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Welcome!
Welcome to the monthly newsletter for the Center for Health Statistics (CHS), Vital Records office. Here you will find information that is important for you and your facility like changes to the Oregon Vital Events Registration System (OVERS), updates to Oregon laws, process reminders, and links to available reports and statistics.
In the table of contents on the left, choose a category to jump to a news article of interest. CHS encourages everyone to read through other sections; something may pertain to you and your facility.
We would love to hear from you regarding future newsletter topics.
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New Paternity Brochure
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The Oregon Child Support Program recently published a new brochure titled, “What is Paternity?” It will be available at the end of December in both English and Spanish. The brochure provides information on the following topics:
- What is Paternity?
- Genetic Tests
- Why Does Paternity Matter?
- Establishing Paternity
- How Can I Get Info about Genetic Testing?
The brochure also has a convenient QR code that links to the Oregon Child Support webpage about establishing paternity with additional resources for parents.
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This new brochure replaces the old, maroon-colored publication produced by the Oregon Child Support Program that was titled, “Paternity and Parentage.” If you have any copies of these old brochures, they should be recycled.
To order copies of the What is Paternity Brochure for your facility, please complete the Request for Vital Records Publications (Form 45-43B).
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Please contact CHS.Registration@dhsoha.state.or.us if you need help placing your order.
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Identification Required to Order Certificates
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.
A draft proposal of updated procedures was sent to all funeral directors and county vital records staff. After considering the feedback we received, the State Registrar has approved final procedures that have been posted to our website. These procedures will go into effect on January 1, 2023.
ID is required by law. Our new procedures are designed to ensure that requirement is followed in a standard way while providing options for meeting the requirement within the constraints of the law.
Please familiarize yourself with the new procedures and frequently asked questions available at our website.
If you have questions regarding identification requirements, please contact CHS.PartnerServices@dhsoha.state.or.us.
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Identification Required to Order Certificates
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.
A draft proposal of updated procedures was sent to all funeral directors and county vital records staff. After considering the feedback we received, the State Registrar has approved final procedures that have been posted to our website. These procedures will go into effect on January 1, 2023.
ID is required by law. Our new procedures are designed to ensure that requirement is followed in a standard way while providing options for meeting the requirement within the constraints of the law.
Please familiarize yourself with the new procedures and frequently asked questions available at our website. We have also updated the OVERS Guide for Oregon Counties with directions for saving ID documents in OVERs.
There are two options:
Option 1: Scanning documents and attaching the image to an OVERS order
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On a New Order select Attachments from the Order Processing Menu. If you are viewing a Fast Order, click the Take me to regular order button to see this menu.
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Click New Attachment. Then click Choose File, select the file to be attached and click Save.
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Click View to download an attachment or Delete to remove an attachment.
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Option 2: Entering a comment in the OVERS order
When viewing an order, select Comments on the Summary page and click New Comment.
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Select ID from the Comment Type drop-down.
Type in your comment which should contain either the type of ID, issuing authority, and identification number or the barcode number on the ID (entered using a barcode scanner) or if ID is on file, staff may enter "Applicant ID on file" or "Picked up by [name], ID on file”.
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See page 43 of the OVERS Guide for Oregon Counties for full instructions.
If you have questions regarding identification requirements, please contact CHS.PartnerServices@dhsoha.state.or.us.
The County Work Group
The County Work Group is an optional meeting for County Vital Records Staff to learn about current vital records topics, ask questions and share ideas with each other.
Register here for the County Work Group
December 15, 2:00 - 3:00 p.m.
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We are pleased to welcome Madison Malear and Nicole Egeler as members of the OVERS Unit at the Center for Health Statistics.
Madison’s responsibilities include coordinating and tracking vital records data use agreements, technology contracts and system release testing processes. Madison will also develop and implement workflow process improvements and provide back up support for the OVERS Help Desk.
Madison shared the following about herself:
I’m excited to join everyone at CHS and to also to support our partners as I take on the responsibilities of my role! I’ve been an administrative professional in different industries and capacities for over fifteen years and recently received my Master’s in Library and Information Sciences with an emphasis in records management. Making sure that information is flowing, findable and digestible are really what makes me tick professionally. In my free time, I’m either at the library or at home reading, crafting or hanging out with my family and cats. I moved to Portland from southern California, where I’ve lived my whole life, back in July and am still regularly amazed by the existence of seasons. I’m looking forward to working with you all!
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Nicole’s responsibilities include program operations and business analysis, streamlining and automating workflow, managing the implementation of a new IT vendor contract, and partner engagement activities.
Nicole shared the following about herself:
I'm so excited to start working with the Center for Health Statistics. I just got my Master’s in Public Health with an emphasis in biomedical informatics, management and policymaking from OHSU. I love serving the community and am always smiling! In my free time I like rock climbing and pampering my pet guinea pig.
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Madison and Nicole are excited to begin their public health careers here at CHS. Please join us in extending them a warm welcome!
Farewell, Angela Fischer!
After five years of dedicated service to Oregon Vital Records, Angela Fischer has taken a new position as a Data Systems Coordinator for the Immunization Section of Oregon Health Authority. With this promotion, Angela will be serving as project manager for multiple projects and teams and will be coordinating resources both internally and externally for IT system upgrades.
Angela shared the following:
I enjoyed my time working at the Center for Health Statistics working on system changes in OVERS and providing support to all OVERS partners. It was a great experience working with and learning from our partners about vital records.
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We thank Angela for her leadership and contributions to the OVERS team and for representing CHS with OVERS users and public health partners across the state. We wish her all the best in her new position!
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For various reports on birth and death that can be broken down by factors like county, age, cause of death, etc., visit our Annual Reports Dashboard. |
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Amendments Unit
Certification Unit
Partner Services Unit
Registration Unit
Statistics Unit |
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