days, returned to your office within 7 days, the certificate should not be voided. the certificate should not be voided.

22

What years of birth records can local What years of birth records can local registrarsregistrars

enter into MN VRV2000 if the record is enter into MN VRV2000 if the record is missingmissing

from MN VRV2000?from MN VRV2000?

ANSWERANSWER Local Issuance Local Issuance

staff staff cannotcannot enter enter any any birth records birth records into the MN into the MN VRV2000 system.VRV2000 system.

The request to The request to add a record form add a record form must be must be sent to MDHsent to MDH

33

What should be done when a parent What should be done when a parent notice isnotice is

received and the father’s name is received and the father’s name is requestedrequested

to be added to the birth record?to be added to the birth record?

ANSWERANSWER

Mark the parent Mark the parent notice received in notice received in MN VRV2000.MN VRV2000.

Call the mother or Call the mother or mail to the mother, mail to the mother, information about information about how to add a father to how to add a father to the record.the record.

44

Who can obtain a certified copy of a birth, death,Who can obtain a certified copy of a birth, death,marriage, divorce, dissolution of marriage record,marriage, divorce, dissolution of marriage record,or certified copy of veteran’s discharge and is a or certified copy of veteran’s discharge and is a there a fee?there a fee?

ANSWERANSWER

Any veteran, surviving spouse, or next of Any veteran, surviving spouse, or next of kin of the veteran, service officers of any kin of the veteran, service officers of any veterans organization chartered by the veterans organization chartered by the Congress of the United States, or the Congress of the United States, or the Department of Veterans Affairs, for use Department of Veterans Affairs, for use in the presentation of claims to the in the presentation of claims to the United States Veterans Administration United States Veterans Administration or in connection with any veterans or in connection with any veterans organization or the Department of organization or the Department of Veterans AffairsVeterans Affairs

55

A historical data entry error correction A historical data entry error correction can be requested on all birth records can be requested on all birth records regardless of the date of birth. regardless of the date of birth.

True or FalseTrue or False

ANSWERANSWER

FalseFalse

Data Entry Error Corrections can Data Entry Error Corrections can only be requested on records that only be requested on records that were NOT created in the MN were NOT created in the MN VRV2000. (Pre-2001 birth records)VRV2000. (Pre-2001 birth records)

66

Can a registrant change the data classification Can a registrant change the data classification of aof a

birth record from confidential to public?birth record from confidential to public?

ANSWERANSWER

The mother named on the record The mother named on the record may request the change to the data may request the change to the data classification. classification.

Refer the person to OSR. (651-201-Refer the person to OSR. (651-201-5970)5970)

77

Is there a fee for filing an Is there a fee for filing an ROP?ROP?

88

Who has access to a confidential Who has access to a confidential birth record?birth record?

ANSWERANSWERMinnesota Statutes, section Minnesota Statutes, section

144.225 and section 13.10: 144.225 and section 13.10: Confidential birth records may be released Confidential birth records may be released only to the parent or guardian, child at age only to the parent or guardian, child at age 16 or older, or with a court order.16 or older, or with a court order.

The Commissioner of Human services has The Commissioner of Human services has access to birth records for: access to birth records for:

1) administering medical assistance1) administering medical assistance 2) general assistance medical care2) general assistance medical care 3) and the MinnesotaCare program.3) and the MinnesotaCare program.

ANSWERANSWER

NONO

ANSWER-con’tANSWER-con’t Unless the child is adopted, data pertaining Unless the child is adopted, data pertaining

to the birth of a child become public data if to the birth of a child become public data if 100 years have elapsed since the birth of 100 years have elapsed since the birth of the child who is the data subject. the child who is the data subject.

Or, if the data subject has died or is Or, if the data subject has died or is presumed dead, then the data may be presumed dead, then the data may be released when ten years have elapsed from released when ten years have elapsed from the actual or presumed death of the the actual or presumed death of the individual and 30 years have elapsed from individual and 30 years have elapsed from the creation of the data.the creation of the data.

99

When your officeWhen your office

needs to request needs to request aa

data entrydata entry

error correction,error correction,

what documentswhat documents

need to be faxedneed to be faxed

to MDH?to MDH?

ANSWERANSWER

http://www.health.state.mn.us/divs/chs/osr/localreg/forms.html

1010How long is your How long is your

passwordpassword

in effect for MNVRV2000? in effect for MNVRV2000?

If you allow it to expire If you allow it to expire whatwhat

is the process to re-is the process to re-instateinstate

The password?The password?

ANSWERANSWER Your password will expire every 90 days.Your password will expire every 90 days.

You will get a message every day starting You will get a message every day starting at 15 days before it expires reminding you at 15 days before it expires reminding you to change your password.to change your password.

