Page 28 - Guilford County ROD Process Reengineering

Appendix A.2 – Vital

Records: Online Subprocess

As a customer identifies the need for a birth certificate, death certificate, or marriage license,

they will navigate (or be directed from the guilfordcountync.gov site) to NCVitals.com.

NCVitals.com is a customer-facing site to facilitate the request of vital records. The

NCVitals.com site is integrated and managed by the vendor, BIS. Within the ncvitals.com portal,

customers are asked to provide information for the vital record document request. Payment

information is obtained in the ncvitals.com portal with the document request. Once the request is
DRAFT
completed, the ncvitals.com program will log the request for processing.

Daily, ROD Vital Records personnel will access all record requests via the ncvitals.com program

(B01). The record request obtained from the ncvitals.com has the requester info and document

info along with copy of identification and credit card information. ROD Vitals Records personnel

print a ‘return to mailing’ label based the information the customer provides through the

ncvitals.com program (B02). A confirmation sheet containing the customer’s information is

printed for documentation (B03).

The ROD Vitals Personnel will review the customer online request for completeness and

accuracy to ensure the appropriate documentation and other requirements are fulfilled (B04).

Personnel will also check BIS to ensure the document request is available for purchase. If the

request is complete and the document is available, the ROD Vitals Personnel will accept the

request in the NCVitals.com program. Note if the request is declined, the Vitals Personnel will

decline the request in the NCVitals.com program and notification of the rejection will be sent to

the customer via the NCVitals.com program (B04a). Once the request goes through as accepted,

the Vitals Records personnel confirms the corresponding fees and the customer credit card stored
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