Birth Certificate Glossary
Plain-English definitions of the terms you'll meet when ordering birth certificates and other vital records.
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- Abstract birth certificatesAn abstract birth certificate, also known as a short-form or informational birth certificate, is a copy that only includes a part of the information found on the original birth certificate.
- Acknowledgment of Paternity (AOP)Acknowledgment of Paternity (AOP) is a legal form in which a man and a mother agree that this man is the genetic father of the mother’s child. Usually, both of them are not married to each other, but they both consent to the identity of the child. Once the procedure is concluded, the genetic father will become the legal parent under the law.
- Adoption decreeA Decree of Adoption is a document issued by the court and signed by the judge, that finalizes an official adoption. This decree formally states that the adoptive parents are now the legal guardians and parents of the adopted child, giving them all of the rights and responsibilities that go along with that.
- Affidavit of birthAn affidavit of birth (also known as a birth affidavit or affidavit for birth certificate) is a document submitted to the court, the state or another institution to verify, under oath, a person’s birth information. An affidavit may be needed if your birth record is incomplete, or you do not have one at all, and you need to apply for a U.S. passport, visa, or other official documentation.
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- Biometric PassportA biometric passport, also called a digital passport or e-passport, is a passport that uses contactless smart card technology and biometric information to authenticate the holder’s identity.
- Birth Certificate ApostilleAn apostille authenticates a birth certificate for use in foreign countries that are a part of the 1961 Hague Convention. The apostille essentially serves to certify the authenticity of the signature on the document. If you need a birth certificate apostille, you must get it from the state that issued the birth certificate, using a certified or official copy of the original document.
- Birth Certificate ClerkA Birth Certificate Clerk is a professional who takes care of the legal issuing process for Vital Records such as birth certificates. It is a white-collar worker who is responsible for collecting information in order to complete legal documents that contain sensitive information about each person. They also provide guidance to be able to obtain this type of document. And, they monitor the process of issuing as well as keeping them in strict confidentiality even after the process is completed. Finally, they also assist auditors that supervise these legal processes.
- Birth certificate for an election identificationA Birth Certificate for Election Identification is a certified copy of a birth certificate that can only be used to apply for an Election Identification Certificate (EIC). This type of birth certificate is only available in Texas and clearly states: “For Election Identification Purposes Only.” They are not offered in any other state.
- Birth Certificate NumberAll U.S. birth certificates have an 11-digit identification number, written in XXX-XX-XXXXXX format. The birth certificate number is generated using the:
- Birth RecordsBirth records are vital records that contain information about an individual’s birth, including the date, place, and time of birth and their parentage. For centuries birth records were only kept by religious organizations and families. Now, all births are recorded by government agencies responsible for maintaining birth records. Typical birth record information include the:
- Birth Registration CardA Birth Registration Card is a document that validates that the registration of birth of a newborn has been done correctly. It is different from a birth certificate since a birth registration card does not work as a document of identification. Not all states issue this card. It is mainly considered an obsolete document, considering that all legal paperwork does demand the possession of a birth certificate.
- Birth Verification LetterA birth verification letter is simply a document indicating that birth was registered and that a birth record exists. Currently, only the state of Texas issues birth verification letters.
- BirtherismBirtherism or the Birther Movement is a conspiracy theory that claims that former President Barack Obama was not born in the United States and is ineligible to serve as president.
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- California Birth IndexThe California Birth Index (CABI) is a database maintained by the California Office of Health Information and Research. The database contains the birth records of all births registered in the state between 1905 and 1995. The CABI contains the information available on the short-form version of the California birth certificate, including each person on record:
- California Family CodeThe California Family code is a set of regulations that differ from the general code of civil procedures. It gives the advantage for the cases to be filed at the superior court system, or Family Court. The California Family Code runs for situations of divorce, legal separation, or annulments; it also is applied for problems of domestic violence and child custody or child spousal support.
- Certificate of Live BirthThe U.S. Standard Certificate of Live Birth is a form that verifies that a baby was born medically alive in the United States. The Certificate of Live Birth is filed with the state and used to register the birth and create the baby’s birth certificate.
- Certificate of NaturalizationA Certificate of Naturalization is an official document indicating that the certificate holder has legally become a U.S. citizen through the process of naturalization. Naturalization is the most common process through which non-U.S. citizens born abroad become U.S. citizens.
- Certificate of No Public Record (CNPR)A Certificate of No Public Record (CNPR) is a certified document issued by the California Vital Records Office, stating that no record could be located using the information provided on an application.
