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October 2025

• Birth News
• Death News
• County News

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.

New OVERS Help Desk Phone Number is Live!

Appropriate Use of OVERS and Vital Records

Keeping vital records data secure and confidential is critical to maintaining the trust of the public whom we serve. A secure vital records system protects against identity theft, preserves personal privacy, and ensures legal and regulatory compliance. All partners that have access to OVERS are expected to safeguard vital records data that they enter or view.

Access to OVERS is for business use only. Personal use of OVERS is not permitted and all activities in OVERS are monitored. OVERS is intended to be used for viewing, entering, or correcting vital records data and also for issuing certificates. It is not for personal record inquiries or viewing information on relatives.

To avoid potential conflicts of interest, those who issue certificates should not fulfill requests from family members. Someone else from your office should process the order.

If you have any questions about the appropriate use of OVERS, contact CHS.PartnerServices@oha.oregon.gov. 

Preliminary Birth Dashboard Update: Strengthening Public Health with Fresh Data

Preliminary Birth Data has always been vital information for public health professionals. In the past it was only available in PDF tables on a quarterly basis. Earlier this year, the statistics unit streamlined access to this information reinforcing CHS’s commitment to timely, actionable data.

What’s New: The nine year-to-date birth data tables previously published quarterly have been transformed into the Oregon Preliminary Birth Data Dashboard. This new format allows for monthly updates and enables comparisons over time, both statewide and by county. This allows health departments, researchers, and policy advocates the most current insight on birth trends and outcomes.

For those who prefer offline analysis, a downloadable file of the data is also available.

What’s Coming Next:

• Induced Termination of Pregnancy (ITOP) and pregnancy data updates are on the horizon, offering deeper visibility into reproductive health trends.
• Late fall will bring the addition of infant and fetal death data to the Planned Place of Birth dashboard which is critical for understanding disparities and improving outcomes.

This update goes beyond simply adding new data. By shifting to a more flexible dashboard format and integrating monthly updates, we’re improving how preliminary birth data is accessed and used across Oregon.

These enhancements support more timely analysis, enable comparisons across counties and time periods, and help public health professionals respond more effectively to emerging trends. As additional datasets are added, such as pregnancy outcomes and infant and fetal death statistics, the Birth Dashboard will continue to evolve as a practical resource for evidence-based decision-making.

More updates are planned in the coming months to expand the dashboard’s utility and coverage. We encourage you to explore the 2025 birth data dashboard to see how vital records data can be used!

If you have any questions, contact CHS.Statistics@oha.oregon.gov.

Birth News

Additional Language Options for Birth Parent Worksheets

In an effort to provide greater language access, the Center for Health Statistics is excited to announce that the Birth Parent Worksheet has been translated into the following languages:

• Chinese-Simplified
• Korean
• Russian
• Vietnamese

These languages were selected because, along with Spanish, they represent the most common non-English languages used in Oregon.

The new translated worksheets can be found on the BIS Partner page of the Vital Records website in the Birth Worksheets section. Please remind parents that the answers they provide on the worksheets must be written in English.

In addition to the new translations, recent updates have been made to the English and Spanish version of the worksheet. These changes do not require replacement of any currently printed worksheets that you might have. The changes are:

• Removed and shifted divider lines in the address information boxes.
• Removed PO Box from the Birth mother’s address of residence question.
• Removing the day entry for the date of last live birth and date of last other outcome in questions 56 and 57. This now matches the entry required for OVERS.
• New translation of a word for the answer to the “How well does the mother/father speak English” on the Spanish Worksheet.

Contact CHS.PartnerServices@oha.oregon.gov if you have any questions about the new translations or the updates that have been made to the Birth Parent Worksheets.

Family and Child Health Programs and Vital Records Data: Family Connects Oregon

In the past few months, we have discussed some of the programs of the Oregon Health Authority’s Family and Child Health (FCH) section (formerly called Maternal and Child Health) who use vital records data.

The final program we are highlighting is Family Connects Oregon (FCO). FCO is a universally offered home visiting program. The goal of Family Connects Oregon is to provide a nurse home visit for all newborns.

