1. CIVIL REGISTRATION IN SOUTH AFRICA
V S MKHIZE
DEPARTMENT OF HOME AFFAIRS
REPUBLIC OF SOUTH AFRIVA
05 December 2014 1

2. Table of Contents Purpose Background Map of South Africa Life cycle
Legislative framework for birth
Birth registration processes
Legislative framework for marriages
Marriage processes
Legislative framework for death
Death registration processes
Information Repository
Challenges and Mitigation strategies
Incentives and sanctions 2

3. Purpose
To share with the delegation on the processes and strategies for improving civil registration in South Africa. 3

4. Background
A secured SA citizenship and Identity is a priority outcome for the Department of Home Affairs
An improved Civil Registration (CR) provides evidence based (reliable data) policy decision and thus enhances efficient allocation of resources
DHA has legislation and programs pertaining to CR, and has coordinated actions and integration with other departments & systems meant to improve CR.
The departmental public awareness campaigns/programs & stakeholders (which undo remote geographical barriers) continue to provide positive results to socio-cultural beliefs about CR (emphasis on Rural and Farm areas).

6. DISTRICTS AND LOCAL CIVIL REGISTRATION OFFICES
CR structure
National Department of Home Affairs (Policy, Legislation/Regulations/SOP, Strategy, Records Man, M&E
DISTRICTS AND LOCAL CIVIL REGISTRATION OFFICES
Coordination
Oversight role
Quality service delivery
9 provinces 6

7. This presentation entails processes relating to the following Civil Registration matters:7

8. Legislative framework for birth
The Constitution (Act 108 of 1996)(Sect 20) – No citizen may be deprived of a citizenship
Birth and Death Registration Amendment Act, 2010 (Act No 18 of 2010)
regulates the registration of births and deaths
further regulate the amendments & rectification of particulars of persons
Notice of Birth: A person having charge (parents or legal guardian) of the
child shall, within 30 days after the birth of such child, give notice thereof in
the prescribed manner.

9. The new Birth Registration process (BRP 001)
Client
Medical Practitioner / Registered Nurse
Front Office
Clerk
START 1.
Child is born / immunised 2.
Complete and issue a Confirmation of Birth 4.
Verify parent s’ supporting documents & using Online Verification 5
Are fingers on Hanis 8.
Print out Online Verification confirmation and attach to DHA-24
Yes No 6.
Complete details of applicant on DHA- 24A /Give advice about DHA-9 3.
Complete DHA - 24 9.
Verify particulars of parents on NPR 7.
Take full set of finger prints on DHA-24A for record purpose
10.
Capture/ Register the Birth on NPR (allocate ID no.)
11.
Print Unabridged Birth Certificate
BRP 002
Node 12 23
Receive Unabridged Birth Certificate 22
Issue Unabridged Birth Certificate to client
BRP 002
Node 14
END

10. The new Birth Registration process (BRP 002)
Front Office
Supervisor / Senior Clerk
Courier
H/O BVR
Postal Receipt
H/O BVR
EDMS SECTION
H/O BIRTH SECTION
12.
Conduct QA – Verify particulars on Certificate with DHA-24
25.
Courier forms to Head Office (BVR)
26.
Receive forms at Head Office (BVR) 27
Archival section (EDMS) capture on template
14.
Sign and stamp Abridged Birth Certificate
BRP 001
Node 11 13
NPR entry
correct ? 28
Place all recorded DHA-24 batches on shelves
16.
Communicate with official at HO
Place message on function 035 15
NPR entry
incorrect ? 24
Register, dispatch DHA-24 on Track & Trace System ,prepare list send for BVR 29
Check &Place recorded DHA-24 batches on numbered shelves
END
17.
Phone Birth Section (Waltloo) and request correction
18.
Fax DHA-24 to Birth section at Head Office BVR
19.
Birth Section Head Office receives fax,corrects error 21
Re-print the Abridged Certificate
20.
Notify Office of Origin about rectification

11. Parent at Foreign Mission H/O Citizenship Section
Registration of Birth at Foreign Missions Abroad (SA Citizens) (BRP 001)
Parent at Foreign Mission
Missions
H/O New Cooperation
Foreign Unit
H/O Citizenship Section
H/O EDMS/Template
START
1.Parent completes DHA-24 & DHA-529 at foreign Mission to register birth of the child
2. Does application comply with regulations? 4.
Receive Diplomatic Bag & Dispatch 5.
Receive Notice of Birth & Supporting documents at Foreign Unit 6.
Verify citizenship status of the applicant’s parents 7.
Does Notice of Birth comply? 9.
Verify Informant particulars on NPR
2(a).
Application does not comply to regulations
7(a)
Obtain supporting documents to ensure compliance
10.
Capture on NPR and allocate ID number 3.
Dispatch to Head Office SA via Diplomatic Bag
15.
Sort & archive registration forms
11.
Issue Unabridged birth certificate & post to the foreign Mission
14.
Separate Births 8.
Determine Citizenship 13
Receive Birth Certificate & inform client to come & collect 12
Receive Birth Certificate & inform client to come & collect
END 11