- Certified Birth Certificate CopyA certified copy of a birth certificate is an official copy of the original document, issued by the Vital Records office that has the original on file. A certified copy will have a raised, embossed, impressed, or multicolored state seal, the registrar’s signature, and the date the original certificate was filed with the registrar’s office (must be within one year of the certificate holder’s birth).
- Certified Copy (Of a Document)A copy of a document that contains an endorsement or seal declaring that it is an authorized, true copy of the original. A certified copy of a birth certificate, for example, will include a raised, embossed, impressed, or multicolored seal and the registrar’s signature, authorizing it for official use to prove identity or citizenship.
- Closed AdoptionFamilies that want to adopt and give to adoption should know the difference between open and closed. A closed adoption is a process in which all information relating about the birth and the birth family to the future adopted will remain confidential. In this order of ideas, it will be very difficult for the adoptive family to be in contact with the birth family of the child.
- Consular Report of Birth Abroad (CRBA)The Consular Report of Birth Abroad (CRBA) is a document issued to U.S. citizens that are born outside of the U.S.If a child is born abroad to U.S. citizens, either in another country or on a U.S. military base, their parents’ must register the child’s birth with the local consulate or embassy, using CRBA Form DS-2029. This will ensure that they are on record as U.S. citizens. Parents can actually apply for the child’s Social Security number and U.S. passport at the same time they apply for the CRBA. When this form has been processed, the child will be issued a Form FS-240 or Consular Report of Birth Abroad, which can be used as a birth certificate as proof of U.S. citizenship when applying for things like a driver’s license or registering for school.
- County ClerkA county clerk, or court clerk, is the individual who is responsible for filing vital records and other official documents, as well as maintaining public records and records of all governing body transactions for a specific county.
- Criminal RecordsCriminal records in the United States are digitally-stored files of documented arrests and criminal charges, as well as the results of those charges. In general, law enforcement agencies are responsible for collecting and maintaining criminal records at the local, state, and federal levels. An individual’s criminal record, or “rap sheet“, provides a comprehensive view of their criminal history. In addition to providing information for criminal investigations, a criminal record may be used when conducting background checks for employment, security clearance, adoption, or immigration. Criminal records contain information on:
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- Death CertificateIt is an official document in which a doctor has signed and described the cause, date, and place of the event, among other things. It usually contains the following information about the deceased:
- Delayed Birth CertificateThe majority of U.S. states began formally filing birth records in the early 1900s. Ever since then, parents have been required to register the birth of a new baby with the state or county, within one year of the birth.
- Department of HealthThe United States Department of Health and Human Services (HHS) is a cabinet-level department of the United States federal government. It was founded in 1953, by U.S President Dwight D. Eisenhower, and is commonly referred to as simply “the health department.”
- Divorce CertificateA divorce certificate is a document issued by the state health department or Bureau of Vital Statistics stating:
- Divorce DecreeA divorce decree is an official document issued by the divorce court stating the details of the final judgment. It includes details about the divorce itself, as well as, the rulings on things like spousal support, child support, custody, visitation, property division, and asset and debt management.
- Divorce RecordsDivorce records are public records of divorces, which are maintained by the county clerk in the state where the divorces occurred.
- DMVThe Department or Division of Motor Vehicles (DMV) is a U.S. state-level government agency that is generally responsible for vehicle registration and issuing driver’s licenses.
- Driver’s licenseA driver’s license is an official document giving an individual to operate a motor vehicle in the U.S. There are different classes of licenses available, which allow the holder to operate different types of vehicles (ie. motorcycles, buses, standard vehicles, etc.).
- Driving RecordsA driving record or motor vehicle report (MVR) is a detailed record of an individual’s driving history, including:
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- Enhanced Driver’s License (EDL)An Enhanced Driver’s License (EDL) is a type of state-issued driver’s license and ID card issued that contains a machine-readable barcode and radio frequency identification (RFID) chip to facilitate border crossings.
- ExpatriateAn expatriate or “expat” is a citizen of one nation that is living or working abroad in a different nation. While this definition can also apply to migrants, expatriates are a little different, as they usually only relocate temporarily or take up a job opportunity abroad.
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- Marriage CertificateA marriage certificate is an official document stating that two people are legally married to one another. Marriage certificates are issued by state or local government officials after couples have officially wed and filed their completed marriage license.
