electronic marriage registration system - oregon · original document 8 ½ x 14 document encrypted...
TRANSCRIPT
![Page 1: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/1.jpg)
Center for Public Health Practice,
Center for Health Statistics
Electronic Marriage Registration
System
2016 Oregon Association of County Clerks Mid-Winter Conference
February 2nd 2016
Presenters:
Krystalyn Salyer
Karen Cooper
Steve Taylor, Helion Software, Inc.
Jennifer Woodward
Salem Convention Center, Salem Oregon
![Page 2: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/2.jpg)
Center for Public Health Practice,
Center for Health Statistics
2
Agenda• Electronic Marriage Registration System (EMRS)
– What is the Marriage Feed?
– Overview and Benefits of using the Marriage Feed
– Updated Timeline
– Your Three Options
– Helion Information
– Security
– Paper Record Process
• Quality Assurance of Marriage Records at State
• Question & Answer Session
![Page 3: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/3.jpg)
What is the Marriage Feed?
• A method to securely send the record of
marriage data and certificate images from each
county’s Helion system directly into OVERS as a
“Marriage Feed.”
• Works with your Helion systems
• Secure
• VoluntaryCenter for Public Health Practice,
Center for Health Statistics
3
![Page 4: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/4.jpg)
Benefits of the Marriage Feed
• Move from paper-based system to
electronic
• Timeliness
• Avoids duplicate entry
• Better quality marriage information
• More secure than mail
• Better quality images
Center for Public Health Practice,
Center for Health Statistics
4
![Page 5: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/5.jpg)
Change in Project Timeline
Center for Public Health Practice,
Center for Health Statistics
5
Marriage, Divorce & Conversion
Project Timeline
Feb 2016 May 2016 Jun – July 2016 Aug 2016 July 2017
County Clerks
Conference
Presentation
Feb 2016
OVERS Marriage
Feed Contract
Executed
Rollout
Marriage
Feed
Pilot
Marriage
Feed
Project End – All
County Clerks Offices
Who Opt in Sending
Electronic Marriage
Records
OVERS
15.2.2
Release
![Page 6: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/6.jpg)
6
What Are Your Options?
Center for Public Health Practice,
Center for Health Statistics
![Page 7: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/7.jpg)
Options
Three options will be offered to counties to
send in a marriage record to the state:
1.Paper
2.Electronic option A
- scanned (8 ½ by 11) certificate image
3.Electronic option B
- scanned (8 ½ by 14) certificate image
Center for Public Health Practice,
Center for Health Statistics
7
![Page 8: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/8.jpg)
Potential Future Option???
Center for Public Health Practice, Center for
Health Statistics
8
![Page 9: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/9.jpg)
Paper Option
• Send marriage record through the mail
9
Center for Public Health Practice,
Center for Health Statistics
![Page 10: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/10.jpg)
Electronic Options A & B
Marriage Feed Minimum Data Requirements:
– Party A and Party B Names
– Party A and Party B Legal Names at Birth
– Party A and Party B Sex
– Party A and Party B Birthplace
– Marriage Licensing County
– Date of Marriage
– County where Marriage occurred
– Party A and Party B Race/Ethnicity (confidential item)
– Party A and Party B Social Security Number (confidential item)
Center for Public Health Practice,
Center for Health Statistics
10
![Page 11: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/11.jpg)
Electronic Option A (8 ½ by 11)All requested minimum marriage data items (including confidential)
are sent through marriage feed the along with the 8 ½ by 11 image of
the marriage record
Minimum Entered
Electronic
Data
Elements
(includes confidential)
Center for Public Health Practice,
Center for Health Statistics
11
![Page 12: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/12.jpg)
Center for Public Health Practice,
Center for Health Statistics
12
Minimum Entered
Electronic
Data
Elements
(excludes confidential)
Electronic Option B (8 ½ by 14)All requested minimum marriage data items (except confidential) are
sent through marriage feed the along with the 8 ½ by 14 image of the
marriage record
![Page 13: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/13.jpg)
Helion Discussion:
Center for Public Health Practice,
Center for Health Statistics
13
• Gathering confidential information
• Keying ceremony information
• Methods for transferring
![Page 14: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/14.jpg)
14
Option A: Confidential
- Confidential information is entered by the customer or county staff and included in the state upload
- Data is encrypted in the database and is scheduled for automatic removal after successful transmission
Data is entered by the county staff when the license is issued
Data is entered by the customer during the application process (online or in-office)
Database
Encrypted
or
![Page 15: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/15.jpg)
15
ClerkRecords
Storage for State Transfer
8 ½ x 14 DocumentOriginal Document
Encrypted
Cro
p
Option B
- County does not store confidential information
- User scans the full legal-size document
- The letter size portion of the image is auto-cropped and stored in County Clerk records
- The full legal-size image is encrypted for transmittal to the state and later destroyed from County Clerk’s database.
