By Barbara Scott
Staff Writer
Jayne Farrin, Caribou city clerk, reminds individuals who are in need of or are seeking copies of vital records, that this is no longer something that can be accomplished by simply walking in or calling City Hall. To ensure privacy or records, the state has enacted new regulations which became effective July 12.
At this time, by law, Maine vital records less than 100 years old are considered to be private. In order to inspect these documents, or to obtain copies an individual must prove that they are permitted by law to do so. Those authorized to view or receive a copy of a vital record include: person named on the record; person’s spouse or registered domestic partner; the parent(s) named on the record; descendants of the person named on the record (including children, grandchildren and great-grandchildren to the most remote degree); legal custodian, guardian or authorized representative of the person named on the record; and genealogists who have a researcher card issued by the Maine Center for Disease Control and Prevention, Office of Data, Research and Vital Statistics.
Anyone requesting copies of these records now must present positive identification and if requesting the record of a parent or grandparent and they are not a registered genealogist, proof of direct lineage is required.
Farrin noted that while most requests for vital records are honest attempts to obtain one’s own personal documentation others may not be so but rather attempts to obtain information and other documents needed to assume another person’s identity. These documents may be used to obtain a driver’s license, state photo ID, social security card and passport under the name of another individual, allowing for credit card, bank and tax fraud as well as mail theft, social security and insurance fraud.
Acceptable forms of identification include a driver’s license, passport or other government issued photo identification. Should an individual not have an acceptable photo ID they may present two items with their name on it from the following list: utility bill, bank statement, car registration; a copy of an income tax return; personal check with address; previously issued vital record or marriage license. Also a letter from a government agency requesting a vital record (Maine Department of Health and Human Services), Department of Corrections identification card; Social Security card; DD214; hospital birth worksheet; license or rental agreement; pay stub (W-2); voter registration card; Social Security disability award letter; Medicare or Medicaid insurance card and a school or employee photo ID. Farrin also said other forms of identification listing your name, date of birth and address may be considered.
When attempting to request records regarding parents or grandparents, a copy of birth certificate will identify parental lineage. If parents were married, this document can be used to obtain a copy of the parents’ marriage record, in turn identifying the grandparents.
Other documents which are acceptable proof of direct lineage may include hospital or physician’s record of birth or death; baptismal record; school enrollment documentation; military records; court records; family bible; newspaper engagement; marriage or birth announcement; obituary; U.S. Census enumeration record; insurance application or an affidavit.
The new state regulation also requires an individual to provide a copy of a marriage license in order to obtain a copy of their current spouse’s birth certificate and copies of their spouse’s marriage certificate from a previous marriage.
Non-certified vital records that are 100 or more years old are still considered public.
For vital record fees, applications; a printout showing the necessary identification needed to access vital records and for more information contact the Caribou city office at 493-3324.
