October 2020 Monthly Newsletter
Executive Director Report - Shawna Webster
Happy October, NAPHSIS! It’s hard to imagine a fall going by without our Regional Meetings, but fret not! This year, NAPHSIS will be hosting Virtual Regional Meetings!
During the upcoming Identity and Security Conference there will be two combined sessions for members to attend. Join colleagues from your region to share and discuss a variety of topics. Jurisdiction members who register for the ID Conference will be automatically added to their region’s specific Zoom meeting. If you are a jurisdiction member and want to attend ONLY the Virtual Regional Meetings, please email Katey Frederking to be added to the meeting.
The Regional Meetings are free for jurisdiction members to attend, and will take place on the following days:
Midwest + Western
Monday, November 30
Northeast + Southern
Tuesday, December 1
As with ALL of our virtual events – it means more of our members can participate. If you’ve never taken part in a regional meeting before, this is your opportunity to see what they’re all about. Each region will construct their own agenda.
Message from the President - Molly Crawford
At an early age through play, most of us learn how to relate to other people, express ourselves, communicate, and share. This early learning is necessary for human development and the lessons are valuable throughout one’s lifetime.
These concepts are also key to efficient vital records operations. Relationships among members, between you and NAPHSIS, NCHS, other partners, and within your health department are important. Clear, concise, and direct communication is essential. Sharing information and data is a core function and critical activity in each of our offices. It is this last concept—sharing—that is the topic of my message this month.
While we all know that vital records are a state, not federal responsibility, and we recognize that each jurisdiction is independent and unique, we value and appreciate standardization. In addition, we recognize that none of us alone can accomplish all we must do—we need and rely on others to complete our work and our data sets. We need to share data and we must work together to operate and maintain the national vital statistics system. Each of us is part of the whole.
Helping us be whole is one of the strengths of NAPHSIS. NAPHSIS brings together all jurisdictions to address common problems, shared challenges, and seize opportunities. NAPHSIS helps us speak with one voice, leverage our resources, and increase the value of our work and vital event data. NAPHSIS helps us share what we have with others—helps us share with the world.
NAPHSIS oversees the Inter-Jurisdictional Exchange (IJE) Agreement—a national sharing agreement that provides data governance for records exchanged between jurisdictions and with authorized data partners through the State and Territorial Exchange of Vital Events (STEVE) system. The IJE Agreement dictates that the jurisdiction of occurrence, or the sending jurisdiction, is the owner of the record, and maintains control over access to the record even when shared with another vital records office. The laws of the sending jurisdiction take precedence over the recipient jurisdiction(s), and sending jurisdictions may redact fields for additional data recipients and customize the filtering and routing rules through the exchange platform, STEVE.
Through the IJE, NAPHSIS secures agreement among all 57 jurisdictions and standardizes our sharing. Quite an accomplishment! The beauty of the IJE is that it allows each jurisdiction authority and flexibility within a framework that respects others and protects data. It is a contract and a mechanism that works and positions us for the future.
Both the IJE Agreement and the STEVE User Agreement are up for renewal. The current agreements expire the end of December. Please make sure you sign-off and return them to NAPHSIS by December 1, 2020. Send all questions and signed copies to HQ@naphsis.org. In addition, State Registrars and vital records leadership should invest effort to understand and implement the IJE appropriately and use STEVE for maximum efficiency. Learn more at the upcoming Identity and Security Conference session on STEVE and look for new training to be offered by NAPHSIS soon.
Upcoming Webinars and Events
Wednesday, November 4 @ 3pm ET
Fetal Death Webinar
Wednesday, November 18 @ 2pm ET
VSCP Project Directors Call
Tuesday, November 24 @ 3pm ET
Field Services Special Interest Group
Email us to join.
November 30 - December 2
Identity and Security Conference
For any questions about NAPHSIS Events, please email Katey Frederking.
2020 Identity and Security Conference
Join us for our first VIRTUAL Identity and Security Conference. This will be an important opportunity to bring industry leaders and jurisdiction representatives together for mutual education, training and policy. The vital records community is committed to be an active and responsive part of our nation’s identity ecosystem. Please join us for this exciting opportunity to collaborate and network with the nation’s top professionals in identity and security.