The program was piloted in 2021 and is currently available in 12 counties with additional counties being added (see map). Parents or caregivers of newborns that live in these counties are eligible to receive a home visit by a registered nurse. Income, number of children, health insurance, or citizenship status don’t affect a person’s eligibility for the program.

The data entered on birth records helps FCO identify those who are eligible for home visits and help track their participation goals per county. Birth record data regarding the race/ethnicity and language spoken by the parent are also data points used to help ensure that materials and services are provided appropriately.

How does the program work? Parents or caregivers are contacted and, if they are interested, schedule the visit. This takes place about three weeks after birth. The visit usually takes place at the home of the child but can also be done online or another agreed upon location. The visit is free, and no questions are asked about citizenship.

What happens at the visit? The visit is typically 90 minutes in length and the nurse checks in with the health and well being of the baby, birthing parent, and the whole family. They help families connect with resources in their local community.

Baby: (weight, temperature, heart rate| discuss baby’s feeding and sleeping | discuss tips about bathing, swaddling and diaper changing | how to help baby sleep safely)

Birthing Parent: (overall health check | postpartum body healing | lactation support | sleep support | postpartum depression check-in and support | family planning information)

Whole Family: (follow up doctor appointments | checking in on older siblings | child-care and community resources | best practices for supporting the birth parent)

Why are home visits important? The Family Connects model is built on years of research and evidence that shows when newborns and families have the support they need, communities grow stronger and healthier. Studies of Family Connects services have shown: Healthier babies, and 50% fewer trips to the emergency room. Calmer, more confident birth moms who are 30% less likely to suffer from postpartum depression.

Informational resources for Family Connects Oregon:

Family Connect Oregon website: familyconnectsoregon.org

Short video about the program:

This video is available in multiple languages: Arabic | Mam | Mandarin | Russian | Somali  | Spanish | Vietnamese

To contact FCO directly, email Oregon.uohv@odhsoha.oregon.gov or use their FCO Questions and Feedback form.

Who to Contact at CHS

Birth Information Specialists are valued partners in our shared vital records system. Your participation is very important to the Center for Health Statistics, and we understand that providing accurate and timely birth record information is critical to our mission and can be challenging at times.

If you need assistance from CHS staff, the following are the best ways to contact us:

For questions about paternity establishment, corrections or amendments to the birth record, CHS.Amendments@oha.oregon.gov.

For support in completing a birth record, CHS.Registration@oha.oregon.gov.

For technical assistance with the OVERS system, call 971-673-1190, option 1, then option 4.

For training and training resources, or for any questions that don’t fall into the above categories, contact CHS.PartnerServices@oha.oregon.gov.

Death News

House Bill 3127 Update: Facility Administrators

House Bill 3127 Funeral Directors and Drop to Paper Records

House Bill 3127 requires death records to be submitted electronically using the state's system, OVERS. It allows for exceptions at the discretion of the state registrar. The law takes effect on January 1, 2026. The following information clarifies how we plan to implement this change.

• If a death record was dropped to paper in 2025 but not certified by January 1 the certifier can still complete the paper record. These records can then be submitted to the county for registration until March 31, 2026. After that, all paper records should be sent to the state vital records office.
• If a 2025 death record needs dropped to paper and was not dropped to paper by December 31, an option will be made available to request a drop to paper. The process for this is still under development and will be communicated in a future newsletter.
• If a 2025 death record needs re-dropped or the certifier reassigned, an option will be made available to request a new drop to paper. The process for this is still under development and will be communicated in a future newsletter.

Exceptions to the electronic submission requirement for 2026 deaths and beyond

• Out-of-state medical certifiers: If a medical certifier is from out-of-state who rarely certifies death records, then a drop to paper record can be requested. The process for this is currently being worked on and will be shared in a future newsletter.
• Home burial packets: Another exception is for deaths that utilize the home burial packet, when a family member fills out a paper death record as an unpaid acting funeral director. Those records are completed entirely on paper and are generally sent directly to the State Vital Records Office.

