Required Identification and Procedures to Order Certificates

ORS 432.380(2)(a) states that an applicant for a certified copy of a vital record shall submit a signed application, documentation of identity and evidence of eligibility. The law defines documentation of identity as being at minimum:

• Government issued identification that includes a photograph or
  
• At least three forms of identification; or
• Identification submitted through an electronic process adopted by the state registrar by rule.

This law has been in effect since January 2014, but in the past funeral directors have not been consistently asked to provide ID with their orders. We are outlining consistent procedures to ensure that all who work with vital records meet the law.

The State Registrar has approved final procedures outlined in the below memos for funeral home staff and County Vital Records Offices. These procedures are effective January 1, 2023.

• ID Memo – Funeral Home Representatives, dated December 7, 2022
  
• ID Memo – County Vital Records Offices, dated December 7, 2022
• ID Frequently Asked Questions
  
• Funeral Home Order Form for Death Certificates (updated)
• Link to OVERS Guide for Oregon Counties for information on how to save ID documents in OVERS (see p. 43)
  
  

If you have questions regarding identification requirements or procedures, please contact CHS.PartnerServices@oha.oregon.gov.