DISPOSITION SCHEDULE P: VITAL RECORDS
(THIS SCHEDULE FOR USE BY MUNICIPAL CLERKS)
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.
The "retention" column indicates either 1) a limited period after which the records may be destroyed, or 2) the word "Permanent," indicating the records may not be destroyed and must be retained permanently.
Unless otherwise noted, please refer to the following citations for confidentiality restrictions:
(1) Federal Privacy Act of 1974 (Section 7 of Pub. L. 93-579 in Historical Note), 5 U. S. C., § 552a;
(2) Social Security Act, 42 U. S. C. §§ 408(a)(8) and 405(c)(2)(C)(viii)(I);
(3) Family Educational Rights and Privacy Act, 20 U. S. C. § 1232g;
(4) Standards for Privacy of Individually Identifiable Health Information (HIPAA), 45 CFR Section 160 through 164.
For citations (1) and (2), the primary records concerns are redaction of social security numbers and proper disposal of nonpermanent records containing them. The presence of a social security number does not, by itself, render an entire document confidential.
Series Series Title / Description and Confidentiality Status Retention
P.01. Births Permanent
Record of births taking place within the municipality. Not Confidential except in cases of illegitimacy
P.02. Burial Transit Permit Permanent
Permit to transport human remains. Not Confidential
P.03. Consent to Marriage Given by Parents, Legal Guardians, or Judges of Probate Permanent
Consent to marriage from legal authorities when one or both partners has not reached majority. Not Confidential
P.04. Correspondence with Judge of Probate Concerning Marriage of Persons Under 16 Years Of Age 2 years
Correspondence with judge of probate when one or both marriage partners is under 16 years of age. Not Confidential
P.05. Deaths Permanent
Record of deaths occurring within the municipality. Title 22 §2706 allows disclosure of date of death, name, age and location by city or town where death occurred. The rest of the death record is confidential.
P.06. Divorces - Obsolete May be destroyed immediately
Certified copies filed prior to 8/4/1949. Not Confidential
P.07. Marriage Certificates Permanent
Record of marriages taking place within municipality. Not Confidential
P.08. Marriage Intentions Permanent
Intentions filed by a person planning to marry. Not Confidential
P.09. Premarital Medical Examination Forms - Obsolete No retention period
Forms no longer required (blood tests) before a couple can marry. Confidential (4)
P.10. Waiver of Premarital Medical Examination - Obsolete No retention period
Waiver of required blood test (no longer required in any case). Confidential (4)
P.11. Waiver of Waiting Period Between Filing of Marriage Intentions and Issue of License 2 years
Waiver of required waiting period before couple can marry. Not Confidential
Updated November 14, 2005