This three day conference will cover:
Identity management and emerging remote technologies
Legal aspects of data sharing
Social issues affecting identity documents
Digital drivers licenses and Real ID updates
Continuing on the success of previous years, this year's conference will further the conversations of how governmental agencies and private organizations can better work together, share data, and protect against identity fraud and increase the security of our personal data.
Inter-Jurisdictional Exchange (IJE) Agreement & STEVE Agreement
The Inter-Jurisdictional Exchange (IJE) Agreement has been updated for 2021-2025. This agreement provides data governance for records exchanged between jurisdictions and with authorized data partners through the State and Territorial Exchange of Vital Events (STEVE) system. With this update, the STEVE User Agreement has also been updated to coincide with the IJE Agreement. Please review both documents, send all questions and signed agreements to HQ@naphsis.org.
STEVE User Agreement
The IJE Agreement dictates that the jurisdiction of occurrence, or the sending jurisdiction, is the owner of the record, and maintains control over access to the record even when shared with another vital records office. The laws of the sending jurisdiction take precedence over the recipient jurisdiction(s), and sending jurisdictions may redact fields for additional data recipients and customize the filtering and routing rules through the exchange platform, STEVE.
Updates to the IJE Agreement include:
Definitions Section: mostly for clarity of understanding and transparency
Period of Performance
Terms and Conditions for sending jurisdictions
Terms and Conditions for re-release to local public health agencies
Making it more clear that the data received shall not be used for public record requests
Please return these documents signed as soon as possible, but no later than December 1, 2020. We know it can take time to have documents reviewed and signed, so please start this process soon.
New California Vital Data Query Tool
The California Department of Public Heath recently announced the launch of a new electronic vital statistics query system, the California Vital Data (Cal-ViDa) Query Tool. Cal-ViDa allows members of the public to create custom reports through querying California's birth and death data.
After creating a Cal-ViDa account, the public can use Cal-ViDa to create a variety of birth and death reports. Users can generate reports with statewide counts as well as counts by county, city, or ZIP Code. Selected demographic variables, such as race/ethnicity and education level, and health indicators, such as birthweight and cause of death, are also available.
To access Cal-ViDa and create an account, please visit the Cal-ViDa Overview page.
For questions and more information please contact CalViDa@cdph.ca.gov
Maine Job Opportunity
The Maine Department of Health and Human Services currently has a Data Analyst job opening.
The data analyst position will be responsible for editing and preparing data files, analyzing and presenting health, vital statistics, population, demographic and related information to a variety of data users including health professionals, the Legislature, the media, business executives and the public for planning, policy development and program management purposes.
The position will also:
Respond to requests for health and population data. This includes on-going requests, as well as general requests from government agencies, non-profit groups, private businesses and the public. Complete requests for data as they are received.
Facilitate transmittance of birth and death extract files to the National Center for Health Statistics (NCHS) and Social Security Administration (SSA) to meet deliverables outlined in the respective contracts.
Assist in testing newer versions of the vital events electronic registry software as new releases are available.
Clean and review Vital Record data to continuously improve the quality of the data.
Prepare analysis, data tables, reports or infographics and make them available on office website for use.
Provide data support and coordination to the Maine CDC programs and epidemiologists.
Prepare annual population estimates using the established statistical methodology.
Participate in the development, review, and implementation of survey instruments and tools for DRVS.
Assist the Pregnancy Risk Assessment Monitoring System and Behavioral Risk Factor Surveillance System programs in analysis of survey data.
The ideal candidate will have either a bachelor's degree with 3 years of relevant program experience or a 7 year combination of education training and experience.
If you are interested in applying for this position, please click here.
Massachusetts Vital Records and Statistics System Request for Responses
Massachusetts has recently posted a Request for Responses to modernize their Vital Records and Statistics System. It is an open procurement that permits vendors outside of MA contracts to apply. The deadline for bids is December 14, 2020. Click here for more information.
EVVE & STEVE User Groups
Sign up to participate in our new monthly EVVE User Group. This monthly hour meeting provides jurisdictional service and support with any EVVE or EVVE FOD issues, questions or concerns. We also have our STEVE user group meeting monthly for STEVE support, discussion and learning. Contact us at HQ@naphsis.org to sign up for one or both groups today.