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Key Elements of Civil Registration Systems

Learn about the essential features and characteristics of a functioning civil registration system, including vital events that need to be registered and the necessary components to ensure accuracy, confidentiality, and public service. Explore the legal provisions, civil administration infrastructure, and importance of population participation in maintaining vital records.

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Key Elements of Civil Registration Systems

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  1. Characteristics of the civil registration and vital event to be registered

  2. Two parts Essential features of a functioning civil registration system Vital events to be registered Presentation parts

  3. Essential features – functioning civil registration • Essential characteristics of civil registration: - Universality • Registering all events • For all areas and subdivision • For population temporarily abroad - Continuity • Constant recording not limited by time - Permanence • Existence of a stable administration - Compulsory nature • Compliance, enforcement, penalties - incentives

  4. Essential features – functioning civil registration • Necessary features (components) • Law • Civil administration infrastructure • Population participation • Service to the public • Ensuring confidentiality • Checks and balances

  5. Essential features – Law • Provisions on: • Definitions of events • Civil registration infrastructure • Uniformity • Confidentiality • Develop guidelines • Overseeing • Sphere of competence • Events to nationals

  6. Essential features – Law • Provisions on: • Registers of births, deaths, marriages and divorces • Amendment of records and proof of registration • Statistical reports • Inspection and penalties • Funding

  7. Essential features – Law • Re-visiting the law • Initiating ad-hoc committee consisting of • Major users • Law practices • Statistics • Public health • Electoral administration • Education and planning • Public at large • Producers • Registrars • Goal • Assess the suitability of current provisions • Meeting the needs of public, use of contemporary technologies

  8. Essential features – Civil administration infrastructure • Centralized system • Central agency • Directing • Coordinating • Monitoring • Administrative and technical direction • Inter-governmental coordination • Decentralized system • Major civil division level • Harmonization • Uniformity

  9. Essential features – Civil administration infrastructure • Local registrar • Crucial component of the system • Full time employment • Civil servant • Legal knowledge • Responsibilities • Recording registrable events • Compliance with the law • Checks accuracy of data • Preservation and custody of records • Interaction with the public • Statistical reports • Certified copies • Maintain confidentiality

  10. Essential features – Civil administration infrastructure • Local registrar support • Registrar handbook • Mini-handbooks for specific topics • Newsletters • Training • National associations • Local registrar support Oversight

  11. Essential features – Population participation • Another crucial link • Necessity of documents • Mandatory reporting and enforcement • Public campaigns • Midwives, pamphlets in hospitals • Village meetings • Schools • Local registrar • Letter of congratulations • Letter of condolences • Incentives

  12. Essential features – Service to public • Diversified services • Keeping the records • Issuing certified copies • Facilitating access • Research, scholars • List of favorite (most frequent) names • Apply new technologies

  13. Essential features – Ensuring confidentiality • A must • Ensuring non-disclosure of information • Procedures • Physical protection • Backup protection • Time lag for releasing the records • Defining the authorized persons

  14. Essential features – Ensuring confidentiality • Continuous • As part of regular civil administration procedures • Inspectors • Overseers • Public complaint mechanisms • Quality control (in detail elaborated tomorrow, pls. see agenda)

  15. Essential features – Vital events • Live birth • Extraction or expulsion • Product of conception • Breathes or shows evidence of life • Duration of pregnancy irrelevant • “Foetal death” • Death prior to the complete expulsion • “early foetal deaths” – less than 20 weeks • “intermediate foetal deaths” – 20 – 28 weeks • “late foetal deaths” – 28 weeks or more

  16. Essential features – Vital events • Death • Permanent disappearance of life • Marriage • Act, ceremony, process • Legal relationship • Civil, religious or other • Divorce • Final dissolution of a marriage • Annulment • Invalidation or voiding of a marriage • Never been married to each other

  17. Essential features – Vital events • Judicial separation • Disunion of married couple • Adoption • Legal and voluntary taking and treating a child as one’s one • Legitimation • Formally investing a person with the status on child born in wedlock • Recognition • Legal acknowledgment of the maternity and paternity of the child

  18. Essential features – Vital events • United Nations puts a high priority on developing systems to register • Live Birth • Foetal death • Death • Marriage • Divorce

  19. Essential features – Summary • International standards and guidelines • National circumstances • One of workshop goals: assessing the implementation in ESCWA region • Formulate a plan to improve • Establish milestones

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