Identification Number:
GN 00308 TN 64
Intended Audience:See Transmittal Sheet
Originating Office:ORDP OISP
Title:Sources and Fees for State and Local Vital Statistics Records
Type:POMS Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part GN – General
Chapter 003 – Evidence
Subchapter 08 – Sources and Fees for State and Local Vital Statistics Records
Transmittal No. 64, 04/20/2022

Audience

PSC: CA, CS, ICDS, IES, ISRA, RECONR, SCPS, TSA, TST;
OCO-OEIO: BET, CAQCR, CR, CTE, FCR, FDE, FDEC, RECONR;
OCO-ODO: CR, CST, CTE, CTE TE;
FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, DRT, DT, FR, OA, OS, RR, TA, TSC-CSR;

Originating Component

OISP

Effective Date

Upon Receipt

Background

We are updating our POMS to highlight that SSA can obtain a verification of death document as opposed to an actual death certificate. In addition, we revised the language throughout the POMS section for clarity, removed outdated information, and added the Virginia Department of Health website link.

Summary of Changes

GN 00308.090 Virginia Vital Records

Subsection A

We updated the information regarding the cost and availability of Virginia vital records.

We added a link to the directory for Virginia county and city vital records offices.

Subsection B.1

We updated the language in the NOTE for clarity.

Subsection B.2

We updated the heading title from Cost of Copy to Payment and additional information.

We removed the $12.00 fee amount.

We added the Virginia Department of Health website link for obtaining cost and payment information.

We added information for requesting a Marriage/Divorce record, birth record and death verification record.

Subsection B.3 and B.4

We removed subsections B.3 and B.4 as this information has been placed in subsection B.2.

Subsection C and D

We removed subsections C and D as the city and county vital records offices are provided in the directory link shown in subsection A.

GN 00308.090 Virginia Vital Records

A. Process

Birth records and death verification are available from all county health departments. Divorce records are available from the Clerk of the Court in the county or city where the divorce was granted. Marriage records are available from the Clerk of the Court in the county or city where the license was issued. The cost of obtaining copies of these documents varies. A health department directory of Virginia county and city vital records offices is available here.

B. Procedure - State Sources

1. Address and FO Code

Virginia Department of Health
Box 1000
Richmond, VA 23218-1000

FO Code 285

NOTE: Additional information can be obtained from the Virginia Department of Health. Often, walk-in service is available, and the document can be obtained the same day. In addition, EIN information can be found here .

2. Payment and additional information:

The FO should visit the Virginia Department of Health website for cost and payment information. Requests to obtain birth, marriage, and divorce records or to verify death information should be sent directly to the Virginia Department of Health, Office of Vital Records.

To Request a Marriage/Divorce Record

Marriage/divorce records are also usually available from the Clerk of the Circuit Court in the county where the license was issued, or the divorce was granted. The cost of obtaining a copy of these records varies.

To Verify Death

SSA can obtain a certified document to verify death using the following form on the Virginia Department of Health website: Applications for a Vital Record – Vital Records (virginia.gov).

To Request a Birth Record

When a birth record is needed, the FO should:

• Complete Form SSA-L706 (See GN 00302.070);

• Request identification from those applicants for whom we are forwarding requests for vital records information. SSA will use the primary and secondary identification documents listed on the Office of Vital Records website that the State Registrar requires;

• Include a photocopy of the identification document(s);

• Have the person whose information is being requested sign the SSA-L706 to authorize disclosure of the information; and

• Include payment and a self-addressed stamped return envelope.

NOTE: To verify by mail a suspect Virginia birth certificate submitted to SSA, provide a copy of both the front and back of the document to the Virginia State Vital Records Registrar. A number on the back of legitimate Virginia birth certificates helps Vital Records trace the document. There is a required payment for this request; please check the website for the vital records to determine the cost.


GN 00308 TN 64 - Sources and Fees for State and Local Vital Statistics Records - 4/20/2022