Unpacking Certified Copies

Hello Product Council,
On the 23rd of November 2022 at Noon EAT on this Zoom link, we invite you to participate in our next session where we will have a deep dive into Certified Copies. Issuing certified copies (printing a copy of vital event record data as certified by the registration office) remains a very important function of civil registration .
During the session the team will showcase a demo of our understanding of the process and would like to get your feedback on the process and the questions below:

  1. Is our definition of Certified copy accurate to your country? If No, why not?
  2. Who can issue a certified copy?
  3. For what reasons would you need a certified copy? Why is a birth certificate not sufficient?
  4. In the future do you see a need for paper-based certificates and copies? How can we go fully digital?
    Join us for this engaging discussion on this Zoom link. We encourage you to post your comments in advance by replying to this message so we can get started on the discussion.
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To help us understand the requirements further.

It would be very helpful if you could share an example of the template paper that you print a certified copy onto (the security paper). Or an example of a certified copy with PII redacted of course.



We continue to appreciate your participation in the product council sessions. Following the meeting, here are some key highlights:

  1. Often, there is a short-form and long-form version of the record printed as a certified copy

  2. The short form is a partial copy of the vital event - doesn’t contain sensitive information such as the cause of death

  3. Long-form is a complete copy of the vital event record

  4. In some countries, their certificate (short form) contains sufficient information for all use cases e.g. includes the child’s and parent’s details, so a long form (a complete record) is not required

  5. We must check the identity of the individual requesting a certified copy and audit the issuance.

  6. Often, the first copy is free, and subsequent certified copies printed have a fee. This must be a configurable option

  7. Some countries use control numbers to track the issuance of certificates printed on security paper. This must be a configurable option.

  8. Many countries are adding a QR code to the certified copy that can be verified. This is currently being built in OpenCRVS and linked to ongoing research into a digital verifiable credential.

  9. Paper-based copies will still be in high demand for as long as there are connectivity and coverage challenges in the continent

Click the link here to access the recording.