OAR 333-011-0320
Preservation of Vital Records

(1)

When an authorized reproduction of a vital record has been properly prepared by the state registrar and when all steps have been taken to provide for the continued preservation of the information, the record from which such authorized reproduction was made may be disposed of by the state registrar. Such record may not be disposed of until:

(a)

The quality of the authorized reproduction has been tested to ensure that acceptable certifications can be issued;

(b)

A permanent copy of such record has been placed in a secure location removed from the building where the authorized reproduction is housed; and

(c)

The original records have been offered to the State Archives.

(2)

Such permanent copy described in section (1) shall be maintained in such a manner to ensure that it can replace the authorized reproduction should the authorized reproduction be lost or destroyed.

(3)

The state registrar shall offer the original documents from which the authorized reproductions are made to the State Archives. The State Archives shall retain permanently such records and shall adhere to the restrictions in the vital statistics law related to access to such records. If the State Archives declines to place such records in its files the state registrar shall be authorized to destroy the documents. Such destruction shall be in accordance with generally accepted methods for disposition of confidential or sensitive documents.

(4)

Microfilm used for preservation shall be manufactured and stored in accordance with the standards established by the State Archives by rule. Redundant copies shall be stored at one or more sites distant from the master copies. Mechanisms for retrieving copies from distant sites shall be documented and periodically tested.

(5)

Electronic images of vital record documents shall be indexed for ease of retrieval. Long-term archiving of electronic documents shall follow standards established by the State Archives by rule. The index shall allow for linking of amended or corrected images to the original image. The images shall be stored in a tamper resistant manner and media. The preservation management program shall include the refreshment of storage media to assure integrity and prevent obsolescence on a periodic basis into new formats as they become accepted.

(6)

Vital event information stored as electronic data shall be stored in a manner that is both tamper resistant and tamper evident. All changes to information shall be tracked, including the item changed, the user who made the change, the date of the change, and the justification for the change. Back-ups of electronic data shall be made at regular intervals, and copies shall be stored at one or more sites distant from the master copy. Mechanisms and procedures for retrieving copies from distant sites shall be documented and periodically tested.

(7)

The preservation management program shall provide for the periodic refreshment of electronic data, to include hardware, software, and coding standards. The program must include documentation of changes in coding structures, provide for testing of converted files to assure data quality, and address associated costs.

Source: Rule 333-011-0320 — Preservation of Vital Records, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=333-011-0320.

333‑011‑0205
County Vital Records Services 333‑011‑0210
Prenatal Care Information 333‑011‑0215
Registering Live Births that Occur Outside of a Facility with a Licensed Birth Attendant or Non-licensed Midwife within One Year of the Date of Birth 333‑011‑0220
Registering Live Births that Occur Outside of a Facility and Without a Licensed Attendant within One Year of the Date of Birth 333‑011‑0225
Registering Live Births that Occur in a Licensed Medical Facility More Than One Year after the Date of Birth 333‑011‑0230
Registering Live Births that Occur Outside a Facility More Than One Year after the Date of Birth 333‑011‑0235
Documentation in Support of an Application to Register a Delayed Report of Live Birth 333‑011‑0240
Review and Filing of Delayed Registration of Live Birth 333‑011‑0245
Denial of Application for Delayed Registration of Live Birth after Two Years 333‑011‑0250
Court Ordered Birth Records 333‑011‑0255
Infants of Unknown Parentage 333‑011‑0260
Amendment of the Same Item More than Once 333‑011‑0265
Amending Birth Records 333‑011‑0270
Voluntary Acknowledgment of Paternity 333‑011‑0271
Application to Change the Name on a Record of Live Birth to Support Gender Identity 333‑011‑0272
Application to Change the Sex on a Record of Live Birth to Support Gender Identity 333‑011‑0273
Amended Records in Support of Gender Identity 333‑011‑0275
New Record of Birth Following Adoption, Legitimation, Paternity Determination, and Paternity Acknowledgement or Change of Sex 333‑011‑0280
Extension of Time for Submission of Report of Death or Fetal Death 333‑011‑0285
Report of Fetal Death Which Occurred Outside a Licensed Medical Facility 333‑011‑0290
Commemorative Certificate of Stillbirth 333‑011‑0295
Authorization for Final Disposition 333‑011‑0300
Amendments to Death Records 333‑011‑0305
Marriage and Oregon Registered Domestic Partnership Records 333‑011‑0310
Record of Dissolution 333‑011‑0315
Disposition of Reports of Induced Termination of Pregnancy 333‑011‑0320
Preservation of Vital Records 333‑011‑0325
Confidentiality and Disclosure of Information from Vital Records or Vital Reports 333‑011‑0327
Acceptable Documentation to Establish Identity of Applicant and Relationship to Registrant 333‑011‑0328
Homeless Individuals 333‑011‑0330
Authentication of Applicant 333‑011‑0335
Copies of Vital Records 333‑011‑0340
Fees
Last Updated

Jun. 8, 2021

Rule 333-011-0320’s source at or​.us