4.3.2  Marking Vital Records, “Administrative Use Only”

Vital records are maintained by the Wisconsin Department of Health Services and are official records of births, deaths, marriages, and divorces. These documents are referred to as Birth Certificates, Death Certificates, Marriage Certificates, and Divorce and Annulment Certificates and any data related to the above documents, e.g., printed birth query information from CARESClient Assistance for Reemployment and Economic Support.

A certified birth certificate has a registrar's raised, embossed, impressed or multicolored seal, registrar’s signature, and the date the certificate was filed with the registrar's office, which must be within 1 year of the stated birth.

Prior to scanning these documents, the FEPFinancial and Employment Planner must photocopy the original document, stamp it with “Administrative Use Only” and then scan it into ECFElectronic Case File.  Originals must not be scanned into ECF, but must be returned to the W-2 applicant. Following this process will ensure that W-2 agencies are in compliance with Wis. Stat. s 69.30 (2) which requires that vital records be marked, “Administrative Use Only.”  

Although Certificates of Naturalization and Certificates of Citizenship are not considered vital records, W-2 agencies must also use the vital records process for these documents.

History: There are no previous versions of this policy.