Cumberland County Town & City Clerk’s Association Meeting
Meeting Minutes
4/23/2009
Electronic Death Registration System & Vital Statistics Procedures
Location: Becky’s Diner
Portland, Maine 04101
Municipal Clerks Present: Linda Cohen
Kathy Jones
Nadeen Daniels
Anne Brushwein
Karen Cyr
Linda Morrell
Judy Vance
Christina Silberman
Elin Gould
Tracy O’Roak
Barbara Seaver
Judy Colburn
Sharon Wildon
Tammy O’Donnell
I. Announcements
Election of new Officers was held during the meeting.
II. Discussion
The introduction of the Electronic Death Registration System went very well. Municipal Clerks seemed very excited about the new system and were very pleased with the EDRS functionality. Many of the clerks in the southern part of Maine are running out of room, as well, to store paper records.
Points of discussion were;
EDR
-Funding Overview/grant award
-What is EDRs
-Benefits from and EDRS
-Online verification of SSN
-EDRS Implementation
-EDRS Activities
-Maximizing the success of EDR (pilot volunteers & possible trainers)
-System Features
-Electronic authentication
-NCHS Standard Certificate of Death
-EDRS States map
-Vendor Announcement/background (VitalChek)
-Ongoing communications/trainings
-Informational Handouts provided
Office Procedures
-New Staff listing (handout)
-Introduction of Paula Campbell and Tammy Marks.
-New phone system within Vital Records
-Correction tape for Vital Records corrections/amendments
-Verifications
-General questions pertaining to birth, death, and marriage procedures
III. Roundtable
Theresa Roberts, from the State’s Office of Vital Statistics, was able to answer most questions regarding the EDRS. Technical issues will be addressed in the Q & A’s to be posted on the State’s website. All clerks have high speed internet. They were more concerned about management of corrections/amendments, rather than the new EDRS. (Approximate time for corrections to be done, how & who would initiate, etc)
Five (5) of the clerks volunteered to be designated as a pilot site for the EDRS if needed, as well as one (1) as a possible trainer.
Tammy O’Donnell (possible trainer & pilot)
Cumberland
290 Tuttle Road
Cumberland Center, ME 04021
(207) 829-5559
Judy Colburn
Harrison
53 Main Street
PO Box 300
Harrison, ME 04040-0300
(207) 583-2241
Linda Morrell
Windham
8 School Road
Windham, ME 04062
(207) 892-1900
Tracey O’Roak
Scarborough
259 US Route 1
PO Box 360
Scarborough, ME 04070
(207) 730-4023
Linda Cohen
Portland
389 Congress Street
Portland, ME 04101
(207) 874-8610
Christina Silberman
Gorham
270 Main Street
Gorham, ME 04038
(207) 222-1671