Page 25 - Guilford County ROD Process Reengineering

Appendix A.1 – Vitals

Records: Mail Subprocess

Customers can request certified or uncertified copies of birth, marriage, or death records

via the mail. Once the mail request is received into the office, it is opened and dated (A01). Note

ROD Vitals Records personnel will process any express type mail first. Personnel will review the

information sent from the customer and make sure the customer is a proper person as stated in

General Statute 130A-93 that is able to receive the copy if the request is for a certified record. All

persons can obtain an uncertified copy of any birth, marriage, or death record. If the customer
DRAFT
wishes to obtain a certified copy, they will be required to provide photo identification. The

customer usually sends a copy of the photo identification along with the request.

All customer requested vital records are processed and retrieved via the BIS system (A02).

Vitals Personnel will input the customer request information in BIS to process the vitals request.

The ROD Vital Records personnel will:

check for all required customer information in the request;

reconcile the amount of money sent to the fees associated with the
document(s) requested;

Search for the requested record in BIS under the name and date
given;

Ensure the birth records are filed with the state vital records; and,

Check for a copy of photo identification (A03).

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