Information for Local Issuance Offices
The Office of Vital Records oversees and maintains a reliable statewide system to register, certify, and report vital events. The office works with important partners such as hospitals and funeral establishments to document births and deaths. The state, together with local county vital records offices, provides customer service and assures that birth, death, and fetal death certificates, and other vital record documents, are issued conveniently and without delay.
Our work informs public health and improves lives. Together, we make a difference!
The Office of Vital Records and the Minnesota Department of Health will be closed on November 26th and 27th for the Thanksgiving Holiday.
October 29, 2015:
Security paper ordering clarifications and instructions for reporting paper problems
If you are authorized to order paper for your office, please be sure that your office establishes an account with Northstar. Northstar requires all businesses to complete a credit application to establish an account before they will fulfill your order and invoice your office.
Northstar recognizes that government agencies differ from other businesses. Northstar requires that all offices complete a one-time Customer Application (PDF: 96KB/4 pages) to set up purchasing and billing information. Complete only the highlighted fields in the upper portion of the Northstar credit application as shown in the Northstar_account_setup (PDF: 198KB/2 pages) and have an authorized representative sign the application.
If your office requests a tax exemption, your office will need to complete the “Blanket Resale/Exemption Certificate”. See the second page of the Northstar_account_setup.pdf or see the Northstar Customer Application above. Please review these documents if your office has not completed the credit application. If you still have questions about the credit application, email Rhonda Taylor at firstname.lastname@example.org.
Once the customer application is approved by Northstar, your office can order paper. Please use the State of Minnesota Vital Record Order Form (Interactive PDF: 209KB/1 page) to place an order via email.
When you submit your order to Northstar, be sure to copy to the Office of Vital Records at email@example.com. Keeping the Office of Vital Records in the communication loop protects you, helps monitor contract deliverables, and informs the state for security best practices.
If you experience a problem related to security paper, please report the problem to the Office of Vital Records. Staff at the Office of Vital Records act without delay in addressing and resolving paper problems.
The Office of Vital Records needs your help in documenting all issues. Report problems so that they can be resolved quickly to prevent future issues. Report problems so that documentation and data about performance and quality are available when the Office of Vital Records assesses Northstar’s service delivery and product quality as they relate to contract deliverables and contract extensions.
Please report problems by completing the new Security Paper Damage and Problem Report (Interactive PDF: 145KB/1 page) form. Email the completed form to firstname.lastname@example.org. Staff at the Office of Vital Records will follow up reports and work diligently to resolve all problems and issues that you report.
October 22, 2015:
Vital record paper ordering instructions
See the full announcement
Vital record paper ordering instructions and contract information sent on October 22, 2015.
2015 Vital Records Training for County Issuance Professionals POSTPONED
The training package originally planned for release in October has been postponed.
The Office of Vital Records (OVR) will apply an innovative approach to the required annual training for county issuance professionals. Instead of the traditional class-room/lecture style trainings offered regionally, OVR plans to meet statewide educational needs by introducing a training package that:
- combines self-assessment with independent training
- collects information about each county issuance office and the staff
- provides new information and updates on policies and procedures
- allows flexibility with time to complete the training and submit data while never leaving the office
This approach will reduce costs, eliminate travel time for everyone, and maximize resources. It will satisfy the training requirements and goals and provide data to inform future trainings and inspire new learning opportunities.
Field Services staff will use the data collected through this new approach to create new county issuance training to meet both new and advanced user needs. Check back for updates about county and local issuance training.