Local Registrar FAQ

Local Registrar FAQ

Local Registrar Specific Questions

How do I submit the death records to the State Registrar Office?

30 days after filing a death record, the record will automatically be sent to the State Registrar Office. You can tell that a record has been submitted to the state by checking the info tab at the top of a Death Certificate; if the status says “Certified” the record has been sent to the state of Michigan for review.

As a Local Registrar, how do I make a correction?

If a Medical Professional or Funeral Director calls you with the correction and it is within the 30 days from filing, you can go into the record and click ‘Edit’ to correct the mistake. If a correction request is submitted within the EDR System, the death record will enter a work queue (and you will receive notification of the correction request). You can then enter the death record and review the requested change. If you agree, click the ‘Accept’ button. If a correction request was submitted within the system, the death record will enter a work queue, which you can enter the death record and compare the change they requested and, if you agree, click the ‘Accept.’ If the Medical Professional or Funeral Director submits the request 30 days after filing, they would have to request a correction to the State Registrar for a fee. The state will honor a correction request if it was submitted before 30 days and the Local Registrar did not make the correction within those 30 days (click here to learn how to review and accept a correction http://www.youtube.com/watch?v=zBS1dgt1EvQ).

What happens when the Local Registrar retracts the file?

The file is no longer in the ‘Filed’ status. The record can be edited and corrections can be made. The record would need to be accepted and filed again in order to complete the filing process.

When reviewing a record, what if there is more than one document attached?

Review all images that are attached.

When Printing Certified Copies, do Local Registrars need numbered safety paper like in the past?

If Local Registrars currently use numbered safety paper to issue certified copies, they will continue to use the numbered safety paper unless their office procedures changes.

If you have any further question on safety paper, you can call the Internal Control Unit at 517.335.9268 or email vrfraud@Michigan.gov

When the Local Registrars staff files a death certificate, will their signature appear?

No, only the Clerk’s signature will appear on the Death Certificates filed in EDRS.

Can Local Clerks look up death records in other counties?

Clerks can only view records in their jurisdiction. If they are a county clerk, the only records they have access to are the occurrences in the county and likewise for a city clerk.

If the death record indicates that a medical examiner was contacted but does not have a case number, should the record be declined?

A clerk should not decline a filing because the ME case number is missing. This is an optional field. Not all ME’s assign a case number unless they are going to sign on the case.

General Questions

Do I only need one biometric scanner for one computer?

Yes, multiple people can use one biometric scanner. However, in order for an individual to use that scanner they must be logged in under there username and password in the EDR system.

Is there a way to be notified if I have a message without logging in?

No, the system does not currently ping your personal email if you receive a message through EDRS. The only way to receive notification of new messages is to log into the EDRS application and check the upper-right hand corner of your Home Page.

Can more than one person work on a case at a time?

Yes, you will receive a message stating that someone else is currently working on the case you entered. Certain fields will be available when someone else is working on the case, the unavailable fields will be grayed out.

Does the system have spell check?

Currently there is no spell check offered in the EDR system, but in the near future we hope to have spell check functionality in the Medical Section of the Death Certificate.

What is the difference between the 'Print' button and the 'Drop to Paper' button at the bottom of the death certificate?

If you select the ‘Print’ button at the bottom of the Death Certificate you will be presented with a series of options such as a file copy death certificate, Burial Transit Permit, Cremation Permit, Fact of Death Copy, and many more depending on your role. However, if you click on the print button and select the File Copy Death Certificate to print you will generate a copy of the Death Certificate with a watermark across the front. Now, in the event that you would like to send a version of the Death Certificate without the “File Copy” watermark you could select the Drop to Paper button at the bottom of the Certificate. This option will allow you to print out a clean version of the Death Certificate for you to have and fax to others.

When would I 'Drop to Paper'?

If the Medical Certifier, Medical Examiner or a nonparticipating County is not an EDRS user you would select the ‘Drop to Paper’ option. This would allow the Non-EDRS user to perform one of two actions:

  1. Complete the death certificate with a paper document and turn it into the nonparticipating county.
  2. A Medical Certifier or Medical Examiner could hand write in the necessary medical information for a decedent and fax the Death Certificate back to the respective funeral home where the Funeral Director/Staff to complete the Death Case electronically through the EDRS application.

Can I work on a death certificate that another coworker started?

Yes, the Funeral Home owns the death record if they started it and anyone from that Funeral Home can work on the record.

