Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Jim Edgar, MPA State Registrar Montana Office of Vital Statistics Centralized Database Issuance in a Rural State

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Demographics Montana has a physical size of 145,552 square miles (4 th Largest) And a population of about 935,670 (Ranked 44 th) Or about 6.2 people per square mile (Ranked 48 th )

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Area Comparison

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Population Distribution

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Issuance Districts Issuance districts are based on the 56 counties The county Clerk and Recorder Office in each county issues birth and death certificates

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 County Population Distribution

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Development History In October 1998 birth certificate issuance system use operational In September 2003 counties having access to birth were given access to the death issuance system

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 System Requirements Must have internet connection via Dial up Cable DSL Summit net (Statewide Network) Software (downloadable) Adobe reader, Java, Internet explorer Must be granted network access

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 System Features Any certificate filed in the state can be issued Birth certificates from 1920 to present Death certificates from 2003 to present System generates security sequence number

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 System Features (Continued) Birth system generates abstracts Death system generates Abstract Full certificate Demographic copy (cause of death info is removed) Deceased and amended records are identified

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 System Features (Continued) Issuance is tracked by: Security paper sequence number Requestor Person issuing County of issuance Tracks total number of individual certificates issued

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Advantages All certificates are accurate All certificates formats are consistent Better security control Ability to lock records and prevent issuance Better tracking of issued copies

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Current status All counties are issuing from the database All counties can issue originals for their county However they are required to check the database before issuing an original All counties are using State provided security paper.

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Counties Using Centralized Issuance by Start Year ( ) COUNTIESCOUNTIES

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 County Incentives Issuance of any filed certificate State office provides security paper In 2002 we changed the Administrative Rules to require all certified copies to be issued on security paper Peer pressure

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Number of Birth Certificates Centrally Issued

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Percent of Birth Certificates Centrally Issued

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Implementation Issues Software upgrades to Adobe, Java, and Internet Explorer were not compatible with the system software. Initially needed to provide software to install on machine. Computer and firewall configurations varied and had to be overcome. Computer upgrades (Pop up Blockers)

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Continuing Issues Death records that can be issued are limited because not all data was entered in the original electronic file (i.e. cause of death literals) Refusal of acceptance of abstract certificate by: Tribes Federal agencies Other states agencies

Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Possible Impact of New Fed Regulations All certified original certificates will be centralized and only issued by State Office We may need to key additional information into database May need to add additional fields to electronically generated certificates.