![Page 16: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/16.jpg)
16
When the license is returned and scanned, Batch Scanning will display key elements for quick entry of ceremony information.
![Page 17: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/17.jpg)
17
StateRecords
Index Information
XMLDocument
Encrypted Transfer
Storage for State Transfer A process can be run on-demand to
display all licenses that are ready to be uploaded to the state. The user can review the list of licenses and proceed when ready. This process
can also be automated nightly.
Scanned Image
![Page 18: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/18.jpg)
18
If a problem occurs when submitting a license to the state, a message will be stored in the system and displayed to the user. In an automated configuration, an email will be sent from the Helion system to the appropriate county staff.
If the state successfully receives the record, but has a concern about the quality of the record, an email will be sent directly from the state to the appropriate county staff.
What if the transfer fails?
![Page 19: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/19.jpg)
19
Focus Group
![Page 20: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/20.jpg)
Secure Creation & Transmission of Marriage Feed
Center for Public Health Practice,
Center for Health Statistics
20
![Page 21: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/21.jpg)
21
Center for Public Health Practice,
Center for Health Statistics
![Page 22: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/22.jpg)
22
Center for Public Health Practice,
Center for Health Statistics
![Page 23: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/23.jpg)
23
Center for Public Health Practice,
Center for Health Statistics
![Page 24: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/24.jpg)
24
Center for Public Health Practice,
Center for Health Statistics
![Page 25: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/25.jpg)
25
1. Data will be encrypted
2. SSL Package will request to deliver
3. IP Address & Credentials will be checked
4. State firewall will open to accept delivery
5. Correct security keys required to open
Center for Public Health Practice,
Center for Health Statistics
![Page 26: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/26.jpg)
Center for Public Health Practice,
Center for Health Statistics
26
OVERS
(Oregon Vital Events Registration System)
![Page 27: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/27.jpg)
What about the Paper? (This year in 2016)
• Every county sends in their paper records for all
marriages occurring in 2016, regardless of
whether you choose to opt in or out.
• This creates a complete year of records during
this transition year.
27
Center for Public Health Practice,
Center for Health Statistics
![Page 28: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/28.jpg)
What about the Paper? (Next year in 2017)
EMRS Counties
– Electronic image will be the State’s record of marriage
under ORS 432.173
– Each county will send paper during their roll-out period to
confirm receipt of each record recorded at the County
Non-EMRS Counties
– Continue to send paper
Center for Public Health Practice,
Center for Health Statistics
28
![Page 29: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/29.jpg)
29
Let’s Review
• The benefits of EMRS
• Updated Timeline
• Your Three Options
• Paper Process
Any Questions?
Center for Public Health Practice,
Center for Health Statistics
![Page 30: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/30.jpg)
30
New Topic:
State’s Review of Marriage Records
Center for Public Health Practice,
Center for Health Statistics
![Page 31: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/31.jpg)
State’s review of marriage ending
Effective 2016, State Vital Records
office will no longer conduct quality
assurance review of marriage records.
Center for Public Health Practice,
Center for Health Statistics
31
![Page 32: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/32.jpg)
Why is the state no longer reviewing
marriage records?• Records are filed as the marriage record under the county authority.
• State has already reduced what is reviewed on records.
• Quality assurance review showed that 99% records completed.
1% of the records had missing information – mostly zip code
• Need to focus state staff and resources in other areas to ensure
timely and quality registration of all vital records.
• Customers who identify missing information will go to the county to
request amendment.
Center for Public Health Practice,
Center for Health Statistics
32
![Page 33: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/33.jpg)
Project Information
Please check our website for this PowerPoint presentation at
https://public.health.oregon.gov/BirthDeathCertificates/RegisterVitalRec
ords/Pages/InstructionsMarriage.aspx
OR call or email:
[email protected] 971-673-0580
[email protected] 971-673-1191
[email protected] 971-673-1197
[email protected] 971-673-1185
Center for Public Health Practice,
Center for Health Statistics
33
![Page 34: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/34.jpg)
Questions?
Center for Public Health Practice,
Center for Health Statistics
33
![Page 35: Electronic Marriage Registration System - Oregon · Original Document 8 ½ x 14 Document Encrypted op Option B - County does not store confidential information - User scans the full](https://reader035.vdocuments.us/reader035/viewer/2022070906/5f7ab9e48c0b036d80464d6f/html5/thumbnails/35.jpg)
Thank you!
Center for Public Health Practice,
Center for Health Statistics
35