- Marriage LicenseA marriage license is an official document issued by the county clerk’s office that authorizes a couple to marry one another. You must apply for a marriage license within a specific period (varies by state) before the wedding ceremony. The marriage license must be signed by both individuals and the wedding official after the ceremony and submitted to the proper government agency.
- Marriage RecordsMarriage records are vital records of marriages that have occurred and are filed with and maintained by each state’s Vital Records Office. Marriage records are considered public records and can be accessed by anyone.
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- National Center for Health Statistics (NCHS)The National Center for Health Statistics (NCHS) is a part of the U.S. Federal Statistical System and is responsible for compiling and releasing statistical health information, both online and in print. The reports they provide help determine the best actions and policies to improve and maintain the health of American citizens.
- Non-Genealogical Vital RecordsNon-Genealogical vital records are documented records of birth, deaths, marriage, and divorces that have occurred within a certain number of years, which varies by record type.
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- Passport BookA U.S. passport book is a government-issued photo identification document that can be used to travel internationally. Passport books contain blank pages for officials to stamp when leaving or arriving in a new country. They also have a 9-digit passport book number on the upper-right corner of the second page, or on the same page as the passport photo.
- Passport Book NumberA passport book number is a 9-digit identifying number, located on the upper right-hand corner of the second page of the passport.
- Passport CardA U.S. passport card is a wallet-sized, limited-use version of the U.S. passport. Passport cards can only be used to re-enter the United States by land or sea from Canada, Mexico, the Caribbean, or Bermuda.
- Proof of CitizenshipProof of citizenship is any government-issued document that is considered valid for use to establish an individual’s U.S. citizenship. The most commonly used proof of citizenship documents are:
- Proof of Joint OwnershipProof of joint ownership is documentation that verifies that both you and another individual own a specific piece of property. This could be a home, plot of land, vehicle, etc. Acceptable proof of joint ownership can, depending on the property in question, include:
- Proof of KinshipProof of kinship is documentation that verifies an individual’s connection to another person through blood or a family relationship. Vital records are frequently used to establish proof of kinship, either through genetic ties or by marriage or adoption.
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- REAL ID ActThe REAL ID Act, passed in 2005, establishes federal security standards for the state-issuing of driver’s licenses and ID cards. The act was created to help eliminated airline terrorism and reduce the risk of future tragedies like those of September 11, 2001.
- Register of DeedsA register of deeds is a county record of real estate ownership within that county, including land, homes, and commercial properties. In many areas, the county clerk is responsible for maintaining the register of deeds, however, in other places, the officer of the register of deeds is a separate assigned or elected position.
- Rush ServiceRush service is an optional service that some states offer to expedite the process of obtaining copies of vital records. The service does cost extra, but may allow you to get a copy of your vital record in as little as 2-3 days, depending on the state.
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- Short Form Birth CertificateShort form birth certificates are also called informational or abstract birth certificates. They are a condensed version of the original and only contain part of the information included on a long form birth certificate.
- Social Security CardThe United States Social Security Card is a government-issued identification document containing the holder’s full name and Social Security number (SSN). A Social Security number is a unique 9-digit number issued to American citizens, permanent residents, and some types of temporary residents.
- Social Security NumberA Social Security number (SSN) is a government-issued nine-digit number used for identification and earnings tracking in the United States. All U.S. citizens, permanent residents, and some eligible temporary residents can apply for a Social Security number.
- State-issued ID CardAll U.S. states offer both driver’s licenses and non-driver state-issued ID cards. A state-issued ID card is a government-issued form of identification that individuals can use to prove their identity, age, and citizenship.
- Stillborn Birth RecordsBabies that are born after 24 weeks and are not considered medically alive at birth are referred to as stillborn. By law, all stillbirths must be recorded with the state where the birth occurred.
- Sworn StatementA sworn statement, also called a sworn declaration, is a document containing an oral or written statement that was given under oath or penalty of perjury.
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- Vital Records OfficeA Vital Records Office is a government agency responsible for filing and maintaining records of births, deaths, marriage, and divorces. Vital Records Offices can exist at the state, county, or city level and may also be called Bureaus of Vital Statistics or Bureaus of Vital Records. In some areas, the county clerk’s office is responsible for vital records.
- Vital StatisticsVital statistics consist of data compiled by government agencies from information gathered by civil registration systems and records about births, Marriages, Divorces and Deaths. Depending on which one is concerned, Data recorded as vital statistics can include different elements such as:
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