| (a) Birth certificates.
(1) The State Registrar, Local Registrar, or county
clerk shall issue only two types of certified copies:
(A) a full reproduction of the legal portion of the
original record as filed in their office with any addendum(s); or
(B) an abstract of birth facts, taken from the original
record. Probate records and delayed records may not be abstracted.
An abstract shall be issued in one of three styles:
(i) a standard certified abstract;
(ii) an electronic or computer generated certified
abstract prepared in accordance with Health and Safety Code, §192.005
or §192.011, or when the condition of the original record does
not permit full reproduction; or
(iii) an heirloom style certified abstract which may
only be issued by the State Registrar.
(2) Each certified copy of a record, or abstract of
birth facts, shall be issued over the signature or facsimile thereof
of the officer to whom the record is entrusted, and shall bear the
seal of their office, and a statement of certification:
(A) either as a part of the custodian's files; or
(B) as authorized to be issued from the State Registrar's
file.
(3) All certified copies of birth records shall include
the following information, if known:
(A) state or local file number;
(B) given name(s);
(C) surname;
(D) date of birth;
(E) state, and city or county of birth;
(F) sex;
(G) father's name;
(H) mother's maiden name;
(I) date of filing;
(J) date certified copy issued;
(K) certification statement;
(L) signature or facsimile signature of the custodian;
and
(M) the seal of their office.
(b) Death certificates.
(1) The State Registrar, Local Registrar, or county
clerk shall issue only two types of certified copies:
(A) a full reproduction of the original record and
any addenda as filed in their office; or
(B) a certified abstract of death facts, taken from
the original record.
(2) All certified copies of death records shall include:
(A) state or local file number;
(B) given name(s);
(C) surname;
(D) date of death;
(E) date of birth;
(F) state, city or county of death;
(G) sex;
(H) date of filing;
(I) date certified copy issued;
(J) certification statement;
(K) signature or facsimile signature of the custodian;
and
(L) the seal of their office.
(c) Security features. No certified copy or abstract
shall be issued unless the issuing office provides security features
in the paper used for issuance. Each sheet or document shall be made
on paper which contains as a minimum the following security features
in accordance with the security standards adopted by the State Registrar:
(1) consecutive numbers - documents that contain sequential
numbers for control purposes;
(2) background security features - a repetitious design
consisting of a pattern that hinders counterfeiting efforts;
(3) security thread - micro printed polyester thread
that is introduced into the paper during the forming process so that
the thread is embedded and is an integral part of the paper;
(4) an engraved border - a border that is produced
from engraved artwork containing images from fine lines to very complex
patterns;
(5) microline printing or security thread - a line
of small alpha characters in capitol letters that requires a magnifying
glass to read;
(6) sensitized security paper - paper that is reactive
to chemicals commonly used to alter documents;
(7) prismatic printing - a rainbow printing that is
used as a deterrent to color copying;
(8) erasable fluorescent printing - fluoresces under
ultraviolet light and reacts to any attempt to erase in such a manner
as to be immediately detectable;
(9) non-optical brighteners - paper without added optical
paper brighteners that will not fluoresce under ultraviolet light;
(10) complex colors - colors that are developed by
using a mixture of two or more of the primary colors (red, yellow
and blue) and black is required;
(11) intaglio printing - the printing process in which
the paper is firmly pressed into the inked engraved plate. Once the
paper is removed, the ink sticks to the top of the paper, creating
a texture that can be felt with your fingers;
(12) latent image - designs in the engraved border
that contains hidden images that appear only when viewed from a prescribed
angle to a light source. The intaglio process can print these images;
(13) watermark - a three-dimensional graphic element
molded into the paper in a continuous pattern during the paper manufacturing
process.
(d) Other permitted security features. Other security
features such as, but not limited to the following, may also be incorporated
in the paper used:
(1) security laminate - a plastic laminate is placed
over printed information as to reveal any attempts to alter the printed
material; or
(2) a copy void pantograph - the word void appears
when the document is photocopied.
(e) Record retention. An electronic record or paper
application that includes the date issued, document control number,
name, address and signature, and a photocopy or facsimile of the form
of identification to whom the record was issued shall be made and
maintained for a period of three years from the date issued.
(f) The Vital Statistics Unit will develop standards
for procurement parameters regarding the purchase and distribution
of the issuing medium for birth certificates, including paper.
(g) The Vital Statistics Unit will explore options
regarding establishment of a central database for the issuance of
certified copies and abstracts of birth certificates by State and
Local Registrars.
(h) The Vital Statistics Unit will develop standards
to limit access to archived paper birth certificates and set standards
for the paper used to print certified copies and abstracts of birth.
(i) Properly Qualified Applicant Acceptable Documentation.
(1) In accordance with Health and Safety Code, §191.051,
"Certified Copies," all lobby and mail-in applications submitted to
obtain certified documents must meet the guidelines set out in this
rule.
(2) All applicants for certified documents must present
proof of identity acceptable to the State Registrar.
(3) All requests for certified documents must be submitted
on a state-approved application or in a format that is acceptable
to the State Registrar.
(4) All lobby and mail-in applications submitted to
obtain certified documents must contain the applicant's signature.
(5) All applicants must sufficiently identify the vital
record that is of interest at the time of request.
(6) All primary identification documents must have
a United States issuance origin.
(7) All identification documents must be verifiable
by the source that issued the document.
(8) The Vital Statistics Unit shall retain a photocopy
of all documents submitted and accepted as proof of identification
in accordance with the retention period in subsection (e) of this
section.
(9) All applicants must present identification consistent
with the following identification requirements:
(A) primary identification outlined in paragraph (10)
of this subsection; or
(B) secondary identification reflected in paragraph
(11) of this subsection; and
(C) supporting documentation stated in paragraph (12)
of this subsection.
(10) Primary Identification.
(A) Primary Identification documents do not require
supporting instruments, unless otherwise specified.
(B) All acceptable Primary Identification documents
must be current and valid.
(C) The applicant's identification must contain the
applicant's name and photograph that establishes the applicant's identity.
(D) Acceptable forms of Primary Identification:
(i) Driver's License;
(ii) Federal or State Identification card;
Cont'd... |
