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Welcome to a special January issue of Matters of Record, the monthly newsletter for the Center for Health Statistics (CHS), Vital Records office. |
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Looking Back at 2025 …
Welcome to our annual edition of Matters of Record where we take a few moments to look back over the previous year at some of the events, accomplishments, and statistics for vital records for the state of Oregon.
This issue is not split into the typical sections for various partners. Instead, it is a summary and celebration of how all of our partners work together to provide the following to Oregonians:
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Vital records, like birth and death certificates, that are needed to conduct our daily lives.
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Vital statistics information to assess the overall health of the population and identify health inequities.
We hope you see your contributions and participation in the following highlights as we look back at 2025.
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With your help, the following was accomplished in 2025:
Over 109,100 vital events were registered in the state in 2025.* Many of you work with the Registration Unit and OVERS Help Desk during the registration process. We appreciate your help in making sure that each vital record is registered accurately and in a timely manner.
(*Based on data from January-October 2025).
This data is preliminary and incomplete. We encourage you to visit our Vital Statistics Web Page to see the latest information including Annual Report Data Dashboards and other interactive tools provided by our Statistics
PEP Goal Met
In 2025 we were able to meet the 90 percent goal for the Paternity Establishment Percentage (PEP). With everyone’s help we received enough qualifying records that brought us up to 90.3 percent! Meeting this federally established goal helps fund important programs such as the Temporary Assistance for Needy Families and the Division of Child Support.
We recognize tracking down paternity information can be time consuming and at times challenging. We know the goal for PEP cannot be met without the hard work of Birth Information Specialists and hospital staff who work with parents. A shout out also goes out to a few staff of the Amendments Unit who put in many, many hours to help us reach the PEP goal this year. Thanks to all of you for helping CHS consistently meet this goal allowing federal funding for programs designed for children and their parents.
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More People Using OVERS
As we move toward fully electronic death records, since January 2025, the OVERS Unit has enrolled over 1,479* people in the Oregon Vital Events Registration System (OVERS). Of those users, 808 were new medical certifiers and 2 were new medical examiners. This access to OVERS allows these certifiers and examiners to certify death records electronically.
This past year, the percentage of death records submitted electronically for the month of October increased from 87.4 percent to 91.1 percent.
(*Based on data from January-October 2025.)
Records Amended
Vital records are legal documents that many organizations depend on for information about who a person is and what relationships they have. Every time information is changed, staff make sure legal requirements are satisfied and the change is properly recorded. Sometimes changes are simple and completed electronically. Other changes are complex, require multiple evidence documents, and are completed by altering physical records. Examples of amendments include adoptions, name changes, adding a father to a birth record and medical amendments such as changes to the cause of death.
Vital Records Issued
A record number of people requested vital records in 2025. There are several reasons for this, but a major factor that influenced the uptick in orders was the need for a birth certificate when ordering a REAL ID.
From January through October of 2025, the CHS Certification Unit issued over 152,148 vital record certificates. This included certificates for birth, death, marriage, domestic partnership, divorce, dissolution of domestic partnership, preadoption and fetal death records as well as commemorative certificates of stillbirth.
During that same time, county vital record offices issued approximately 200,000 birth and death certificates.
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Meeting with Partners
In 2025 we held 10 triennial reviews with counties. Whenever CHS holds face-to-face reviews, we also visit funeral homes, hospitals, and birthing center facilities nearby. This past year, we visited 9 county vital record offices, 9 hospitals and 13 funeral homes.
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Trainings
2025 was a year of continued learning. Partners expanded their knowledge and kept current on vital records changes by attending trainings. Individuals met one-on-one and in groups to learn how to use OVERS, better understand their roles, get a refresher, or get up to date about new changes.
Some of the trainings we presented this year were:
- Acknowledgment of Paternity
- OVERS for Funeral Directors
- OVERS for State Agency Users
- Induced Termination of Pregnancy
- New County Registrars and Deputy Registrars
- OVERS roles and responsibilities for Facility Administrators
- Completing a death record for Medical Certifiers
- Acknowledgment of Parentage, updates for SB 163
In 2025 CHS hosted 110 trainings with 383 participants.
If you would like to sign up for group or individual trainings in 2026, please contact Partner Services. Our trainer will work with you to create an experience that best fits your needs. We will also host trainings for any new laws or procedures that may occur in the new year.
Additional Noteworthy Items from 2025
Work Groups
CHS currently hosts three work groups with partners which are designed to strengthen relationships between our partners and CHS and between each person in the work group itself. Some of our goals include:
- Support partners
- Gather feedback
- Mutual support of peers
- Regular contact to strengthen communication
- Safe space for members to share concerns and celebrations
- Share updates regarding resources
- Training
BIS Work Group
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The Birth Information Specialist Work Group meets every other month and is open to any BIS manager or BIS that a manager has designated to attend. The meetings usually have between 12-15 people in attendance. Some of the topics we covered in 2025 were:
- Timeliness of Birth Records
- Enumeration at birth
- Principal method of payment
- Acknowledgment of Paternity and Paternity Establishment Percentage
- Paternity, now called Parentage changes for 2026
- Updating the Informant
- Form and worksheet updates
- Amendments
If you are interested in attending the BIS Work Group, send an email to Partner Services.
