My E-Mail History

Complete Communications History Regarding “2nd Attempt: Standard, Abbrev, COLB, verification

 

—– Original Message —–

From:
Nellie (redacted)

To:
Okubo, Janice S. ; governor.lingle@hawaii.gov ; LtGov@hawaii.gov

Sent: Thursday, January 28, 2010 11:26 PM

Subject: Re: 2nd Attempt: Standard, Abbrev, COLB, verification

 

1-29-10

 
 

Aloha.

 
 

Enclosed is an article describing what Hawaii law prescribes to be included on a standard birth certificate. As you can see, what you sent me comes nowhere close to fulfilling the legal requirements according to your current Administrative Rules.

 
 

The standard birth certificate template that you sent says it was revised in October of 2008. Please send me the public notice for the proposed repeal of “Public Health Regulations”, Chapter 8, Section 1, announcement of the public hearing, the approval and signature of Governor Lingle, and the effective date (on or before Oct 31, 2008) of that repeal of PHR Chapter 8, Section 1.

 
 

Unless this has been repealed, the standard Certificate of Live Birth that you are currently using is against Hawaii law, not meeting the minimum requirements set forth in the current Administrative Rules (PHR, Chapter 8, Section 1).

 
 

Also, HRS 338-18 describes situations where someone may be given a verification in lieu of a certified copy. How do you accommodate this provision?

 
 

In many UIPA requests I and other requestors were told that you could not issue a verification even when we asked for things that are not on the certificate – such as to see supporting documentation. We were told that you could not tell us whether those records exist because that would be a verification, which is forbidden. If your definition of verification is basically a certifed copy (which we never asked for), then what law or rule forbids you to acknowledge the existence of certain records other than the certificates themselves? You called it a verification and used the same rules for disclosure as if it was a verification – but it certainly doesn’t qualify for what you call a “verification”. Please clarify what you mean when you say a request for information not on a certificate is a “verification”.

 
 

Thank you.

Nellie

 
 

cc: Office of the Ombudsman

      Governor Lingle

      Lt. Governor Aiona

      Attorney General Mark Bennett

      State Registrar Alvin Onaka

—– Original Message —–

From:
Okubo, Janice S.

To:Nellie (redacted)

Sent: Thursday, January 28, 2010 8:55 PM

Subject: RE: 2nd Attempt: Standard, Abbrev, COLB, verification

 

Aloha Ms. ,

Please see the attachments in response to your requests.  The standard birth certificate and late certificate of birth are attached.  Please see below for additional information.

Janice Okubo
Hawaii State Department of Health


From: Nellie
Sent: Monday, January 18, 2010 3:46 PM
To: Okubo, Janice S.
Subject: Re: 2nd Attempt: Standard, Abbrev, COLB, verification

 

Since you don’t have anything that defines a standard birth certificate, please show me a blank, voided copy of the form for a standard birth certificate, including the confidential portion referred to in Chapter 8b 2.4(B)(d), the place for signatures as referenced in Chapter 8, section 1, Chapter 8a, Section B (2)(b), and Chapter 8a, 4(b)(6).

 

A redacted birth certificate is attached.

 
 

Since you don’t have a definition for a Certificate of Live Birth, I request you to send a blank voided copy of a Certificate of Live Birth.

 

A redacted birth certificate is attached.

 
 

I also request a blank voided copy of a Certification of Live Birth.

 

A redacted birth certificate is attached.  Earlier versions of this form cannot be produced by the department and the department does not maintain a copy of earlier vital records forms.

 
 

I request to see a blank voided copy of a verification of a birth certificate.

 

A verification of a birth certificate is the certificate itself.  The blank voided copy of a birth certificate is attached.  When someone requests a verification of a birth certificate, they follow the same procedures as they would to request a birth certificate.  If the birth record is found, a certified copy is sent to the individual.  If the birth record is not found, a letter is sent to the requestor saying that no record could be found.  Regardless of whether a record is found, the $10 prepaid fee is retained for the cost of the record search.

 
 

This form for an abbreviated copy of a birth certificate has the “prima facie” statement on it. Please send a blank voided copy of both the standard copy and abbreviated copy form used when a certificate no longer qualifies as prima facie evidence – such as amended or delayed birth certificates.

 

A redacted birth certificate is attached. There are no other records responsive to your request.

 
 

I request to see a blank voided copy of a “Late” or “Delayed” birth certificate.

 

A blank voided copy of a late birth certificate is attached.  In order to qualify for a late birth certificate the birth must have occurred a minimum of 12 months prior.

 
 

Thank you.

Nellie

—– Original Message —–

From:
Okubo, Janice S.

To:
Nellie

Sent: Tuesday, January 12, 2010 5:04 PM

Subject: RE: 2nd Attempt: Standard, Abbrev, COLB, verification

 

Aloha Ms. ,

 

I have confirmed with our vital records office that there are no documents that provide the definitions you are requesting.  I have attached a blank, voided copy of the form for a Hawaii birth certificate which includes what information may be included, however not all information on the certificate is required.  For example, if a child does not have an identified father, there would be no father’s name, race, or state/country of birth.


From: Nellie
Sent: Monday, December 21, 2009 3:34 PM
To: Okubo, Janice S.
Subject: 2nd Attempt: Standard, Abbrev, COLB, verification

 

 
 

—– Original Message —–

From:Nellie

To:
Okubo, Janice S.