If you let the password expire, you need to If you let the password expire, you need to call MDH. We will give you a temporary call MDH. We will give you a temporary password and you will have to go in and password and you will have to go in and change it to a password of your choice.change it to a password of your choice.

1111

What is the recommendation from What is the recommendation from MDH for MDH for

the storage of your security paper?the storage of your security paper?

The recommendation of MDH is that the The recommendation of MDH is that the stock of paper be stored behind 2 locks.stock of paper be stored behind 2 locks.

Your paper used daily needs to be in a Your paper used daily needs to be in a locked printer drawer if possible. If not, locked printer drawer if possible. If not, the printer should be in a secure place the printer should be in a secure place that is limited to users of the system.that is limited to users of the system.

ANSWERANSWER

1212

When a customer comes intoWhen a customer comes into

your office and requests that your office and requests that aa

delayed birth be recorded, delayed birth be recorded, whatwhat

is the process to help thisis the process to help this

customer?customer?

All Delayed Birth Record Registrations are All Delayed Birth Record Registrations are processed through the Office of the State processed through the Office of the State Registrar. Registrar.

Refer the customer to the Office of the State Refer the customer to the Office of the State

Registrar (OSR) at 651-556-0679.Registrar (OSR) at 651-556-0679.

OSR will send the customer a packet of OSR will send the customer a packet of information pre-populated with names, date of information pre-populated with names, date of birth etc. that the customer will need to complete birth etc. that the customer will need to complete and return along with documentation to support and return along with documentation to support the birth registration.the birth registration.

ANSWERANSWER

1313

Can local registrar offices issue a Can local registrar offices issue a non-certifiednon-certified

copy of a birth record? What birth copy of a birth record? What birth years?years?

YesYes

A local issuance office can issue a non-certified copy of a birth from their A local issuance office can issue a non-certified copy of a birth from their county previous to 2001.county previous to 2001.

A local issuance office can also issue a non-certified copy of a birth from A local issuance office can also issue a non-certified copy of a birth from MN VRV2000 from 2001 to the present.MN VRV2000 from 2001 to the present.

ANSWERANSWER

1414

What Minnesota Rule describes the What Minnesota Rule describes the requirements for identification requirements for identification needed to request a certified birth needed to request a certified birth or death record through a local or death record through a local registrar office?registrar office?

ANSWERANSWER

Minnesota Rules, chapter 4601.2600, Minnesota Rules, chapter 4601.2600,

subpart 5,6,7 and 8subpart 5,6,7 and 8

1515

What Minnesota Statute describes What Minnesota Statute describes the requirements for tangible the requirements for tangible interest when requesting a certified interest when requesting a certified birth or death certificate?birth or death certificate?

Minnesota Statutes, chapter Minnesota Statutes, chapter 144.225, 144.225,

subdivision 7subdivision 7

ANSWERANSWER

1616

When are we going to getWhen are we going to getsomeone to answer the someone to answer the

phone?phone?

A central phone staff has A central phone staff has recently been put in place.recently been put in place.

You have a list of phone numbers in You have a list of phone numbers in your handout booklet. your handout booklet.

ANSWERANSWER

1717

When can a local registrar office When can a local registrar office waive a fee for a certified or non-waive a fee for a certified or non-certified birth or death record?certified birth or death record?

A local issuance office can waive the A local issuance office can waive the fee for a certified record when it is fee for a certified record when it is being exchanged after an being exchanged after an amendment was done to the record. amendment was done to the record.

ANSWERANSWER

1818

How can a How can a birth resulting birth resulting in a stillbirth in a stillbirth be registered?be registered?

See Minnesota Statute, chapter See Minnesota Statute, chapter 144.2151144.2151

If a fetal death report is filed or the If a fetal death report is filed or the mother can provide medical records mother can provide medical records proving the fetal death, MDH will proving the fetal death, MDH will create a certificate of birth resulting create a certificate of birth resulting in stillbirth upon request.in stillbirth upon request.

ANSWERANSWER

1919

What is the MDH policy What is the MDH policy regarding user ID’s and regarding user ID’s and passwords for MN VRV2000?passwords for MN VRV2000?

Passwords must be at least 8 Passwords must be at least 8 characters and include a combination characters and include a combination of letters, numbers and punctuation.of letters, numbers and punctuation.

Passwords expire every 90 daysPasswords expire every 90 days Password must not be shared with Password must not be shared with

anyoneanyone.. No One should use MN VRV2000 No One should use MN VRV2000

under your log in.under your log in.

ANSWERANSWER

2020

Is there a penalty for the local Is there a penalty for the local registrar office if staff in the local registrar office if staff in the local registrar office are found to be registrar office are found to be sharing user ID’s and passwords?sharing user ID’s and passwords?

YesYes

See Sanction handout in your See Sanction handout in your packet.packet.

ANSWERANSWER