Effective Dates: 2/28/2025 - Present

Identification Number:
GN 00312 TN 13
Intended Audience:
Originating Office:ORDP OISP
Title:GN 00312.318 The Philippines - Vital Statistics Records
Type:POMS Full Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM

Part GN – General

Chapter 003 – Evidence

Subchapter 12 – Sources of Vital Statistics Records outside the U.S.

Transmittal No. 13, 02/28/2025

Originating Component

OISP

Effective Date

Upon Receipt

Background

This transmittal provides more information about the Philippines Statistics Authority (PSA) and that it replaced the National Statistics Office (NSO).  We explain the PSA continues to issue both PSA and NSO certificates as neither type of certificates expire.  The transmittal adds an instruction about not accepting Filipino civil registry documents (CRDs) with certain serial numbers because they are fraudulent. Publishing the transmittal will enable us to archive the Emergency Message, EM-20009 SEN - Stolen Philippine Statistics Authority (PSA) Security Papers. 

Summary of Changes

GN 00312.318 The Philippines – Vital Statistics Records

Title - We revised the title to be consistent with the other country POMS in GN 00312.000.

Subsection A - We made minor, editorial revisions for plain language throughout the section.

Subsection A.2 - We added that the PSA replaced the former national authority, which was the NSO.

  • •

    We explained the PSA continues to issue both PSA and NSO certificates as neither type of certificates expire.

  • •

    We described the difference of the NSO and PSA certificates as being the logo and security features on the Security Paper the PSA uses to print CRDs.

Subsection A.3 - We added that the FBU contacts courts for divorce records for the period the Philippines allowed a divorce. We added for the time FBU permitted a foreign divorce, that the FBU can contact another country's court for the Recognition of Foreign Judgement.

Subsection C - We revised the header to be consistent with our other POMS in GN 00312.000. We added references for obtaining written authorization and birth record requests, and removed information on both topics currently in GN 00312.318C.1.b and GN 00312.318C.1.d.

GN 00312.318 The Philippines – Vital Statistics Records

A. Introduction to how the Philippines issues vital statistics records

Civil authority officials in the Philippines issue vital statistic records (also referred to as civil registry documents (CRDs) by officials and the public in the Philippines).

NOTE: 

Do not accept Philippines CRDs with serial numbers PN 00188001 through PN 00190000. They are fraudulent. Submit a fraud referral using the Allegation Referral Intake System (ARIS). Refer to GN 04110.005B, GN 04110.005F, and GN 04110.010 for further instructions.

1. Local Civil Registry Offices (LCROs)

Individuals register civil events with LCROs, located in municipalities (cities or towns).

2. The Philippines Statistics Authority (PSA)

The PSA is the national registry and mandated by law to keep and preserve CRDs (also called "PSA certificates"). The PSA replaced the former national authority, which was the National Statistics Office (NSO). The PSA continues to issue both PSA and NSO certificates, as neither type of certificate expires.

The layouts, details, and contents of both the NSO and PSA certificates are the same, except for the logo found on the upper left corner of the document that shows either "NSO" or "PSA." Also, the PSA certificates have updated security features.

Although the PSA keeps most CRDs, their database is incomplete. Therefore, some records may only be at LCROs.

3. District courts

Filipino district courts house divorce records.

NOTE: 

Philippine law recognizes divorces that occurred in the Philippines from March 11, 1917 - August 29, 1950. Beginning August 30, 1950, to the present, the Philippines no longer recognizes divorces that occur in the Philippines .

Beginning August 3, 1988, to the present Philippine law recognizes a foreign divorce, occurring in a country outside the Philippines, between one citizen of another country and one citizen of the Philippines when the citizen of another country filed for divorce. Philippine law does not recognize a divorce obtained abroad when filed by a citizen of the Philippines. Contact the courts of the foreign country to request the divorce decree (Recognition of Foreign Judgment) for foreign divorces or obtain proof from the individual.

4. Types of registers

The types of CRDs are as follows: 

  • •

    Certificate of Live Birth (COLB);

  • •

    Certificate of Marriage (COM);

  • •

    Advisory on Marriages (AOM);

  • •

    Certificate of Death (COD);

  • •

    Certificate of No Marriage (CENOMAR);    

  • •

    Court Decision/Legal Instrument (CDLI);

  • •

    Annotated CRD (CRD subject to Court Decrees and Administrative Corrections or changes); and    

  • •

    Certificate of Foundling/Certificate of Live Birth of Persons with no known parents.

B. Policy for obtaining birth, marriage, divorce, and death records from the Philippines

The Federal Benefits Unit (FBU) in Manila requests CRDs from the LCRO and PSA.  Ask the FBU to request CRDs by following GN 00904.220B.3.  Obtain (or ask the FBU to obtain) written authorization as discussed in GN 00904.204B.7.b Include information needed for birth records described in GN 00307.001C.1.

C. Procedure for obtaining birth, marriage, divorce, and death records from the Philippines

Do not ask claimants to request their own CRDs from the Philippine agencies.  Rather, technicians should request that the Manila FBU secure CRDs on behalf of claimants, following GN 00904.220B.2.a and GN 00904.220B.2.b. Obtain (or ask the FBU to obtain) written authorization as discussed in GN 00904.204E.2.b. Include information needed for birth records described in GN 00307.001C.1. 

1. Office to Contact - FBU procedure

Request CRDs from the PSA in-person via the Civil Registry Service (CRS), Civil Registration Services Division (CRSD) Office at PSA Complex, East Ave Quezon City.

Obtain further help by phone at the PSAHelpline Hotline (02) 8737-1111.

In situations where the PSA does not have a CRD, contact the LCRO where the vital event occurred, to request the CRD. Each LCRO has different requirements and may require requests to be given in-person by a Field Representative. Seek aid from the non-claims taking post (NCTP) in Cebu City with prior approval from Regional Federal Benefit Officer (RFBO). 

NOTE: 

Field Offices (FOs) do not contact the NCTP directly, but rather collaborate with the FBU using the Electronic 562 (e562) as discussed in GN 00904.220B.3.b.

Follow the procedures in GN 00904.220C for reviewing CRDs.

NOTE: 

Do not accept CRDs with serial numbers PN 00188001 through PN 00190000. They are fraudulent. Submit a fraud referral using the Allegation Referral Intake System (ARIS). Refer to GN 04110.005B, GN 04110.005F, and GN 04110.010 for further instructions

For divorce records, contact the court that issued a divorce in the Philippines for the period specified in GN 00312.318A.3. For divorces outside the Philippines, contact the court that issued the “Recognition of Foreign Judgement.”

2. Fees

Costs vary from state to state, based on the type of service, and are subject to change. They may be lower for in-person requests. Individuals pay the fee for records. Individuals or the FBU, on behalf of individuals, may contact the PSA or LCRO for fee amounts.


GN 00312 TN 13 - GN 00312.318 The Philippines - Vital Statistics Records - 2/28/2025