Registry offices: Transform your vital records registration processes

Business challenges

Around the world, registry offices typically cover a wide range of civil registration services, all involving documentation. Registries are responsible for official citizen documents such as birth, marriage, and death certificates, and in some cases, the offices also serve as repositories for these records.

Historically, documents were handwritten and stored in physical registers. More recently, documents have been machine-printed. However, the high volume of applications for hard copies of registration records, casework, and dispatches still involve time-consuming, labor-intensive, error-prone, costly tasks. Standardization has been challenging because of the variety of information and diverse formats of information.

Consequently, registries often lag in responsiveness to public requests. In addition, vital records stored in registry offices contain sensitive personal data and must be safeguarded from fraud. Physical records must be protected from decay, loss, or damage due to unforeseen causes, ensuring accuracy and saving public funds. Lastly, registry offices must manage and keep track of citizens’ requests, which are usually received in multiple forms (in-person, via letter, email, or through websites) while still meeting the tight response deadlines for such requests.

Impact

Intelligent information management is crucial to registry offices because they manage and protect vital citizen records for very long periods of time. Inefficiencies and errors in the manual handling of these documents introduce risk and cost. Often, records are not stored in a single or organized repository, adding complexity to retrieval.

Data privacy regulations mandate that citizen records be secured. That’s why citizen records--from a safety and historical perspective--must reduce the vulnerabilities and risks inherent in physical, digital, and manually handled records. Further, registry offices must be able to respond to citizen requests for documents in a timely, transparent, and secure manner without incurring significant costs.

What if you could

Increase accuracy, boost security, and quickly access what’s needed when it’s needed. With minimal manual processing time and effort, you can streamline records management, create a safer registry document management system, and save time and money.

You can overcome registry document management challenges by digitizing records into data you can organize, access, automate, and store to:

• Implement a digital-first mentality, index records, and improve responsiveness to citizen requests
• Store encrypted files in a secure, centralized repository with restricted access to counter fraudulent activity
• Automate application of document retention rules to help comply with data privacy regulations
• Gain full chain of custody across the entire process, ensuring all activity is auditable and traceable
• Increase transparency and organize large volumes of data to act quickly on citizen requests
• Preserve the use of public funds to manage citizen documentation