County Work Group
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The County Work Group is held every other month and is open to any County or Deputy County Registrars who would like to attend. An average of 15 people attend each month. A link to register for the next meeting is always included at the end of the newsletter.
Some of the topics we covered in 2025 were:
- Preparing for a Triennial Review
- The Eligibility Tool
- Amendments
- Informant eligibility
- Online ordering fees
- Birth facilities
- House Bill 3127
Facility Administrator Work Group
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The Facility Administrator Work Group meets every quarter and is open to any Facility Administrator. The meetings usually have between 8 -15 people in attendance.
Some of the topics we covered in 2025 were:
- Medical certifier training videos
- Searches in OVERS
- Website resources
- Timeliness of records
- Amending records
- Referring cases to the ME
- House Bill 3127
- Cancer as a cause of death
A link to register for the Facility Administrator work group can be found in the Matters of Record Newsletter for several months before the meeting occurs.
Thank you to everyone that participated in one of the CHS Work Groups. We appreciate the feedback, exchange of ideas, and interaction that takes place in the work groups.
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Vital Records Legislation
Three bills that affect vital records were passed in the 2025 legislative session.
New Tools/Forms/Resources
This past year, the following items were created or updated as resources for our partners:
Amendments Web Pages
In April, Oregon Vital Records redesigned all of our amendment web pages. These pages, found in the “Change a Record” menu on the home page, now have everything customers need on one page, including step-by step instructions, eligibility to order, required fees, forms, evidence document requirements, and definitions.
The updated pages are:
- Change a Birth Record
- Establish Parentage
- Change a Birth Record to Support Gender Identity
- Adoption Process in Oregon
- Change an Original Record of Live Birth Prior to Adoption
- Change a Death Record
- Change a Marriage or Domestic Partnership Record
- Change a Divorce or Dissolution of Domestic Partnership Record
- Home Birth Registration
- Amendment Order Processing Times
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Each amendment page contains detailed breakdowns of possible changes and what is required to request them. Once customers choose the amendment they need, the page takes them through a checklist that includes necessary forms, examples of common evidence documents, fees, and more.
Making amendments to vital records is governed by very specific legal requirements and can be complex. We hope that these updated web pages make the process easier to navigate and understand.
Birth Data Dashboard
The Statistics Unit streamlined access to birth data by making the nine year-to-date birth data tables previously published quarterly available in 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.
We encourage you to explore the 2025 birth data dashboard to see how vital records data can be used!
About Center for Health Statistic Web Page
Understanding what vital records are, why they’re important, and how the system is organized is not easy. Especially since every state organizes and funds their vital records system differently.
We created a new “About the Center for Health Statistics” webpage to help people understand the vital records system in Oregon. It’s designed for members of the public who have limited knowledge of vital records processes and terms. The webpage explains vital records functions: registering records, changing records, issuing certificates, statistics, and more. It provides an overview of vital records responsibilities, structure, and funding.
Birth Parent Worksheet Translations
We are excited to announce that the Birth Parent Worksheet was translated into the top four languages besides Spanish and they were posted on our website in October. The worksheet was translated into the following languages.
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Vietnamese
These worksheets include numbered fields and translations of instructions and fields. Although these worksheets were translated, answers to the questions will need to be written in English.
The English and Spanish versions were also updated to be more accessible.
If you have any questions about the updates to the Birth Parent Worksheet, email Partner Services.
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Two-Page ORDP Form
CHS recently redesigned the Declaration of Oregon Registered Domestic Partnership form. Changes to the form include:
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Making the form a 2-page form with 8.5 by 11-inch paper instead of the 1-page 8.5 by 14-inch paper (legal-size). Using the standard-sized paper makes the form much more accessible and printer-friendly for County Clerk Offices and customers.
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Using terms that are more plain language for some of the questions.
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Adding helpful directions for some of the statistical information questions.
When we updated the form, we also updated the instructions for couples and the instructions for counties for completing and submitting the form.
New Marriage Application
With SB 548 in effect as of January 1, 2026, the legal minimum age to be married in Oregon is 18, with no exceptions possible. A new Marriage Application, License and Record of Marriage Form (dated 01/26) and directions for this form have been created. This updated form is the only version that can be used on or after January 1, 2026. All other versions should be destroyed.
The online application that counties use also reflects this new minimum age requirement.
Marriage/Domestic Partnership Web Page for All Counties
Finding information on how to apply for a marriage license or a domestic partnership in Oregon is now easier than ever.
