Vital Records

Vital Records: The Collection Of Records That Detail The Most Important Milestones In A Person’s Life

Disclaimer: This article is solely intended for informational purposes and in no way constitutes legal advice or specific recommendations.

The course of a person’s life may be understood with the help of vital records, which may provide information about the biggest milestones in their life: birth, marriage, divorce, and death.

Of course neither marriage nor divorce are events that are applicable to every person (though likely some members of every person’s immediate family), but documents pertaining to these types of events as well as a person’s birth and death may have the most complete and correct information. Thus, obtaining them may be the most surefire way to confirm a person’s identity and to otherwise know more about them.

What are vital records, and are they public records?

Vital records, otherwise known as vital statistics, are the records that pertain to the most significant milestones in a person’s life: birth, marriage, divorce, and death. The official documents that detail these events are vital records, and are generally maintained at both the county and state levels by an Office of Vital Records (or similarly-named department, depending upon the city and state). This means that the following documents are part of this vast collection:

• Birth certificate
• Death certificate
• Marriage licenses and certificates
• Divorce decrees and certificates

Some states and jurisdictions may include other records as part of the collection of vital records. Such documents may pertain to civil unions and domestic partnerships, naturalization records, and adoption records.

Generally, vital records are considered to be public records, but are not always available to the public because of the sensitive nature of the information often included on such documents, such as Social Security numbers. Therefore, typically, only some excerpt of this information has been made available by states and jurisdictions (though the amount of detail provided varies across different jurisdictions) — not the actual documents that are part of a person’s record. Copies of these documents may only be available to a select number of people, including the person to whom they pertain, direct descendents or the parents of this person, law enforcement officials, lawyers or attorneys, and private investigators.

How can I access vital records?

Vital records (birth, death, marriage, and divorce records) are generally accessible by contacting the local Office of Vital Records (or similarly named department) of the state or other jurisdiction in which those vital events took place, so it can be essential to know where that is in order to contact the correct office. The ability to view copies or obtain certified copies of the documents pertaining to vital records depends on state or local jurisdiction’s laws.

Because the information included in these records is sensitive, a state may place restrictions on who can access them and when. The time frame varies from state to state, so it is advised that you contact the appropriate authorities regarding access to these records. For example, in the case of death records, there is a restriction of access that generally lasts 50 to 100 years after the death of an individual, depending on the state. After the amount of time dictated by the state, anyone may be able to obtain copies of a given death certificate.

However, if you are the person whose vital records you are looking for, you may be able to obtain additional or replacement copies of these documents and certificates under the condition that you are able to provide proof of identity, and that you pay a fee.

Other people who may be able to request certified copies of vital records are immediate family members such as parents or children, law enforcement officials, lawyers, and estate executors, depending on the situation and circumstances.

However, you may have the option to request an “informational” copy. On this copy, a person’s personal and sensitive information has been removed. Genealogical researchers may be able to obtain such documents. Additionally, online resources like death indexes may also include basic information about individuals that are available to the public.

Requesting copies of vital records

If allowed access to a person’s vital records, you may be able to request a certified copy of some of those documents in one of three ways: online, in person, or by mail. You may be able to order these copies from the state agency, or you may be directed to the county or city where the records are kept. Regardless of the method you choose, you may need to provide proof of your relationship to the person whose records you are requesting access, as well as their information, such as their name, and the date and city where the vital event occurred. If you are requesting copies of your own records, you are generally required to provide proof of identity.

If you are still unsure of how to obtain copies of vital records, simply contact your state or city’s vital records office.

You may also be able to access certified copies of vital records through third-party services if the state allows that third party agency to access these records for the public.

Why are certified copies of vital records necessary to have?

Certified copies of the certificates and other documents that are part of a person’s vital records are often helpful, vital and even necessary to have on hand.

Your own records

Birth Certificate: This document is the first legal proof of identity, as it is issued mere weeks after the birth of a child. It can be used for the following:

• Applying for a passport;
• Applying for government benefits;
• Enrolling in some schools;
• Joining the military;
• Claiming pension, stock shareholder or insurance benefits;
• Getting your driver’s license;
• Getting a replacement Social Security card;
• Getting married or divorced; and
• Completing various DMV-related tasks, such as changing your name on your driver’s license or registering a vehicle.

Marriage Certificate: This is the document that is legal proof of your marriage and your name change, if applicable. It also allows you to access spousal benefits. It can be used for the following:

• Obtaining insurance;
• Getting retirement or Social Security benefits; and
• Being granted alimony in the event of a divorce.

Divorce record: This is the proof that you are divorced and you may be required to provide it should you want to:

• Get remarried;
• Legally change your name;
• Change your name on official documents such as your driver’s license, ID, vehicle title and registration, new SSN card;
• Participate in other legal transactions; and
• In many states, applying for a duplicate driver’s license or identification card requires that you provide proof of divorce.

A loved one’s records…

Death Certificate: This is the last legal record detailing the life of an individual, and proves that this person has died. It may also include vital personal information. If you are the loved one of someone who has passed away, you should have copies of their death certificate on hand to:

• Settle life-insurance policies, insured loans, union benefits, stocks and bonds, and credit card or credit union debts;
• Handle vehicle-related matters, such as transferring vehicle titles and changing registration names;
• Receive survivor benefits such as Social Security payments;
• Gain access to the deceased’s bank accounts or close them; and
• Settle an estate or executing the will of the deceased.

Errors in vital records and changing personal information

Errors caught on official certificates that are part of a person’s vital records should be rectified as soon as possible. Generally, this can be done by contacting the government body maintaining the record in question. You may be be able to file paperwork to initiate the change upon providing evidence of the error. The process to amend a vital record varies state-by-state and by type of record.

For more information, please visit:
Birth records
Marriage records
Divorce records
Death records