Exchanging Vital Records Electronically

1
Exchanging Vital RecordsElectronically

• Teresa Jennings, Washington
• David Johnson, NCHS
• Mark Miller, Nebraska
• Joyce Grant-Worley, Oregon

2
IE Toolkit

• IE Agreement Teresa Jennings
• VRX SDN Processes David Johnson
• File Layouts Programs Mark Miller
• Communications Package Joyce Grant Worley
• State Experiences Joyce Grant-Worley

3
What, Why, and How

• What
• Use NCHS developed VRX software and SDN system to
  exchange birth and death records electronically
• Why
• No more paper
• No more data entry of out of state records
• Send one file receive one file
• How
• Toolkit on the NAPHSIS Website

4
Putting the Puzzle Together

• Using the WEB
• Getting an Assist from NCHS
• Exploiting Jurisdiction Technology

NCHS
VRX
Agreement
SDN
PKI
States
SAS
File Format
WEB
5
(No Transcript)
6
IE Agreement Process Results

• Agreement Approval Process
• Renewed every two years
• Jurisdictions sign a hard copy
• Posted to the web site
• Changes the 2003-2004 Agreement
• IE Agreement
• Addenda Results

7
Types of Files Exchanged

• NCHS Data Layout
• Inter-Jurisdictional Exchange Layout
• Roster Files

8
NCHS Secure Data Network

• How it works
• What you will send
• What you will get

9
VRX Software Getting Started

• Register to use the CDC-SDN.
• Acquire the Vital Record Exchange (VRX) Software.
• What you will receive.
• What you will need to do.
• What you can expect.

10
VRX Software Getting Started

• Register to use the CDC-SDN
• Secure Data Network (SDN)
• Request activities
• Upload
• User_Info Download
• (State)_Download

11
VRX Software Getting Started

• Acquire the Vital Record Exchange (VRX) Software
• Access the User_Info_Download activity.
• Download
• VRX_Setup.exe
• VRXPubKy.pgp

12
VRX Software Getting Started

• What you will receive
• In VRX_Setup.exe
• The VRX Application Documentation
• Current VRX control files
• In VRXPubKy.pgp
• The Exchange encryption key ring.

13
VRX Software Getting Started

• What you will need to do.
• Read documentation.
• Install VRX the application.
• Create your encryption key.
• Email your encryption key to Dave Johnson.

14
VRX Software Getting Started

• You will need to
• Add Exchange keys to your key ring.
• Create programs to format your data into standard.

15
VRX Software Getting Started

• You will need to
• Run VRX
• This filters your data into Exchange files.
• One file for each destination State.
• All files packaged into one ZIP file.
• Upload to the CDC-SDN.

16
VRX Software Getting Started

• You can expect to
• Download timely and current exchange data
• Use VRX to decrypt exchange files.
• Use uniformly formatted exchange data that
• Eliminates double coding and keying
• Prevents Certificate fraud
• Analyze expanded and improved resident data

17
File Layouts Standard File
18
File Layouts Roster File
19
SAS Programs

• These programs are used to convert Nebraska's
  layout into Inter-jurisdictional Exchange
  records.
• A jurisdiction can modify these programs to suit
  their specific file layouts and formats.

