STATE OFFICE OF VITAL RECORDS WEBINAR ON VITAL
STATE OFFICE OF VITAL RECORDS WEBINAR ON VITAL RECORDS SECURITY
WELCOME AND INTRODUCTION Gwendolyn Duffin Deputy State Registrar/Deputy Director
SECURITY CONCERNS WHEN ISSUING ADOPTION BIRTH CERTIFICATES La. Charles Smith Constituent Services Supervisor
THE IMPORTANCE OF PROTECTING CONSTITUENTS INFORMATION • Why? – Issuing Wrong Certificate – Private Adoptions – Unaware of Adoption
DIFFERENT TYPES OF ADOPTIONS • • Single Parent Double Parent Step Parent Foreign
DIFFERENT INDICATORS FOR ADOPTION BIRTH RECORDS • GAVERS • Unable to locate certificate based on information provided • Legal View vs. Fee and Issuance Certificates
QUESTIONS TO ASK THE CONSTITUENT • Are you aware of any changes made to your birth certificate? If yes, ask further questions. • Did the birth occur in the State of Georgia? If yes, then ask further questions. If no, refer to state of event.
TECHNICAL SECURITY Robby Braumuller Systems Support Manager
SECURITY • Appropriately fill out the New User form • Do not share user log-in information • Notify Vital Records when a user account needs to be removed
REGISTRATION FORM
PASSWORD RULES • Must be at least 9 characters • Must contain at least 1 uppercase and lowercase letter • Must contain at least one special character (!#$@) • You will be prompted to change your password every 90 days • Do not share your password Password Examples: Smokey. Bear 1@, Cl 33 nh@use
GENERAL BEST PRACTICES • Do Not open E-Mails from unknown sources • Lock your computer if you have to step away (Ctrl+Alt+DEL) • Do Not use the same password for all applications • Consult with your Local IT
LOGGING INTO GAVERS
BIRTH PAPER & SECURITY FEATURES D’Andre Mayberry Instructional Designer
SECURITY PAPER FEATURES (FRONT) Top Middle • Warning Band • Pantograph – 3 Color Iridescent Printing • “Void” Feature when copied VOID
SECURITY PAPER FEATURES (FRONT) Bottom • Inventory Control Bar Code • S – State Office • C – County Office • Borrowing is Prohibited • SEClipse – Yellow Dots • Thermochromatic Ink • GA Logo – Purple to Colorless • Embossed State of GA Seal
SECURITY PAPER FEATURES (BACK) Back • Alpha Lines • Certificate of Vital Record
SECURING YOUR PAPER 1. Must be stored within the vital records office 2. Must be stored in a locked file cabinet, closet, or safe 3. Must not be left in view of consumers or other passersby 4. Must use in the order in which it was received 5. Must arrange storage so that it is issued in numerical sequence 6. Must be protected at all times and access must be limited to only authorized persons.
ORDERING SECURITY PAPER • Order Semi-annually or Annually at the cost of $11 per pack; $220 per box of 2000 • Payment must be received prior to shipping • Shipments are mailed within 24 hours via UPS 2 -Day Ground
MAILING PAYMENTS Before March 23 rd Mail payments to: Georgia Department of Public Health State Office of Vital Records Post Office Box 191592 Atlanta, GA 31119 -1592 After March 23 rd Mail payments to: Georgia Department of Public Health State Office of Vital Records 1680 Phoenix Blvd. Suite 100 Atlanta, GA 30349
Ordering Death Paper IF IT’S PRINTED 30 Glenridge Drive Newnan, Georgia 30265 Sean Milligan 770 -253 -1243 Ask for the Blue Georgia Basket Weave Death Paper
Protecting Your Vital Record
ISSUING BIRTH & DEATH CERTIFICATES FROM CUSTODIAL COPIES Crystal Myers Regional Coordinator
ARE YOU ISSUING THE CORRECT VERSION OF THE RECORD • The State Office amends and corrects over 50, 000 records every year • State File Numbers • Adoptions
ARE YOU ISSUING THE CORRECT VERSION OF THE RECORD • Amendments • Court Ordered Changes • Paternity Acknowledgements
WHAT ARE THE RISKS OF SWAPPING, SHARING, OR SELLING BIRTH SECURITY PAPER? • Serial numbers on the birth security paper are assigned to your county office and no one else. • Assignment of specific paper is one way we ensure security and fraud prevention.
DEATH CERTIFICATES FROM CUSTODIAL COPIES • Less than 1% of death records are changed. • This amount of accuracy makes it safe to issue and share custodial copies with neighboring counties. • The death certificates are printed on the blue-green basket weave paper with the registrar seal on the back
DEATH CERTIFICATES ON BIRTH SECURITY PAPER • No – only birth certificates should be printed on the bar coded security paper. • The death certificates are printed on the blue-green basket weave paper with the registrar seal on the back
THANK YOU!
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