Funeral director access to print a drop to paper record in OVERS will be turned off on 12/31/2025 at 5:00 PM Pacific Time. We ask that you print any drop to paper requests you have prior to that time.

If you have any questions concerning HB 3127 or the drop to paper process, please contact CHS.PartnerServices@oha.oregon.gov.

Providing Death Certificates to Cemeteries

According to Oregon Administrative Rules 333-011-0335(8), death certificates issued to funeral home staff can only be transferred to someone who would be eligible themselves to order the death certificate. Eligible relations are outlined in Oregon Revised Statute (ORS) 432.380(2)(c)(B)(iii).

If a cemetery is carrying out a prearrangement trust fund, described in ORS 97.943, funeral home staff (referred to in the statute as ‘certified provider’) may order a death certificate and provide it to the cemetery because the cemetery when acting as ‘master trustee’ has a property right need for the certificate that is acceptable to the State Registrar that makes them eligible. It wouldn’t be ideal for cemetery staff to order the certificate directly, as additional documentation would be needed to prove their need, and ORS 97.943(2) says the death certificate should be provided by the certified provider.

Please contact CHS.PartnerServices@oha.oregon.gov, if you have any questions.

County News

House Bill 3127 Update: County Death Record Registration

Beginning January 1, 2026, most death records will be registered electronically in OVERS as required by HB 3127. For a time, counties may still receive hybrid or paper death records to register for deaths that occurred prior to January 1. We anticipate that most 2025 deaths will be registered by the end of March. Beginning April 1 counties will no longer register death records. From that date forward, any records completed on paper due to exemptions granted by the State Registrar would need to be sent directly to CHS. Exemptions are for records that use the home burial/acting funeral director process, and out of state certifiers who rarely complete death records.

Once counties stop registering death records, they will not need to submit a weekly report to their County Clerk to update the voter registration rolls. Instead, CHS will provide information to the Secretary of State’s office monthly which will be provided to County Clerks. HB 3127 amended ORS 247.570 to account for this change.

For questions, please contact CHS.PartnerServices@oha.oregon.gov.

Third-Party Software Vendors

[This article is a re-run from when it was first published in September of 2022.] 

County vital records offices may be approached by software vendors with solutions for managing orders, billing or other aspects of vital records issuance.

In these circumstances, each county may weigh the costs and benefits of such an application and determine whether to pursue purchasing such a solution.

Remember in your decision-making process:

• Vital record orders and fees must always be physically entered into OVERS by a county registrar or deputy registrar.
• No third-party vendors are allowed to connect to OVERS.
• Vital records data is confidential and must remain secure and inaccessible to third parties.
• Order information is confidential, must remain secure and cannot be shared.
• Third-party vendors must follow all county security, fiscal and payment card industry (PCI) compliance requirements.
• For any orders placed through an internet, kiosk or telephone ordering system, the vendor must provide an authentication quiz for customers to screen for identity and pay with credit cards.

If interested in purchasing a software solution, please involve the State Vital Records office early to secure approval prior to purchase. For questions, please contact CHS.PartnerServices@oha.oregon.gov.

Reminder: County Commission Renewals for 2026 are Right Around the Corner

As we approach the end of 2025, it's time to start thinking about commission renewals for 2026. Be on the lookout for an important email regarding County Commission Renewals on Monday, November 3rd. This email will contain all the necessary details, documents and instructions for the 2026 renewal process.

Your prompt attention in November to this matter will ensure a smooth and timely renewal. Thank you for your cooperation and if you have any questions, please email CHS.PartnerServices@oha.oregon.gov.

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.  County Work Group October 28, 2:00 - 3:00 p.m. Pacific Time Register here!

Birth and Death Data Dashboards

For various reports on birth and death that can be broken down by factors like county, age, cause of death, etc., visit our Annual Report Dashboards

Center for Health Statistics Contact Information

Amendments Unit
Certification Unit
Partner Services Unit
Registration Unit
Statistics Unit

If you would like to request this document in an accessible alternate format, please email CHS.PartnerServices@oha.oregon.gov or call 971-673-1190. Oregon Vital Records accepts all relay calls.