20
CONVERTS NEBRASKA'S LAYOUT INTO THE
INTER-JURISDICTIONAL EXCHANGE LAYOUT
FILENAME OUT 'H\MONTHLY\NCHS\DATA\NE02001e.dne'
FILENAME DTH 'y\winvrs\death\export\DTH2002.Dat'
DATA DTH INFILE DTH LRECL1400 MISSOVER
READS IN NEBRASKA DEATH RECORDS. THE FOLLOWING
DEFINES THE INPUT FIELDS / CERTCERTIFICATE
NUMBER NAMEFFIRST NAME OF DECEDENT
NAMEMMIDDLE INITIAL OF DECEDENT NAMELLAST
NAME OF DECEDENT SUFFIXDECEDENT SUFFIX (JR,
SR...) ALIASALIAS INDICATOR SEXSEX OF
DECEDENT BTHPLACESTATE OF BIRTH
BTHPLCESTATE OF BIRTH (LINKING PURPOSES)
DODMONTHMONTH OF DEATH DODDAYDAY OF DEATH
DODYEARYEAR OF DEATH AGEUNITAGE UNITS
AGENUMBER OF AGE UNITS DOBMONTHMONTH OF
BIRTH
21
INPUT CERT 1-5 NAMEF 6-20 NAMEM 56 NAMEL
106-125 SUFFIX 156-159 ALIAS 160 SEX 161
CERTO 1 DODMONTH 162-163 DODDAY 164-165
DODYEAR 166-169 BTHPLACE 205-206 AGEUNIT
207 AGE 208-209 DOBMONTH 210-211 DOBDAY
212-213 BTHYR 214-217 DOBYEAR 214-217
SOCSEC 218-226 TYPE 227 DTHSTATE 228-229
DTHCITY 265 DTHCNTY 286-287 RESSTATE
343-344 RESCITY 380 RESCNTY 416-417 RACE
513 ANCEST 564-565 MARITAL 566 OCCUP
761-763 INDUSTRY 804-806 EDUC 807-808
FATHERS 909-927 ACME 1143-1146 BCNUM
1389-1394 MEDEXA 1125 WORK 1126 AUTOPPER
1124 FLAG 1396 PLACE 1147 ACTIVITY 1148
ENTAXS1 1150-1155 ENTAXS2 1157-1162 ENTAXS3
1164-1169 ENTAXS4 1171-1176 ENTAXS5
1178-1183 ENTAXS6 1185-1190 ENTAXS7
1192-1197 ENTAXS8 1199-1204 ENTAXS9
1206-1211 ENTAXS10 1213-1218 ENTAXS11
1220-1225 ENTAXS12 1227-1232 ENTAXS13
1234-1239 ENTAXS14 1241-1246 ENTAXS15
1248-1253 ENTAXS16 1255-1260 ENTAXS17
1262-1267 ENTAXS18 1269-1274 ENTAXS19
1276-1281 ENTAXS20 1283-1288 RECAXS1
1290-1294 RECAXS2 1295-1299 RECAXS3
1300-1304 RECAXS4 1305-1309 RECAXS5
1310-1314 RECAXS6 1315-1319 RECAXS7 1320-1324
RECAXS8 1325-1329 RECAXS9 1330-1334
RECAXS10 1335-1339 RECAXS11 1340-1344
RECAXS12 1345-1349 RECAXS13 1350-1354
RECAXS14 1355-1359 RECAXS15 1360-1364
RECAXS16 1365-1369 RECAXS17 1370-1374
RECAXS18 1375-1379 RECAXS19 1380-1384
RECAXS20 1385-1389 FACILITY 289-338 DTHCITYN
230-264 DTHCNTYN 266-285 SPOUSEF 567-616
SPOUSEL 667-716 OCCDESC 721-745 INDDESC
764-788 RESCITYN 345-379 RESCNTYN 381-405
RESSTRT 418-452 ZIPCODE 453-461 ORIGIN
514-529 RACETEXT 463-512 DADFIRST 809-858
DADMID 859-908 DADLAST 909-958 MOMFIRST
963-1012 MOMMID 1013-1062 MOMMAID 1063-1112
DISP 1121 FUNCODE 1117-1120 NAMEFST 6-55
NAMEMID 56-105 NAMELAST 106-155
22
AUTOPSY IS NOT REQUIRED BY NCHS AND SHOULD BE A
9 FOR THEM BUT WILL LEAVE FOR THE EXCHANGE
AUTOPPER9 IF OCCUP' ' THEN OCCUP'999'
IF INDUSTRY' ' THEN INDUSTRY'990' IF
WORK'8' THEN WORK'9' CONVERTS THE REFERRED
TO MEDICAL EXAMINER CODE TO THE LAYOUT CODE
IF MEDEXA'1' THEN MEDEX'Y' IF MEDEXA'2'
THEN MEDEX'N' IF MEDEXA'9' THEN MEDEX'U'
CONVERTS TYPE OF PLACE OF DEATH FROM NEBRASKA TO
