Discussing Correct Record Processes

Product Features and Functionality
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Hello Product Council Members!

I would like to invite you to participate in this month’s OpenCRVS Product Council, where we will review Correct records processes where approval is required.

Amending a record (correcting a record) refers to an update being made to a record after registration has taken place, typically because the record contains incorrect information. Amendments are specified and stipulated in the law and are either administrative or judicial procedures. The law stipulates at which administrative level the correction must be made, depending on how much time has elapsed since the event in question was registered. There are a number of reasons for a record to be amended. Examples include material omissions, clerical errors, and judicial orders.

During the product council, we would like to better understand from your experience:

  1. What type of corrections do you allow? What are the most common types of corrections?
  2. Do you allow corrections to all fields?
  3. Who can make corrections to the record?
  4. What supporting documents are requested?
  5. In what cases is higher level approval required e.g. by a State Registrar?
  6. Describe a typical approval process.

Please reply to this message with your comments on how the process is working in your country.

You can also join us on Thursday 6th October 2022 at 9:00 am BST/ 1:30 pm IST/ 11:00 am EAT on this Zoom link please save the date!

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Hello Anne,

  1. There are two “types” of corrections to records;
  • Correction of errors found on a record usually during application for a certificate
  • Re registration - Insertion of the name of a father in a child’s record of birth upon subsequent marriage of the mother and father or upon formal recognition of the child by the father even though he is not married to the mother. This process amounts to correction.
  • The most common request for correction is on name of registrant.(name of child. Usually spelling errors and change of name).

  1. Corrections are allowed on any data point as long as evidence is provided indicating that the existing entry is erroneous and should be corrected.

  2. The Registrar in charge of the Registry filing the record is in charge of all functions in the registry including amendments. The Registrar in charge can make corrections or delegate the role to a Registrar in the registry.

  3. Any document issued by a known authority and which is verifiable should be availed which supports the request for amendment. e.g A National ID to support a request to correct a misspelt name.

  4. All registries function independently in as far as correction of errors is concerned. A Registrar in charge of a registry is authorized to make corrections to any field in any record. However, he/she is may consult the National Office if the request is complex or if the consequences are potentially adverse. e.g request for complete change of names.

daniel

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Thanks for the responses @Daniel. it’s great to learn about the reregistration concept as well.

For the consultation of the national office, thanks for giving the example of the complete name change, it’s definitely worth noting if an entire name is corrected, since that is indeed extreme.

One additional question I might ask, do you charge a fee for any of the above mentioned corrections?

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Yes @Anne_OpenCRVS , a nominal fee of 0.3 USD is charged per field and a maximum of 1USD for any number of changes per record at a time.

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