Vital Statistics Overview: Kentucky Department for Public Health

The Office of Vital Statistics in Kentucky, managed by Christina Stewart and Jeffrey Sparks, oversees the collection of birth, death, marriage, and divorce records. They uphold a mission to serve the Commonwealth by maintaining vital records, handling public requests, collaborating with stakeholders, and ensuring data protection. Key functions include registration, certification, data requests, and confidentiality. State regulations dictate the duties of the state registrar, emphasizing the proper filing of death certificates. Historical vital records registration trends are monitored closely by the department.

• Vital Statistics
• Kentucky
• Public Health
• Records Management
• Data Security

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1. THE OFFICE OF VITAL STATISTICS OVERVIEW Christina Stewart, State Registrar, Branch Manager Jeffrey Sparks, Administrative Section Supervisor November 6, 2023 Kentucky Department for Public Health

2. Vital Statistics Enacted Collection of Birth and Death records began in 1911. Collection of Marriage and Divorce records were centralized in 1958. Births Established Marriages Divorces Stillbirths Deaths Foreign Kentucky Department for Public Health 2

3. Vital Statistics Mission Vital Statistics performs four (4) distinct core functions for the Commonwealth. Vital Records Vital Statistics Public Requests Collaboration Protection Kentucky Department for Public Health 3

4. Core Functions Registration/Certification Amendments and Corrections Preservation Vital Records Public Requests Certificate Issuance Data Requests Protection and Security Confidentiality Shared Appropriately Protection Valid Collection Data Quality and Accuracy Timely and Ongoing Collaboration Kentucky Department for Public Health 4

5. KRS 213.031 Duties of state registrar Administer and enforce the provisions of this chapter and the administrative regulations issued hereunder; issue instructions for the efficient administration of the system of vital statistics; direct the system and Vital Statistics Branch and be custodian of its records; supervise the activities of all persons when they are engaged in the operation of the system; and conduct training programs to promote uniformity of the system's policy and procedures throughout the Commonwealth. Kentucky Department for Public Health 5

6. KRS 213.076 Certificate of death shall be filed A certificate of death or a provisional certificate of death for each death which occurs in the Commonwealth shall be filed with the Cabinet or as otherwise directed by the state registrar Kentucky Department for Public Health 6

7. Historical Vital Records Registration Trend YTD through September 2023 Birth Death Marriage Divorce 151,366146,431152,226148,787 148,557 150,502155,542151,635 151,140147,185144,090 146,338154,359151,816 160,000 140,000 107,791 120,000 100,000 80,000 60,000 40,000 20,000 0 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2009 2023 Average 150,000 per year Kentucky Department for Public Health 7

8. Deaths Registered by Year YTD through September 2023 70,000 59,899 57,298 60,000 55,064 49,029 48,650 47,977 47,529 47,272 50,000 44,653 43,506 43,099 42,511 41,053 41,001 40,552 40,000 30,000 20,000 10,000 0 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2023 2009 Average 48,000 per year Kentucky Department for Public Health 8

9. Deaths Registered by Month 2022 6,656 7,000 5,838 5,703 6,000 4,800 4,549 5,000 4,481 4,461 4,279 4,275 4,262 4,152 3,842 4,000 3,000 2,000 1,000 0 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC December January Average 4,775 per month Kentucky Department for Public Health 9

10. 901 KAR 5:025 Kentucky Electronic Death Registration System (KY-EDRS) All certificates of death shall be filed with the cabinet using the Kentucky Electronic Death Registration System. Medical Certifiers and Funeral Directors A medical certifier or funeral director shall register and obtain access to the KY-EDRS. Kentucky Department for Public Health 10

11. KY-EDRS Registration Workflow Funeral Director Collects Demographics Submits Record KY-EDRS Medical Certifier Completes Cause of Death Provisional Report of Death Physician Decedent Coroner Death Record Secured on KY-EDRS Server Staff Audit OVS Receives Submission Completes Registration Completed Submits Record KY-EDRS Customer Pick-Up Mail Orders Certificate / Order Printed Kentucky Department for Public Health 11

12. KRS 213.141 State Board of Elections (5) The cabinet shall notify the State Board of Elections monthly of the name, address, birthdate, sex, race, and Social Security number of residents of the Commonwealth who died during the previous month. This data shall include only those persons who were over the age of eighteen (18) years at the date of death. No fee or compensation shall be allowed for furnishing these lists. Kentucky Department for Public Health 12

13. Death Data Transfer To The State Board of Elections KY-EDRS Electronic Death Registration System (Deaths) Vital Statistics Data Base (Primary) FTP Site File Transfer Protocol State Board of Elections Kentucky Department for Public Health 13

14. Secure FTP Site Kentucky Department for Public Health 14

15. State Board of Elections Data element name First Name Middle Initial Last Name Date of Death Date of Birth SSN Gender Race County City Street Age PDF Y Y Y Y Y Y Y Y Y Y Y Y Data Elements Provided Weekly Kentucky Department for Public Health 15

16. Questions? Jeffrey E. Sparks, Jr Administrative Section Supervisor Quality Assurance Section Office of Vital Statistics JeffreyE.Sparks@ky.gov Christina Stewart State Registrar/Branch Manager Office of Vital Statistics Christina.Stewart@ky.gov https://chfs.ky.gov/agencies/dph/dehp/vsb/Pages/default.aspx Kentucky Department for Public Health 16