A vital records office is a state or county-level institution that files, issues, preserves, protects, and amends copies of vital records. They’re sometimes called the Bureau of Vital Statistics, the Bureau of Vital Records, or the County Clerk’s Office.
Vital records are kept under governmental authority and record events from an individual’s life. They usually include personal information, such as:
- Full names
- Dates
- Locations
- Parent information
- Spouse information
What Documents do Vital Records Offices Handle?
Vital records offices handle critical, private documents that certify a person’s identity and US citizenship. These include:
Some vital records office jurisdictions also keep and issue records of domestic partnerships or civil unions, including their termination.
Vital records offices in each state or county maintain local birth and death records, but this was not nationally standardized across the United States until the 1930s.
State VR offices may not have extensive data before this point, though earlier records may exist at local county vital records offices.
Civil Registration and Accessing Copies of Vital Records
You can only request a copy of a record from the vital records office in the state or county where it was issued. For example, you can only order a replacement copy of a birth certificate from the state or county where the child was born.
This can be done online, by mail, or in person, as long as you meet the requirements to apply. Usually, copies of vital records can only be ordered by the person named on the certificate or close family members, for privacy reasons.
Once the replacement or extra copy of the vital record is issued, it will be mailed to your preferred address. In some cases, vital records offices can process and issue in person applications on the same day.
Modernizing access to vital records
It's now standard practice for vital records offices to use electronic registration systems to manage civil data. These digital archives allow for faster amendments and secure preservation against physical loss.
Even though the filing method has changed, vital records are still the main legal proof of identity in the US. For that reason, each office has strict rules on accessing copies of these documents. Call your nearest office to find out what’s needed.
Local Vital Records Offices
Local vital records offices usually operate under the jurisdiction of the county health department or the register of deeds. Nowadays, most US jurisdictions have successfully integrated with the National Center for Health Statistics through interoperable electronic systems.
This allows faster identity verification, so certified records that meet modern federal security standards for REAL ID and passport applications can be issued more efficiently.
Before traveling to a vital records office near you, it’s best to call ahead to check the filing options and requirements. Here’s a list of the most searched states for vital records office details:
- Arkansas
- California
- Florida
- Georgia
- Illinois
- Kentucky
- Michigan
- Mississippi
- New Jersey
- New York
- North Carolina
- Ohio
- Pennsylvania
- Texas
- Virginia
If you need to find the nearest vital statistics office, check our vital records offices locator.
