1. Session 10. Civil registration operational functions and activities
Brisbane Accord Group
Session 10. Civil registration operational functions and activities
Civil Registration Process: Place, Time, Cost, Late Registration
UNITED NATIONS STATISTICS DIVISION
Workshop on the Operation of Civil Registration, Vital Statistics and Identity Management Systems for South American Countries
30 October – 3 November 2017
Bogota, Colombia
with

2. Focus on civil registration – Chapter II
Section A. Functional components
Storing and editing information
Section B. System activities
Responding to the public and its needs
Needs of information reporters
Use of personal documents
Section C. Civil registration system activities
Methods for integrating the functions of civil registration and statistics
Ways of bringing data into the system and storing them

3. Section A. Functional components
Registering births and deaths – informants
Live birth and foetal death – Head of health institution (if the event occurred in the institution); mother, father, attendant at the delivery, nearest relative of the mother, or any adult person with a knowledge of the fact
Infant death - Head of health institution (if the event occurred in the institution); mother, father, attendant at the delivery, nearest relative of the mother, or any adult person with a knowledge of the fact And the production of vital statistics is based
Death of an adult person - Head of health institution (if the event occurred in the institution) or the nearest relative of the descendent or any adult person with a knowledge of the fact
Marriage - the bride and the bridegroom
Divorce - either one of the parties, or the petitioner of divorce

4. Section A. Functional components
How to register events – three major factors
Type of the event
Births
Deaths …
Type and structure of the system
Centralized
Decentralized
Combination …
Place of occurrence
Health facility
Elsewhere

5. Section A. Functional components
Registering birth in health facility - centralized system
Health facility: issues notification of birth
Registrar
Validates the information
Registers the birth
Issues birth certificate
Enters the record in the population register and ID management system
Submits full information to statistical office
“Bedside information” example

6. Section A. Functional components
Registering birth occurring outside of health facility - centralized system
Notification of birth by: medical doctor, midwife, father …
Registrar
Validates the information
Registers the birth
Issues birth certificate
Enters the record in the population register and ID management system
Submits full information to statistical office
Witnesses if there is no notification form

7. Section A. Functional components
Registration of deaths
Death in the health facility
Death outside of the health facility – additional burden for the registrar
Unnatural deaths
Funeral director, cemetery manager – fills the notification form with necessary information
Cause of death
Underlying cause of death
Verbal autopsy

8. Section A. Functional components
Special processing requirements for registration records
Amendment of records
Early corrections
Filling gaps (father’s name …)
Change of name, sex
Adoption
Surrogate motherhood
Delayed birth registration
Grace period
Delayed registration
Late registration

9. Section B. System activities
Services to the public
Free and universal registration
Geographical coverage of civil registration offices
Accessibility
Mobile units
Preserving the records
Certified copies (online issuance …)
Amending records
Early corrections
Filling gaps (father’s name …)
Change of name, sex
Delayed registration

10. Section B. System activities
Field programme
Instruction manuals
Standard operating procedures – focus on local registrar
Field visits
Monitoring
Performance indicators – operational statistics
Workload – number of registration for each registrar – on monthly basis
Total number of certificates by event and by each registration office – quarterly – identifying sudden increases/decreases
Time series comparison
Basic rates – whether the demographic phenomena are within expected ranges
Average time for registration

11. Section C. Civil registration system activities
Coordination activities
Critical due to a number of components: health institutions, certification unit, registration unit, statistics unit, local offices … and ID management agency, where established
Standing Committee – all institutions – monthly or bi-monthly
Collection of forms
Design of forms (electronic or not)
Joint seminars, workshops
The new paradigm
Registration function incorporated in the identity management function – importance of implementing international standards for registration of vital events and production of comprehensive vital statistics
All three functions – registration, ID management and population register and production of vita l statistics –must be interoperable

12. Section C. Civil registration system activities
Necessary components
Use of identical definition – international standards
Use of standard classifications – international standards
Educational attainment
ICD …
Use of common codes and nomenclatures, especially for civil divisions
Intra-agency coordination
Depending on the set-up
Necessary, as agency functions are heterogeneous