Sent: Monday, December 21, 2009 6:02 PM

Subject: UIPA Request for Forms

 

12-21-09

 
 

Aloha, Ms. Okubo

 
 

“Public Health Regulations, Chapter 8b, 2.4 B (2), (c) and (d) give the director of the DOH the discretion to decide what is to be contained on abbreviated copies, but abbreviated copies may only be issued when ALL the information required on the abbreviated form is included on a person’s original birth certificate on file. Pursuant to UIPA, I request either the department documents which describe what information is required to be included on an abbreviated copy of a birth certificate OR a blank, voided copy of the form for an abbreviated birth certificate.

 
 

I also request any documents defining  “standard birth certificate”, “abbreviated copy of a birth certificate”, “Certificate of Live Birth”, and  “Certification of Live Birth” as well as listing the the required information for each.

 
 

I also request any documents clarifying the difference between a verification and a Certification of Live Birth.

 
 

I prefer to receive these as electronic copies, e-mailed to (redacted)

 
 

As always, I will continue sending this request until I receive confirmation that you have received it.

 
 

Thank you.

Nellie

—– Original Message —–

From:
Okubo, Janice S.

To: Nellie

Sent: Thursday, January 28, 2010 8:55 PM

Subject: RE: 2nd Attempt: Standard, Abbrev, COLB, verification

 

Aloha Ms. ,

Please see the attachments in response to your requests.  The standard birth certificate and late certificate of birth are attached.  Please see below for additional information.

Janice Okubo
Hawaii State Department of Health


From: Nellie
Sent: Monday, January 18, 2010 3:46 PM
To: Okubo, Janice S.
Subject: Re: 2nd Attempt: Standard, Abbrev, COLB, verification

 

Since you don’t have anything that defines a standard birth certificate, please show me a blank, voided copy of the form for a standard birth certificate, including the confidential portion referred to in Chapter 8b 2.4(B)(d), the place for signatures as referenced in Chapter 8, section 1, Chapter 8a, Section B (2)(b), and Chapter 8a, 4(b)(6).

 

A redacted birth certificate is attached.

 
 

Since you don’t have a definition for a Certificate of Live Birth, I request you to send a blank voided copy of a Certificate of Live Birth.

 

A redacted birth certificate is attached.

 
 

I also request a blank voided copy of a Certification of Live Birth.

 

A redacted birth certificate is attached.  Earlier versions of this form cannot be produced by the department and the department does not maintain a copy of earlier vital records forms.

 
 

I request to see a blank voided copy of a verification of a birth certificate.

 

A verification of a birth certificate is the certificate itself.  The blank voided copy of a birth certificate is attached.  When someone requests a verification of a birth certificate, they follow the same procedures as they would to request a birth certificate.  If the birth record is found, a certified copy is sent to the individual.  If the birth record is not found, a letter is sent to the requestor saying that no record could be found.  Regardless of whether a record is found, the $10 prepaid fee is retained for the cost of the record search.

 
 

This form for an abbreviated copy of a birth certificate has the “prima facie” statement on it. Please send a blank voided copy of both the standard copy and abbreviated copy form used when a certificate no longer qualifies as prima facie evidence – such as amended or delayed birth certificates.

 

A redacted birth certificate is attached. There are no other records responsive to your request.

 
 

I request to see a blank voided copy of a “Late” or “Delayed” birth certificate.

 

A blank voided copy of a late birth certificate is attached.  In order to qualify for a late birth certificate the birth must have occurred a minimum of 12 months prior.

 
 

Thank you.

Nellie

—– Original Message —–

From:
Okubo, Janice S.

To:Nellie

Sent: Tuesday, January 12, 2010 5:04 PM

Subject: RE: 2nd Attempt: Standard, Abbrev, COLB, verification

 

Aloha Ms. ,

 

I have confirmed with our vital records office that there are no documents that provide the definitions you are requesting.  I have attached a blank, voided copy of the form for a Hawaii birth certificate which includes what information may be included, however not all information on the certificate is required.  For example, if a child does not have an identified father, there would be no father’s name, race, or state/country of birth.


From: Nellie
Sent: Monday, December 21, 2009 3:34 PM
To: Okubo, Janice S.
Subject: 2nd Attempt: Standard, Abbrev, COLB, verification

 

 
 

—– Original Message —–

From:
Nellie

To:
Okubo, Janice S.

Sent: Monday, December 21, 2009 6:02 PM

Subject: UIPA Request for Forms

 

12-21-09

 
 

Aloha, Ms. Okubo

 
 

“Public Health Regulations, Chapter 8b, 2.4 B (2), (c) and (d) give the director of the DOH the discretion to decide what is to be contained on abbreviated copies, but abbreviated copies may only be issued when ALL the information required on the abbreviated form is included on a person’s original birth certificate on file. Pursuant to UIPA, I request either the department documents which describe what information is required to be included on an abbreviated copy of a birth certificate OR a blank, voided copy of the form for an abbreviated birth certificate.

 
 

I also request any documents defining  “standard birth certificate”, “abbreviated copy of a birth certificate”, “Certificate of Live Birth”, and  “Certification of Live Birth” as well as listing the the required information for each.

 
 

I also request any documents clarifying the difference between a verification and a Certification of Live Birth.

 
 

I prefer to receive these as electronic copies, e-mailed to (redacted).

 
 

As always, I will continue sending this request until I receive confirmation that you have received it.

 
 

Thank you.

Nellie

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2 Comments

  1. Charlene
    Posted March 13, 2010 at 5:58 pm | Permalink | Reply

    Can some one tell me other sites to follow this on. I got out of the loop after Miss Tickly shut down.
    I know this HAS to get better there is too much out there!
    God Bless.

One Trackback

  1. […] that they did not understand her request: Now, with all that history, look at the e-mail history I enclosed in the last e-mail to them and compare it with the e-mail history on theirlatest e-mail to me. I […]

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