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Iowa Vital Records System - County Recorders Portal

Code of Iowa

 

Administrative Code (a.k.a. Rules)

Below are document links for the complete vital records Administrative Code containing 641--95 through 100.

 

Application Forms for Certified Copy Searches

Requests for the Certificate of Fetal Death or the Certificate of Birth Resulting in Stillbirth should be made on either the generic or the death application for a certified copy.

Application may be made in person in the Lucas State Office Building at our office in the front lobby from 7:00 AM to 4:45 PM. Certificates are “generally”*** ready for pick up the next business day after 2:00 PM or mailed by standard postal service to an entitled person. Mail turnaround time may take 5 to 7 additional days.

*** Exceptions may occur for inaccurate or incomplete applications, or if further verification is required for entitlement or locating records.

Requests may also be placed via phone by calling toll-free 1-866-809-0290 from 6:00 am CST through 7:00 pm CST, Monday through Friday, except for holidays, or at any time at www.VitalChek.com. Processing time is currently about two (2) weeks depending on the volume of requests in the office. UPS orders will be delivered within 7-10 business days after processing.

Requests may be sent by mail to the state vital records office using the appropriate application form, which can be downloaded from the link below. Anticipate mail to take an average of 5 to 7 business days to reach the Vital Records office, and 5 to 7 business days to be returned to you. Turnaround time may be 4 to 6 weeks, depending on seasonal demands. Genealogy requests are accepted by mail only and may require a minimum of 60 business days for processing, and will be mailed to the applicant by standard postal delivery only.

 

Forms - External

The following forms are provided to customers.

The reporting forms are to be printed on the special registration paper, with the form on the WHITE side. The form is to be printed back-to-back, with the instructions on the blue side with the vital records seal in the lower left corner so it does not obscure text.

Customer instructional letters or handouts are to be printed on plain bond paper.

The Amendment to Live Birth form has been returned to this portal page on a trial basis. Print the form on the "special registration paper", with the form on the white side of the paper and the instructions (page 2) on the blue side of the paper with the VR seal landing in the lower left corner so it doesn't obscure any text. DO NOT LINK this document, or this portal, to your own website or any other webpage, which then makes it available to Google users and results in the form being submitted to the State improperly.

 

Master Templates for Certified Copies from Older Books

Following are the field-fillable .pdf master templates for typing certified copies from older books and/or when a photocopy of the record does not meet quality standards.

Please type in upper and lowercase letters -- not all CAPS. There are no editing features that will capitalize the title case.

Dates must be entered, for instance, like 01/01/2000, and will convert to spelled out (e.g., January 1, 2000).

Enter a capital X if the County record does not have a particular item. Exception: If only the age of the parent is on a birth record, do not enter anything for the date and enter only the age in the field titled "or Age." The same exception will apply when the long-form marriage master is available.

As of March 2015, the available master templates include the short birth, the long birth, and the marriage where NO name after marriage was collected. The additional marriage and the long and short death will be converted and posted as time allows.

 

Forms - Internal Use

The following internal forms are in use at the County Registrar offices.

 

General VR Information

 

Marriages

 

Paternity Establishment

IMPORTANT - Official forms are to be printed on the special security registration paper, with the form on the white side of the paper and the instructions on the blue side, with the VR seal in the lower left corner.

Print the form on the "special registration paper", with the form (page 2 of the electronic document) on the white side of the paper and the instructions (page 1 of the electronic document) on the blue side of the paper with the VR seal landing in the lower left corner so it doesn't obscure any text. DO NOT LINK this document, or this portal, to your own website or any other webpage, which then makes it available to Google users and results in the form being submitted to the State improperly.

 

Iowa Vital Events System (IVES)