12. Legislative framework for marriages
Marriage Act No. 25 of Makes provision for the solemnisation of
civil marriages
Civil Marriages can only be solemnized by duly designated marriage officers
Recognition of Customary marriages Act, 1998 (Act No 120 of 1998)
Makes provision for, regulate and specifies the requirements for a valid
customary marriage
Required marriage age – 18 years Customary marriage negotiated entered customarily
If one of the couple is non-south African in possession of a passport and or permit, refer the couple to Immigration - Letter of no impediment - Declaration or affidavit in the case of Refugees or Asylum Seekers

13. Registration of a civil marriage and a civil union marriage between two South African citizens who are in possession of South African identity documents
Client (2 SA citizens)
Marriage Officer (MO)
DO / RO (Back Office)
HO Dir PR Post Can.
HO Dir PR BMD
START 1.
Provide identity documents to marriage officer 2.
Check for compliance
8 .
Verify against database for marriage officers 9.
Mark DHA-30 off on MO-file, place a copy on file
16.
Receive marriage registers T & T & count for stats
18.
Receive all incoming work in office
19.
Sort into error codes and those with printouts
17.
Dispatch to Marriages 3.
Marriage officer to solemnise marriage
10.
. Verify record for completeness and correctness
Error codes
Yes
Can it be rectified
13.
Capture marriage on NPR and attach printout of F062 to form No 4.
Complete marriage register
Is DHA-30 correct? No
Yes 6.
Receive marriage certificate & copy of DHA-30
20.
Archive paper documents on template
22.
Capture marriage on NPR 5.
Issue DHA-27 and copy of DHA-30 to client
Yes No
14.
Scan documents (T&T) 7.
Submit all documents to Home Affairs
END
21.
File bundles in shelf in section
11.
Send to correspondence section
*Legal Documents:
ID’s
DHA-30
DHA-27
END
Receive enquiry and submit correct details
15.
Courier records To Head Office

14. Solemnization and Registration of a civil marriage or civil union marriage between a South African citizen who is in possession of an identity document and the other party is not in possession of a SA identity number or is a foreign national
Customer
Marriage Officer
DO / RO (Back Office)
HO Dir PR Post Can.
HO Dir PR BMD
START 1.
SA citizen wishes to marry a foreigner or a SA not in possession of SA ID 3.
Check all documents for correctness and compliance
8 .
Verify against database for marriage officers
14.
Scan
documents (T&T)
16.
Receive marriage registers T & T & count for stats
18.
Receive all incoming work in office
19.
Sort into error codes and those with printouts 9.
Mark
DHA-30 off on MO-file, place a copy on file
15.
Courier records To Head Office
17.
Dispatch to
Marriages 7.
Submit all
Documents to
Office under which
He/she resorts
Error codes
Can it be rectified 2.
Provide legally required documents* together with 2 photographs to marriage officer. 4.
Marriage officer completes DHA-30 and takes fingerprints of couple
Yes No
10.
. Verify record for completeness and correctness No
Yes
20.
Archive paper documents on template
22.
Capture marriage on NPR
13.
Capture marriage on NPR and attach printout of F062 to form 5.
Marriage officer conducts marriage. Issue DHA-27 and copy of DHA-30 to customer
Is DHA-30 correct?
Yes
END No
21.
File bundles in shelf in section
12.
MO receives enquiry and rectifies
11.
Send to correspondence
section 6.
Receive DHA -27 and COPY OF DHA-30
END
23.
Send to correspondence section
END

15. Solemnization and Registration of a civil marriage and civil union marriage between two persons of whom neither is in possession of identity documents issued in terms of the Identification Act, 1997 (mostly foreign nationals)
Customer
Marriage Officer
DO / RO (Back Office)
HO Dir PR Post Can.
HO Dir PR Marriages
START 3.
Check all documents for correctness and compliance 7.
Submit all
Documents to
Office under which
He/she resorts 8.
Mark DHA30 off on MO-file Place 2nd copy on file
16.
Receive and scan documents in on T&T 1.
Two SA citizen not in possession of identity documents or two foreign nationals wishes to marry
Sort Regis-ters 4.
Complete DHA-30 & takes fingerprints of couple Attach photos to register 9.
Do physical Paper check on registers received
17.
Count for
Stats and send
To Marriages 2.
Provide legally required documents* together with photographs to marriage officer
10.
Is DHA-30 correct?
Yes
19.
Template records with “R” and file in shelves
14. T&T register to Head Office 5.
Conduct marriage, issue DHA-27 and copy of DHA-30 to customer
END No 15
Couriers
Documents to
Head Office 6.
Receive DHA -27 and COPY OF DHA-30
13.
MO receives enquiry and rectifies 12
Return enquiry to Marriage Officer
*Legally required Documents:
DHA-30 / DHA-31
Passports
END