NCHS DETAIL IF TYPE'1' THEN TYPEF'1' IF
TYPE'2' THEN TYPEF'2' IF TYPE'3' THEN
TYPEF'3' IF TYPE'4' THEN TYPEF'4' IF
TYPE'5' THEN TYPEF'7' IF TYPE'6' THEN
TYPEF'5' IF TYPE'7' THEN TYPEF'6' IF
TYPE'9' THEN TYPEF'9'
23
WRITES THE RECORD OUT IN EXCHANGE FORMAT FOR THE
FIELDS WE HAVE FILE OUT LRECL2176 PUT _at_5
RECCODE 1. _at_6 CERT 5. _at_11 NAMEL 20. _at_31
NAMEF 15. _at_46 NAMEM 1. _at_47 ALIAS 1. _at_48 SEX
1. _at_49 DODMONTH 2. _at_51 DODDAY 2. _at_55 SOCSEC
9. _at_64 AGEUNIT 1. _at_65 AGE 2. _at_67 DOBMONTH
2. _at_69 DOBDAY 2. _at_74 BTHPLCE 2. _at_76 TYPEF
1. _at_77 PODSTCCO 5. _at_82 MARITAL 1. _at_83 OCCUP
3. _at_86 INDUSTRY 3. _at_89 RESSTCCO 5. _at_94
HISPANIC 1. _at_95 RACE 1. _at_96 EDUC 2. _at_98
FATHERS 19. _at_117 WORK 1. _at_122 AUTOPPER 1.
_at_123 zero 1. _at_124 BCNUM 5. _at_129 BTHYR 4.
_at_133 BTHPLACE 2. _at_135 DODYEAR 4. _at_139
DOBYEAR 4. _at_151 DODYEAR 4. _at_155 DTHSTATE 2.
_at_157 RECCODE 1. _at_158 CERT 5. _at_191 PLACE 1.
_at_192 ACTIVITY 1. _at_200 ACME 4. _at_206 ENTAXS1
6. _at_214 ENTAXS2 6. _at_222 ENTAXS3 6. _at_230
ENTAXS4 6. _at_238 ENTAXS5 6. _at_246 ENTAXS6 6.
_at_254 ENTAXS7 6. _at_262 ENTAXS8 6. _at_270 ENTAXS9
6. _at_278 ENTAXS10 6. _at_286 ENTAXS11 6. _at_294
ENTAXS12 6. _at_302 ENTAXS13 6. _at_310 ENTAXS14
6. _at_318 ENTAXS15 6. _at_326 ENTAXS16 6. _at_334
ENTAXS17 6. _at_342 ENTAXS18 6. _at_350 ENTAXS19
6. _at_358 ENTAXS20 6. _at_367 RECAXS1 5. _at_372
RECAXS2 5. _at_377 RECAXS3 5. _at_382 RECAXS4 5.
_at_387 RECAXS5 5. _at_392 RECAXS6 5. _at_397 RECAXS7
5. _at_402 RECAXS8 5. _at_407 RECAXS9 5. _at_412
RECAXS10 5. _at_417 RECAXS11 5. _at_422 RECAXS12
5. _at_427 RECAXS13 5. _at_432 RECAXS14 5. _at_437
RECAXS15 5. _at_442 RECAXS16 5. _at_447 RECAXS17
5. _at_452 RECAXS18 5. _at_457 RECAXS19 5. _at_462
RECAXS20 5. _at_527 FACILITY 50. _at_577 DTHCITYN
35. _at_627 DTHCITY 1. _at_628 DTHCNTY 2. _at_634
DTHCNTYN 20. _at_660 SPOUSEF 50. _at_710 SPOUSEL
50. _at_760 OCCDESC 25. _at_785 INDDESC 25. _at_810
RESCITYN 35. _at_860 RESCITY 1. _at_861 RESCNTY
2. _at_867 RESCNTYN 25. _at_892 RESSTRT 35. _at_942
ZIPCODE 9. _at_951 ORIGIN 15. _at_966 RACETEXT
50. _at_1016 DADFIRST 50. _at_1066 DADMID 50. _at_1116
DADLAST 50. _at_1166 MOMFIRST 50. _at_1216 MOMMID
50. _at_1266 MOMMAID 50. _at_1316 DISPA 1. _at_1432
FUNNAME 50. _at_1482 FUNADDR 50. _at_1568 MEDEX
1. _at_2018 NAMEFST 50. _at_2068 NAMEMID 50. _at_2118
NAMELAST 50. _at_2168 FLAGR 1. _at_2169 SUFFIX
7. RUN
24
FILENAME DTH 'c\vrx\ne02001e.dor' DATA
DTH INFILE DTH LRECL520 MISSOVER INPUT BPLACE
1-20 BPLACECD 21-22 DECFIRST 23-72 DECMID
73-122 DECLAST 123-172 STDEATH 173-192
STDTHCD 193-194 DOD 195-202 DOB 203-210
DOBYEAR 207-210 DOBMNTH 203-204 DOBDAY