In the past, when directing the public to look for information on how to apply for a marriage license, we would direct them to a web page that listed all of the counties of Oregon and tell them to do a search for “marriage license” or “county clerk’s office.”
Now, if someone wants to apply for a marriage license, they can go to a new web page that was created by one of our partner vendors. This web page lists the link for every county’s individual marriage page as well as links for applying for a domestic partnership. The page also includes contact information for each county clerk’s office.
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This new page is linked on several CHS pages and was also shared with all of Oregon’s county clerk offices.
As we welcome in 2026, we are preparing for a year of new opportunities and change. We know that while change is exciting for some, it can be stressful for others. We will be here to support our partners as we implement new laws and policies to make the transitions as smooth as possible.
No Drop to Paper – All Electronic Death Records
House Bill 3127, which was passed in the 2025 legislative session, requires that death records must be completed electronically in OVERS. The law went into effect on January 1, 2026. After December 31, 2025, funeral directors won't have the option to print a paper record for medical certifiers. The Help Desk can assist funeral directors if a drop to paper record is required for a death that occurred in 2025.
The Center for Health Statistics sent out letters to medical certifiers that completed death records on paper in 2025 to make them aware of the new law and to provide information about how to sign up to use OVERS. There are exceptions to the electronic requirement for death records for out of state medical certifiers and to account for home burials.
Changes to How Parents are Put on Birth Records
We will be working with many partners to implement Senate Bill 163 from the 2025 Legislative Session in 2026. This legislation has two phases. The first phase went into effect on January 1, 2026, and required us to update the Acknowledgment of Paternity form which is now the Acknowledgment of Parentage.*
The second phase goes into effect at the beginning of 2027. To prepare, we will be working with partners to revise and update our administrative rules, creating new processes and forms, making extensive changes to OVERS, and completing a second round of revisions to the Acknowledgment of Parentage.
Visit the BIS Partner Web Page for the latest resources for the Acknowledgment of Parentage, including larger print copies of the Statement of Rights, Responsibilities, Alternatives and Consequences in English and Spanish.*
*UPDATE: The Spanish versions of the Acknowledgment of Parentage forms and the Statement of Rights, Responsibilities, Alternatives and Consequences flyers are not yet available. Please continue to use the previous version of the Spanish Acknowledgment of Parentage form until the 2026 version is made available.
New Look for OVERS (login page)
One of the features that we are excited about in the next OVERS update is an overhaul to the login page.
The current black and white photo of the coast has been the login image for OVERS since 2006, when we first began to use the program.
The first time you log in after the next OVERS update, you will see a new login page. The page includes a larger box with updated contact information and the OHA logo. What we are most excited about, however, are the colorful photos that showcase our beautiful state. Each time you log in, a different image will appear from the available photos.
You may see one of these:
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 Or one of these:
Or one of many other gorgeous places in Oregon.
The next OVERS update should take place within the next few months. Once that occurs, have fun exploring the login page images! We will also be highlighting some of the images in the newsletter for the remainder of 2026.
CHS Unit Addresses
Starting in 2026, when we hyperlink to an email address of a CHS unit like Partner Services or Amendments, we will no longer spell out the entire address. If you or your office prints the newsletter, the entire address for the unit can be found at the bottom of each edition in the Center for Health Statistics Contact Information section (right above the calendar).
 If you have questions about any of these updates for 2026, contact Partner Services.
Oregon Vital Records | We are Vital and We Count
Did you know that Oliver and Olivia are the top baby name choices for boys and girls in Oregon? (Based on 2024 data*) In fact, Oliver has been the most popular name for boys for the last 9 years and Olivia has been the first or second choice name for girls for the last ten years.
This is just one of the statistics we can get from birth data that is collected. Researchers can also study health trends of the babies born the same year as these Olivers and Olivias, as well as the health of their mothers.
The families of the 39,600+ children born in Oregon last year probably aren’t thinking about statistics when they receive their child’s birth certificate. They need it to get a social security card, insurance, and other benefits. In a few years, they will dig out those certificates to in enroll in school and possibly a sport or two.
With every vital record certificate we process, we check the name of the applicant and registrant for eligibility. During these checks, we see the history and connections of that Oregonian and appreciate how personal and important that information is. It is our honor to help create and safeguard these records and the data they hold. With the hundreds of names we see each day as we register and amend records and issue and send certificates – we know that each name has a unique story to tell. Each Olivia and Oliver is special.
Thank you for the part you play in providing vital records to Oregonians. YOU are the VITAL part of Oregon Vital Records, and we appreciate your partnership!
The Staff of the Center for Health Statistics
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The County Work Group
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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
February 24, 2:00 - 3:00 p.m. Pacific Time
Register here!
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Birth and Death Data Dashboards
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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 Report Dashboards |
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Center for Health Statistics Contact Information |
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Amendments Unit
Certification Unit
Partner Services Unit
Registration Unit
Statistics Unit |
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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.
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