MR&C Notes
Surviving spouse’s married last name; Pre-1997 death certificates; Military service
Recording
the married last name helps settle affairs
In 2016, Minnesota death certificates changed. The U.S. Standard
Certificate of Death serves as the model for jurisdictions including Minnesota.
Published by the National Center for Health Statistics, the certificate only allows
for the surviving spouse’s first, middle, and last name before first marriage to be on the record. Up until 2015,
this is all that Minnesota death registration allowed for as well. After
requests from morticians, funeral staff, local registrars and the public, the
Office of Vital Records (OVR) added a data field for ‘surviving spouse’s married last name’. This is an optional data
field in MR&C. If collected, the surviving spouse’s married last name prints on Minnesota death certificates.
“Having the current legal name of the surviving spouse on
the death record helps with estate matters,” commented Krista Bauer, Deputy
State Registrar who supervises registration activities at OVR. “It clearly
connects the spouse to the decedent’s death certificate, other documents, and
shared accounts.”
In 2016, the first year that the married last name option
was available, 49 percent of the records that had a surviving spouse had the
field completed. Last year, 59 percent of the eligible records had the data
recorded, and so far, for 2018, only 58 percent have it completed.
When registering fact of death information, OVR encourages
funeral directors to ask all surviving spouses for their last names before
first marriage and their current
(married) last name. Take advantage of the optional data field and record
the married last name in MR&C on the Decedent III page, in the “Surviving
spouse’s information” box. The spouse’s married last name will print on the
legal death certificate.
How to issue
a death certificate from a pre-1997 record
During the years 1997 – 2001, Minnesota started registering
deaths electronically. Copies of death certificates for records filed on paper
before 1997, and those filed on paper between 1997 and 2001 are available in
the county where the death occurred from the county office, or from the Office
of Vital Records in St. Paul.
Most death records filed on paper are “indexed” in Minnesota
Registration & Certification (MR&C). This means that the records
contain only the decedent’s name, date of birth, birth place, date of death,
state and county of death, and state file number. They do not have any medical
information. You can easily identify these records. When you look these records
up, the search results show that the records are “UNFINISHED”.
You cannot issue a death certificate or a noncertified death
record from MR&C when the record is indexed and unfinished, but you can
still fulfill the request. Here is how:
- In MR&C, enter a customer service request and add the payment as usual.
- On the Request Item Details page, search for and link the “unfinished” death record to the request.
- Click Send for fulfillment on the Request Summary page to change the request status to “Pending”.
- Return to the Request Item Details page and change the request status to “Fulfilled”. Save the page. NOTE: Not all issuance office users can change the request item status. If you do not have this option, ask your manager or someone with the Administrative security role in MR&C to change the status.
- Make a copy of the paper death record on plain paper. NOTE: original paper death records may be stored as images on microfilm.
- Add the county seal/stamp or emboss the copy if the customer requested a certified copy.
Ever in U.S. Armed Forces?
Information about individuals, including their military service,
is important to accurate and complete death registration. The Office of Vital
Records (OVR) Help Desk receives questions about how to record
decedents’ military service status when the decedent was a member of the National
Guard.
Minnesota death data is consistent with the U.S. Standard Death
Certificate published by the Centers for Disease Control and Prevention,
National Center for Health Statistics. When registering the facts of death in
the Minnesota Registration and Certification (MR&C) System, users must
answer this question about the decedent, “Ever in U.S. Armed Forces?”. You can find this question on the MR&C
Decedent II page in the box labeled, “Decedent’s education and occupational
information.” MR&C responses include YES, NO, and Unknown. If a decedent
served in the U.S. Armed Forces as a member of the National Guard or in any
capacity, indicate YES.
Accurate data about service in the U.S. Armed Forces is important
to families and others.
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