Texas Register

RULE §181.28Instructions and Requirements for Issuance of Certified Copies of Vital Records by the State Registrar, Local Registrar, or County Clerk
ISSUE 07/16/2004
ACTION Final/Adopted
Preamble Texas Admin Code Rule

(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 four styles:

      (i)a standard certified abstract;

      (ii)a wallet-sized certified abstract;

      (iii)a typewritten 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

      (iv)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);


    (D)date of birth;

    (E)state, and city or county of birth;


    (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);


    (D)date of death;

    (E)date of birth;

    (F)state, city or county of death;


    (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 features:

  (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)a copy void pantograph - the word void appears when the document is photocopied;

  (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)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.

(e)Record retention. A record of the date issued, document number, name and address and form of identification to whom issued shall be made and maintained for a period of three years from the date issued. The application form, with the document number inserted, used to apply for a record will fulfill this requirement.

This agency hereby certifies that the adoption has been reviewed by legal counsel and found to be a valid exercise of the agency's legal authority.

Filed with the Office of the Secretary of State on July 2, 2004


Susan K. Steeg

General Counsel

Texas Department of Health

Effective date: July 22, 2004

Proposal publication date: March 26, 2004

For further information, please call: (512) 458-7236

Next Page Previous Page

Link to Texas Secretary of State Home Page | link to Texas Register home page | link to Texas Administrative Code home page | link to Open Meetings home page