Vital Records Security and Confidentiality
STATE OF NEW YORK - DEPARTMENT OF HEALTH
Bureau of Production Systems Management
INTEROFFICE MEMORANDUM
TO:
FROM:
Local Registrar/Clerk
SUBJECT: Vital Records Security and Confidentiality
DATE:
As a staff member of the town/city/village of , you will be
working with highly confidential and personal information on: Certificates of birth, death
and marriage, court orders, paternity affidavits, applications, correspondence and
computer files. Vital records information and copies may onlv be released in
accordance with Article 41 of the Public Health Law and Articles 1, 2 and 3 of the
Domestic Relations Law. Specific instructions regarding how, when and to whom vital
records information and copies may be released are detailed in the Vital Records
procedures manual.
To promote a secure and confidential environment for the vital records, I agree to
abide by the following
1) Access to units of the Vital Records Section is restricted to staff of the unit and is
prohibited to all others except those having official business in the unit or who have
obtained clearance from the Director of Vital Records or Unit Supervisor. I will report
unauthorized visitors to a supervisor.
2) I will not discuss identifying or personal information appearing on vital records
forms, computer files and other storage media with other staff, family or friends.
3) I understand that unauthorized release of vital records information may result in
recommended disciplinary and/or legal action.
4) If I am unsure how to handle a situation, I will always ask my supervisor for
advice.
5) I will always store the vital records forms, computer files and other storage media
in a secure location with access limited to authorized staff only.
I have read this memorandum and understand the rules protecting the confidentiality of
vital records information and that the unlawful release of vital records information may
result in disciplinary and/or legal action against me.
Signature
Date