205-206 DODMNTH 195-196 DODDAY 197-198
DODYEAR 199-202 SEX 211 FILENO 212-217
FFIRST 218-267 FMID 268-317 FLAST 318-367
MFIRST 368-417 MMIDDLE 418-467 MMAIDEN
468-517 THE FOLLOWING MAY BE USED FOR STATES
THAT WISH TO LIMIT LISTINGS BY AGE
/ CALCULATES AGE OF DECEDENT
DOBDOBMNTHDOBDAYDOBYEAR DODDODMNTHDODDAY
DODYEAR DATEBINPUT(DOB,MMDDYY8.)
DATEDINPUT(DOD,MMDDYY8.) AGEINT((DATED-DATEB)/
365.25) IF AGE LE 49 / DEATH'DEATH DATE'
BIRTH'BIRTH DATE' GENDER'GENDER' BPLACEN'BIRT
H PLACE--------CODE' BPLACEC'CODE' STDEATHN'DE
ATH PLACE--------CODE' FILEN'FILE
' DTHNAME'DECEDENT NAME' FANAME'FATHER
NAME' MANAME'MOTHER MAIDEN NAME' SLASH'/'
25
BLANK' ' IF SEX1 THEN SEXA'MALE
' IF SEX2 THEN SEXA'FEMALE ' IF SEX9 OR
SEX. THEN SEXA'UNKNOWN' PROC SORT DATADTH
REVERSE BY DOBYEAR DOBMNTH DOBDAY DATA
TOTAL MERGE DTH file print notitle options
pagesize49 linesize94 PUT _at_1 DEATH 10. _at_15
BIRTH 10. _at_29 GENDER 6. _at_41 BPLACEN 23.
_at_65 STDEATHN 23. _at_89 FILEN 6./ _at_1 DODMNTH
2. _at_3 SLASH 1. _at_4 DODDAY 2. _at_6 SLASH 1.
_at_7 DODYEAR 4. _at_15 DOBMNTH 2. _at_17 SLASH 1.
_at_18 DOBDAY 2. _at_20 SLASH 1. _at_21 DOBYEAR
4. _at_29 SEXA 7. _at_41 BPLACE 20. _at_62 BPLACECD
2. _at_65 STDEATH 20. _at_86 STDTHCD 2. _at_89
FILENO 6./ _at_1 DTHNAME 13. _at_32 FANAME 11.
_at_64 MANAME 18./ _at_1 DECFIRST 30. _at_32 FFIRST
30. _at_64 MFIRST 30./ _at_1 DECMID 30. _at_32
FMID 30. _at_64 MMIDDLE 30./ _at_1 DECLAST 30.
_at_32 FLAST 30. _at_64 MMAIDEN 30./ _at_1 BLANK
10. RUN
26
DEATH DATE BIRTH DATE GENDER BIRTH
PLACE--------CODE DEATH PLACE--------CODE FILE
04/04/2002 09/22/1980 FEMALE
Nebraska 28 Oregon 38
12345 DECEDENT NAME FATHER NAME
MOTHER MAIDEN NAME MARY
JOHN SUSAN ANN E
ANNETTE JONES SMITH
JONES DEATH DATE BIRTH DATE
GENDER BIRTH PLACE--------CODE DEATH
PLACE--------CODE FILE 03/28/2002 03/23/1974
MALE Nebraska 28 Oregon
38 54321 DECEDENT NAME
FATHER NAME MOTHER MAIDEN
NAME JERRY ALLAN CARLA JOE
EDWARD ELLEN NELSON
NELSON HANSON DEATH DATE BIRTH DATE
GENDER BIRTH PLACE--------CODE DEATH
PLACE--------CODE FILE 05/25/2002 01/17/1974
MALE Nebraska 28 Oregon
38 11223 DECEDENT NAME
FATHER NAME MOTHER MAIDEN
NAME ROBERT LARRY JULIE DAVID
FRANK LANA ANDERSON
ANDERSON MILLS DEATH DATE BIRTH DATE
GENDER BIRTH PLACE--------CODE DEATH
PLACE--------CODE FILE 01/08/2002 04/13/1967
FEMALE Nebraska 28 Oregon
38 32221 DECEDENT NAME
FATHER NAME MOTHER MAIDEN
NAME MICHELLE PAUL TINA RENEE
SAMUEL MARIE LATTA
THOMAS JOHNSON DEATH DATE BIRTH DATE
GENDER BIRTH PLACE--------CODE DEATH
PLACE--------CODE FILE 02/12/2002 08/19/1961
FEMALE Nebraska 28 Oregon
38 24241 DECEDENT NAME
FATHER NAME MOTHER MAIDEN
NAME DANIELLE THEODORE MARGARET ALICIA
EUGENE CYNTHIA WASHINGTON
PETERSON BECKER
27
Communication Application

