Vital Records Office: Who Keeps Birth, Death and Marriage Records
A vital records office is the government office that registers, stores and issues certified copies of records of births, deaths, marriages and similar events. In most states a state agency, often within the health department, holds the records, and some counties and cities keep their own as well.
What vital record do you need?
Choose your certificate to start your order.
State offices
New York's state health department, for example, holds birth records from 1881 onward for every part of the state except New York City. The CDC says the federal government does not issue birth certificates and sends people to the state or area where the birth occurred.
County and city offices
Some states split the work. California lists a Local Registrar of Births and Deaths, usually in the county health department, and a County Recorder for each county. The California Department of Public Health names the county recorder as the usual contact for certified copies, though some cities such as Berkeley run their own offices. Indiana says that ordering from the county of birth can be quicker than ordering from the state, though a long form must come from the state.
Choosing the right office
Start with where the event happened, not where you live. Then check the state vital records website to see whether the state or the county handles your request. The office will also tell you who may order and which identification it requires. Rules vary by state.
Frequently asked questions
Is a vital records office the same as the county clerk?
Not always. In some places the county clerk or recorder handles records, and in others a health department does. California uses both a registrar and a recorder.
Does the federal government keep birth certificates?
No. The CDC says to contact the state or area where the birth occurred.
Do I have to order from the state where I was born?
Yes, birth records are held where the birth was registered. Check that state's rules.
Sources
US Records is a private company and is not a government agency. Government agencies issue certified records; we help you order them.
Written By
US Records TeamThe US Records Team writes and reviews guides on birth, death, marriage and divorce certificates, using state statutes, agency instructions and court records as sources.
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