What if I make a mistake after certifying the record?

If the death record has not been filed by the Local Registrar, you can go into the record and edit information yourself. If the Local Registrar has ‘Filed the record then you have thirty days to submit a correction request through the EDR system for review by the County Clerk. In the event that the record has been filed for over thirty days then you will have to submit a paid correction through the state of Michigan.

When searching for potential matches, what if the date of birth is unknown?

Currently you would enter in a made up date on the ‘Search Potential Matches’ page and once you are in the death certificate you would delete the value in the ‘Date of Birth’ field. In the future there will be a check box that allows you to bypass some of the information for when certain instances arise such as found bodies.

If the Social Security number is wrong, will the system let me know?

When verifying the Social Security number through the EDR system you will be informed if the Social Security information for a decedent cannot be verified by the Social Security Administration in Maryland. However, you will not be notified as what information is specifically incorrect.

How far back do the search results go?

All records that have been filed electronically within your jurisdiction will be in the system.

Will the Funeral Director, Medical Professional or Local Registrar’s signature still appear on the death record?

No, the fingerprint used when certifying the case will serve as their signature and populate the necessary fields of the Death Certificate with their professional information. The County Clerk’s signature will appear on the Death Certificate after the Local Registrar accepts and files the case.

Can images that were previously scanned (to the local computer) be uploaded to the system?

No, at this time we are unable to accept pre-scanned images into our system because it has been known to cause viruses. In order to upload an image you must scan it directly into the EDR application and click the ‘Upload’ button.

Who sets up the address book? What if who I am looking for is not in the address book?

Contacts in the address book are all those who are currently using the EDR System. If who you are looking for is not in the system, contact the State of Michigan and inform them of the situation.

Does the system recognize incorporated towns?

Some incorporated towns are recognized. If the incorporated town is not in the system you can select “Other” and specify in the available field. Commonly used incorporated towns that are not in the system can be added by contacting the State of Michigan and informing them of the situation.

Why is the Social Security Number not required when searching potential matches? And should I enter one if I know it?

The Social Security Number is not required, so in the event of a found body or a pending cause of death and the decedent’s Social Security number is not known, the filing process can continue.

If you have the Social Security number and would like to enter it, that is fine. A disadvantage of that would be, if a second party already started the case and did not enter the Social Security Number, the system would not recognize that as a potential match and a duplicate would then be created.

When entering information into the Death Certificate, what if a City is not in a drop down?

Click Specify Other option and a field will generate where you can type in the city name. Let the State of Michigan Vital Records know the City that is missing from the dropdown and they can add it.

Once the Local Registrar Accepts and Files a Death Certificate, will a message be sent through the system?

No, a way to determine if a record has been filed or not, is to open the record and check the Info tab and look at the Status. If the status is Active and the workflow step is Filed, you know the record has been filed.

Do the AKA names show up on the Death Certificate when printed?

Yes

Why isn't the Electronic Death Registration System mandatory in Michigan?

​The State of Michigan wants Funeral Homes comfortable with the system before making it mandatory. Also, some Physicians may only register one death a year and may forget the electronic filing process by the time a death occurs.

Is there a chance for duplicate records in the system?

Yes, a decedent’s name may be entered with different spellings. The Date of Death may be entered as the Pronounced Date of Death or the actual Date of Death. The Social Security may not be entered and while searching for potential matches, it could have been entered. The State of Michigan Vital Records is working to make the system “smarter” to recognize similar death records when searching potential matches.

If a duplicate is created, that is fine, after a while the record will receive an abandoned status.

Does Vista Windows support EDRS?

Yes

Would "unavailable" instead of "unknown" be acceptable in the fields that information is not available?

The State of Michigan prefers “Unknown” in all the fields that information is not available.

Can I use any fingerprint scanners (like one built into my laptop) or do I have to use the Futronic Biometric scanner that the State of Michigan provides?

No, the Futronic biometric scanner will need to be used because it is programmed into EDRS.

Why is ‘Separated’ an option in field 17, Marital Status, and when should I use it?

If the person is married, but the informant states they are separated or legally separated, ‘Separated’ can be selected in field 17. However, please note that field 18, Surviving Spouse, must be completed if ‘Separated’ is selected.

What if my office wants to remove a previous employee from the EDR System?

A security agreement needs to be completed with the employee’s information, the ‘Discontinue Access’ box checked, and the expiration date filed out.