Issuing Certified Copies

When a case is filed, EDRS enables the issuance of certified copies of the death certificate. Local Registrars can then print certified copies, of any format, to be mailed or picked-up by the Funeral Director. EDRS is capable of generating different formats of the certified copy such as long or short, with or without the cause of death, and it also handles the monetary transactions involved if the Funeral Home requested the order through EDRS. On the other hand, EDRS will not charge the Funeral Home's account if the Local Registrar chooses to issue the copies through the walk-in screen of EDRS. It is important to understand that when using EDRS to fulfill walk-in requests, the Local Registrar is required to collect the costs from the Funeral Home manually. Also, note that EDRS does not keep track of the quantity of walk-in copies issued, therefore, manual record-keeping may be necessary.

When the Funeral Home requests certified copies online (an electronic order), they specify how many and what format they would like to receive. EDRS then computes the total cost and reserves the money needed from their account. (Funds are not transferred to the municipality's account until the copies are actually issued.) Outstanding requests then appear on the case's Summary screen, for all parties to see, in a subsection entitled Certified Copy Requests. The subsection displays the following details about each order:

Ordered Dt	A date the ordered was placed.
Copies	The combined number of copies requested (short and long).
Cost	The total cost of the order, including any delivery fees.
Delivery	Specifies the method of delivery: USPS First Class, UPS Overnight, or Customer Pick-up
Issued Dt	If the order has been processed, the issued date appears otherwise an Issue link appears. Clicking on the link will take you to the Certified Copies tab where you can examine the order and fulfill it.
Version	The version number helps distinguish which version of the case is requested, since each amendment carries its own version number. Note: Orig. indicates original version.
Registrar	The registrar who the order was placed for.

When the Funeral Home plans on paying for the copies in person, no online order is needed since no automated money transactions are desired. These types of orders are treated as unrequested orders or on-demand orders. The order is typically placed by phone or in-person and the collection of the funds would be done manually.

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The fees used in determining the total costs of the certified copy requests are based on the municipality's fees at the time of the order. To view or update the certified copy fee or any delivery fees, run the Municipality Profile Report and follow the instructions at the bottom of the report to submit your fee changes.

Format	Size	Form #	Instructions	Video Tutorial
Short Form	Letter size (8.5 X 11)	42A	Issuing Short Form Certified Copies	Issuing Certified Copies for a Case
Long Form	Legal Size (8.5 X 14)	42B	Issuing Long Form Certified Copies	Issuing Certified Copies for a Case

Either format may include or exclude the cause of death information. When cause of death is not requested, the short form version will simply not display the cause of death, while the long form will mark the cause of death section on the certificate as REDACTED. See samples below.

Sample Short Form with Cause of Death

Sample Short Form without Cause of Death

Sample Long Form with Cause of Death

Sample Long Form without Cause of Death

It is the responsibility of the Local Registrar to ensure that all approved amendments are included when issuing certified copies. When amendments are not processed in EDRS, the registrar must mark the "Record Contains Amendment" box as in the picture below. Secondly, attach the amendments to the certified copy.