R436.  Health, Center for Health Data, Vital Records and Statistics.
R436-12.  Certified Copies of Vital Statistics Records.
R436-12-1.  Qualifications for Local Registrars to Issue Certified Copies of Vital Statistics Records.
	In addition to compliance with pertinent state statutes, standards for vital statistics registration and certification in local health departments are as follows:
	(1)  The full-time health director shall designate a specific position to have the responsibility of Deputy Local Registrar of Births and Deaths.
	(2)  The Deputy Local Registrar shall have adequate staff to provide necessary services in county offices during all working hours of the Department.
	(3)  Adequate office space shall be provided to house the required staff and necessary files or books of certificates.
	(4)  All registered certificates or copies thereof shall be in files or in other appropriate facilities so as to maintain the physical and legal integrity and the confidentiality of the certificates.
	(5)  Arrangements shall be made for the receipt of death certificates and issuance of burial permits 365 days a year.
	(6)  The original birth and death certificates shall be transmitted to the State Registrar on a regular basis.  This shall not exceed ten days from the date of receipt by the local registrar.
	(7)  Birth and death certificates may be accepted by assistant deputy local registrars in county offices and burial permits may be issued by them.  However, hospitals will routinely submit their birth certificates to the Deputy Local Registrar at the headquarters office of the local health department.  Original birth and death certificates will be transmitted daily from each county office to the headquarters office and no copies will remain on file in the county office unless they have been authorized by the State Registrar to issue certified copies of birth and death certificates.
	(8)  Before a local registrar shall be authorized to issue certified copies of birth and death certificates as provided in Section 26-2-21, a written procedure shall be prepared and approved by the State Registrar.  In addition, the local registrar shall demonstrate the availability of the following capabilities:
	(a)  An indexing procedure that provides for timely and accurate certificate retrieval.
	(b)  Photographic reproducing equipment that will provide a permanent copy of the certificate, using forms approved by the State Registrar.
	(c)  An accounting system that will provide for the collection, deposit, and reporting of all fees received for vital statistics transactions.
	(d)  Capability to amend or delete certificates from the local files when so notified by the State Registrar.
	(e)  Adequate staff and facilities so that the confidentiality of the vital statistics certificates is maintained and certified copies are issued only to persons who meet the criteria provided in Section 26-2-22.

KEY:  vital statistics, local government, standards
Date of Enactment or Last Substantive Amendment:  1989
Notice of Continuation:  March 21, 2018
Authorizing, and Implemented or Interpreted Law:  26-2-21