At long last, the rules regarding changes to vital records access in Maine have been clarified. Almost two years ago, the State enacted a law which severely restricted access to vital records. The new law was complicated by the fact that the changes were not clear, even after training was provided to town clerks. The new law was unduly harsh and restrictive, as well as prohibitively expensive for family historians. The new rulings addressed many of these issues.
Helen A. Shaw, CGSM, vice president of the Maine Genealogical Society (MGS) has written a very clear summary of these complex rules. I will provide a brief rundown here but would suggest anyone who will actually be trying to obtain records should read her breakdown in its entirety. It is available as a printable PDF document through the MGS website at: http://www.rootsweb.ancestry.com/~megs/AccessingVitalRecordsInMaine.pdf
Who may access the records, and how, has been strictly defined, and thanks to the new ruling, is now quite detailed. I am sure that our town clerks are just as relieved as we genealogists are. In trying to access Maine Vital Records, there are two main considerations: who may have access to the records; and whether the records are old enough to be considered “open” or “closed.”
Very generally speaking, certified copies of records are only available to the person named on the record, their legal representative, and the following relatives: parents, stepparent, grandparents, spouse or registered partner, siblings, aunt, uncle, niece, nephew, parent-in-law, or descendant. Non-certified copies are available to the above people and to genealogists possessing a valid ODRVS researcher card. (ODRVS is the Office of Data, Research and Vital Statistics, which administers Maine’s vital statistics system.)
“Open” records are available to the public (non-certified copies). All records before 1892 are “open.” Records dated after 1892 are “open” as follows: births more than 75 years old; marriages and registered domestic partnerships more than 50 years old; fetal death records more than 50 years old; and death records more than 25 years old.
“Closed” records are any records younger than the dates list above with each record event; for example copies of birth records less than 75 are only available to the persons listed above, and may not even be viewed by others.
Let me say again, mine is a very simplified version, and if you are serious about viewing or obtaining vital records it is best to understand the new law. This is a very valuable piece of work and although it’s six pages long, it’s more than worth printing out for future reference. In addition to information about the legal changes, Vice President Shaw has provided information about getting your genealogist’s research card; suggestions on contacting town offices for records; and a great rundown of where some Maine records are available online.
Each town may have its own procedures you will need to follow, so it is best to check the town’s website or contact the town office for specific requirements before you make your plans. As always I recommend you get any certificates or non-certified copies now, while you can.
Editor’s note: This regular column is sponsored by the Aroostook County Genealogical Society. The group meets the fourth Monday of the month except in July and December at the Cary Medical Center’s Chan Education Center, 163 Van Buren Road, Caribou, at 6:30 p.m. Guests and prospective members are always welcome. FMI contact Edwin “J” Bullard at 492-5501. Columnist Nina Brawn of Dover-Foxcroft, who has been doing genealogy for over 30 years, is a freelance genealogy researcher, speaker and teacher. Reader e-mails are welcome at ninabrawn@gmail.com.
