Information for Local Issuance Offices

It is the responsibility of the State Registrar to maintain a statewide system of vital statistics, including the electronic registration and certification of all births and deaths that occur in Minnesota according to Minnesota Statutes, sections 144.211-144.227, and Minnesota Rules, chapter 4601.

This website is dedicated to providing information to local issuance offices about vital records in Minnesota.

What's New?

2014 Vital Records Training for County Issuance Professionals
The Minnesota Department of Health, Office of Vital Records (OVR), offered 10 vital records training sessions in September and October 2014 and trained more than 200 county vital records staff members throughout the state.

The 3.5 hour sessions provided information about the vision for vital records; paternity establishment and documentation; data practices; tangible interest; certificate paper; security and fraud prevention; and new reporting options.

The slides from the presentation are posted. In addition, OVR has clarified information that was shared at sessions so that all can read and have the final responses. Both documents are available through the links below:

2014 Vital Records Presentation (PDF: 1.3MB/100 slides)

2014 Post-Training Clarifications (PDF: 206KB/2 pages)

MR&C Update – effective July 1st
To improve system security, MR&C birth, death, and fetal death record search returns will change. Summaries will be automatically viewable only when a search results in one record.  Search results that potentially identify more than one record will display a list of all records matching the search criteria. The summary screen will display only after the user selects a record by clicking on the subject name.

  • PROCESS CHANGE – The record summary screen will be automatically viewable only when a search results in a single record. Searches with more than one result will require the user to select the appropriate record from a list before the summary screen will be viewable.

State file numbers can be entered in upper or lower case. (e.g. 2014-mn-000000). A recent table upgrade temporarily forced  users to enter upper case state abbreviations; this flexibility has been restored. You may not notice a difference, only certain users were affected.

  • PROCESS CHANGE – probably none for most users.

Security Paper for Birth and Death Certificates
The Minnesota Department of Health contracts with a vendor to supply security paper that meets strict requirements for printed vital record certificates. The contract assures that the Office of Vital Records and all Minnesota county issuance offices use the same paper so that all vital records certificates are uniform regardless of where they are printed and issued.

Counties place orders directly with the vendor by using an order form and following instructions.