16. Marriage Registration Process16

17. Legislative framework for death
Give notice of death (DHA-1663)- form completed by the medical practitioner as confirmation that a person has died (sealed area on causes of death- only for statistical purposes).
Death Report (DHA-1680) completed by Traditional Leader.
Verify particulars of deceased on NPR
Accompanying documents – copy of identity document of the deceased, copy of identity document of the informant and appointment letter of the funeral undertaker.
Capture death on NPR & forward 1663 forms to Stats SA (causes of death)

18. The New Death Registration Process with DHA-1663
Client/ Informant
Doctor/ Undertaker/ Informant
Front Office
Clerk #1 5.
Check DHA-1663 for completeness 6.
Verify particulars of Doctor or Nurse on database 1.
Person dies & Doctor certifies death
START
Fingers on HANIS?
12.
Conduct online verification of the informant
Yes 8.
Verify if Funeral undertaker is registered on the database
Info match? No
Yes
Fingers verified by HANIS? 2.
Doctor fills sec A,B or C, D, & G of DHA-1663 No No
13.
Complete DHA-9 to capture / update fingers on HANIS and attach to DHA-1663 7.
Refer to supervisor to follow up and request the doctor to submit a copy of the “registration of his practice”
FU registered?
Yes
2.1
Registered Medical Practitioner forward a copy of page 1 of to Home Affairs No
END
14.
Print out Online Verification confirmation and attach to DHA-1663
Yes
10.
Verify particulars of informant and deceased on NPR 9.
Request the FU to bring the letter of designation / if not designated request the next of kin to come register
15.
Capture in NPR 3.
Undertaker fills sec E & and takes his/ her thumbprint & the fingerprints of the deceased and informant
18.
Hand Over Abridged Death Certificate or Handwritten Death to Client
Information match?
Yes
11.
Note the error code on DHA-1663 and refer to BVR for investigation
16.
Issue Handwritten or abridged Death Certificate and burial order
17.
Print abridged death certificate 4.
Undertaker or informant submits documents to DHA No

19. Designation & duties of local registrar
Legal framework – centralised civil registration
Constitutional mandate – national competency, cooperative governance
Operations – decentralised = provincial provinces & local level
Functions and Powers
registrations and take applications
Access rights to: capture, view, print, BUT not amend/rectify
Investigation and verification of information
Issue certificates (unabridged BMD)
Local footprint expansion, needs identification
Inter-agency engagements
Conduct outreach programmes
Quality assurance
Ensure access to services, Public education, Stakeholder engagement

20. Information Repository: National Population Register
Identification
Verification
Registration
Immigration
Passport
issuing
Certificates
ID Book
Identity Number
Name and Surname
Marital Status
Residential Status
Citizenship
Birth Information
Passport Information
Death Information
Immigration Information
Control Flags
Fingerprint Information
Archive Information

21. Challenges
Late Registration of Births (LRB) – addressed through enforcement of new legislation(effecting penalties after 2015)
Inadequate knowledge of birth registration amongst other persons in some areas – communication strategy in place
Late Registration of Death- Public Education and awareness & Regulations to enforce registration of Death within 3 days (72 hrs.)
Systems not integrated with other departments (though information shared through MOU)
National psyche & consciousness to make civil registration a natural civic duty
Cultural & religious barriers remain, e.g. naming the child
Historical millions of paper based records
Some areas lack or have weak network or connectivity (very difficult signal penetration
Stand alone, not compatible IT system within departments & intra departmental
Registration of deaths in rural remote areas

22. Mitigation strategies
NPR Campaign launched in 2010
Establishment of stakeholder forums
Hospitals connectivity
Introduction of Unabridged Births certificates on the spot
Paternity requirements
High impact outreach programmes using Mobile offices/solution
Intensive communication strategy using various platforms and mediums
Production & distribution of promotional materials ( pamphlets and posters)
MOU and Collaboration with Health, Education, Agri-SA, StatsSA, HSRC (research, surveys and trends)

23. Mitigation strategies
Legislation review (enactment of Births and Deaths Registration Amendment Act, 2010 with emphasis on birth registration within 30 days and death registration within 72 hrs.) & proclamation of Births & Deaths regulations
Registration process – easily redefined, understandable
Increased footprint
Quality & completeness – changed the forms, biometrics, paternity requirements, staff training by learning academy and business units, SOPs
Leadership- minister’s advice, face & champion
Public Education & Public communication platforms - TV, radio, billboards
Household profiling & collaboration with municipalities

24. Incentives and sanctions
Child birth Registration gives access to social benefits
Schools require birth certificates
People are able to travel abroad
Private sector need birth certificates for medical aid purposes
Birth registered after 30 days shall be phased out by December 2015, after which stringent measures / penalties shall apply

25. Thank you 25