• CDCs Secured Data Network
• https\sdn.cdc.gov
• Register and establish challenge phase
• Download updates
• Start transmitting

28
Communication Application

• CDCs Secured Data Network
• Get directions enrollment password from David
  Johnson
• https\sdn.cdc.gov
• Register and establish challenge phase
• Download updates
• Start transmitting

29
SDN Screen Shots
30
SDN Choices
31
SDN Updates and Notes
32
SDN Download Screen
33
Oregon Experience

• Pretty Slick
• Fits and starts understand files folders
• Experiment with VRX.ini file
• Developed MS Access programs to print remaining
  out-of-state resident data
• MS Access to print lists both in/out Roster files
• Need to develop process for incoming files
• Match more complicated with Death to Birth
• Think DOS Think Short

34
Whats Next

• Use the website
• Download the toolkit pieces
• Obtain the VRX Software and Public/Private Key
• Modify programs
• EXCHANGE DATA

35
States Currently Participating

• Nebraska Mark Miller
• South Dakota Kathi Mueller, Mary Sarvis
• OregonJoy ce Grant-Worley
• California David Fisher, Jane McKendry
• Arkansas Paul Johnson
• New Hampshire Chris Wittenberg, Steve Wirtz
• Washington Karen Lathrop
• Florida Gary Sammet
• Missouri Joyce Brand

36
Where to Get Help

• www.naphsis.org
• David Johnson VRX Software
• dpj1_at_cdc.gov
• Mark Miller SAS
• mark.miller_at_hhss.state.ne.us
• Karen Lathrop File Layouts
• karen.lathrop_at_doh.wa.gov
• Teresa Jennings Agreements
• teresa.jennings_at_doh.wa.gov
• IE Committee Members and Partner States
• joyce.grant-worley_at_state.or.us