Vital Records Digitization & Fraud Guard

Principal workflows

• Digitize: Paper registers, certificates and microfilm are scanned, indexed and quality checked into a searchable archive, with the original image kept alongside the indexed data.
• Request: Applications arrive at the counter, by mail or online, and each records the requester, their relationship to the registrant and the identification they presented.
• Verify: Before a record is released, Fraud Guard checks the request against fraud indicators and holds anything unusual for review by a trained verifier.
• Issue: Approved requests are printed on numbered security paper with a verification code, and each sheet used, spoiled or voided is accounted for.

Who uses it

• State registrars and vital records directors
• County and city registrars and clerks who issue certified copies
• Counter and mail-order issuance staff
• Records management and digitization teams
• Inspectors general and auditors who review issuance controls

Reporting

• Requests received, issued, held and denied by office and record type
• Held requests by fraud indicator and outcome
• Security paper received, used, spoiled and voided, reconciled by day
• Digitization progress by batch and quality result
• Amendments and sealed-record access
• Audit trail extracts for a record, user or period

Features

• Indexed digital archive: Birth, death and related records searchable by name, date, place and parents, with the scanned image shown beside the indexed data.
• Digitization batches: Track each book, folder or microfilm reel from intake to release, with image counts, indexing progress and quality results.
• Two-pass indexing review: A second person checks a sample of indexed records against the image before a batch is released, and corrections are logged.
• Eligibility rules: Your state's rules on who may receive a certified copy, by record type and age of record, applied to every request and shown to the clerk.
• Identity checks: Accepted identification documents recorded at the counter, and online requests proofed through the identity verification service you choose.
• Fraud indicators: Requests flagged for review when the registrant is deceased, the record carries a fraud flag, or the same record is requested repeatedly by different people.
• Death matching: Birth records are linked to matching death records in your system, so a request for a deceased person's birth certificate is held for review.
• Security paper inventory: Numbered security paper received, assigned to offices and printers, used, spoiled and voided, with a reconciliation at the end of each day.
• Certificate verification code: Each issued certificate carries a code that a relying agency can check to confirm the certificate was issued by your office and has not been voided.
• Amendments and sealed records: Corrections, amendments, adoptions and court-ordered changes recorded with the supporting documents, and sealed originals restricted to the roles you choose.
• Fraud case log: Suspected fraud recorded with the related requests, identification and issued certificates, ready to refer to law enforcement or your inspector general.
• Complete audit trail: Every search, view, print, void and release recorded with the person and time, and exportable for audit.

Integrations

• Electronic birth and death registration: New births and deaths registered in your existing electronic registration systems are loaded into the archive for issuance.
• Identity verification service: Online requesters are proofed through the identity verification provider your office contracts with, and the result is kept with the request.
• Electronic Verification of Vital Events (EVVE): Where your jurisdiction participates in NAPHSIS's EVVE service, issued certificate data and death flags can be made available through it.
• Payment processor: Fees are collected through your existing payment processor or cashiering system. Moraph does not hold funds.
• Scanning and imaging: Images from your scanners or a digitization vendor are imported by batch with their metadata.
• Security paper printers: Certificates print to the printers your office uses for security paper, with the paper serial recorded at print time.
• Single sign-on: Staff sign in through your identity provider (SAML or OpenID Connect).
• Work API: Request, issuance and inventory data available to your reporting tools through the Moraph Work API.

Deployment

• Moraph cloud (US): Hosted and operated by Moraph in the United States region.
• Dedicated environment: A single-tenant environment for states whose policies require isolation, scoped in the proposal.
• With a managed service: Optionally run alongside a Moraph managed service for digitization project support and platform administration.

Security and privacy

• Single sign-on: Staff sign in through your identity provider, so your password and multi-factor policies apply.
• Role-based access: What each person can see and do follows their role; sealed records and fraud flags are limited to the roles you choose.
• Encryption and keys: Client data is encrypted, with keys Moraph staff cannot use without explicit, time-bound authorization.
• Complete audit trail: Every search, view, print, void and export is logged with the person and time, and cannot be edited.
• US-only hosting: Data for US government clients is hosted in the United States region only.
• Tested releases: Every release passes security testing gates before it ships, and a software bill of materials is kept for the product.

Limitations

• It is not a birth or death registration system. New events are registered in your existing electronic registration systems and loaded into the archive.
• Eligibility rules, accepted identification and fraud indicators are your office's decisions under your state's law; Fraud Guard applies and records them but does not set them.
• It does not supply security paper. Paper, printers and the physical security features on the paper come from your existing suppliers.
• Fraud indicators surface requests for review; they do not establish that fraud occurred. A trained person decides every held request.
• Indexing quality depends on the condition of the source records. Damaged or illegible originals may need manual research.
• Physical scanning of records is done by your staff or a digitization vendor; Moraph can scope scanning services separately.
• Participation in EVVE or other national verification services depends on your jurisdiction's own agreements.
• Fees are collected through your payment processor. Moraph does not hold funds.

Next steps

Book a demonstration or a technical briefing at www.moraph.com/solutions/vital-records-digitization-and-fraud-guard. Purchasing routes and company information: www.moraph.com/how-to-buy.