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Georgia Legitimation Birth Certificate Attach document sample
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t
Secretary of State
Department of Archives and History
330 Capitol Avenue, S.E.
Atlanta, Georgia 30334
www.sos.state.ga.us/archives
Cathy Cox David W. Carmicheal
SECRETARY OF STATE DIRECTOR
(404) 656-2358
INFORMATION (404) 656-2393
FAX (404) 6574427
Records Retention Schedule Approval Page dcanicheal @sos.slate.ga.us
Schedule Number: 74-403-A
Effective Date: 2/19/1980 (original)
Record Series Title: Changes Due to Adoption, Legitimation, Delegitimation, and
Change of Name Files
., Retention Requirement: Permanent Record. Hold in current file area for 100
years, then transfer to the State Archives.
The above retention period is consistent with the requirement of the Georgia
Records Act (O.C.G.A. 550-18-90 et seq).
Recommended by: I2 - I0 -0 I
Andrew S. Taylor, Assistant Direc Records Management Date
The State Records Committee approves this recommended retention period for
the named records series.
Signed: w . 1 1 lo(
x ( 8
David W. Carmicheal , Secretary of State Designee ' ' Date
Department of Human Resources RECORD RETENTION SCHEDULE
Records Management Program , CHANGE REQUEST
Revised 3/00
1 . Title of Record Series
Birth Certificate Chanaes Due to AdODtion. Leaitimation, Deleaitimation, and Change of Name Files
2. DivisionlOffice Division of Public Health
Section Vital Records
3. Action desired: Revise Schedule
Note: Updated and revised record content. Also changed retention from "hold in current files area for 10 years,
then transfer= rchives for permanent retention" to "hold in current file area for 100 years, then transfer
to the State r for permanent retention."
Changed title from: "Vital Records Adoption, Legitimation, Delegitamation, and Change of Name Files."
4. Retention Schedule Number 74-403-A Approval Date 2/19/80
The information contained on this form and the related 'Record Series 'form is consistent with the requirements
of the Georgia Records Act (0.C. G.A. 50-18-90 et seq.) and with other relevant laws and requirements.
5. Authorized by: 4
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7. Approved by:
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' Secretary of State Designee
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~ p p ~ l C A f l 0FOR RECORDS RETENTION SCHEDULE
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GEW3GlA~DEPARTMENT nuMAl!,~
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. . OFFICE OF ADMiNlSSRATtVE S
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RECORDSMANAGEMENT UNIT
instructions on completing this form contact DHR Records Mansgemant Unit, 47 Triniv Avenue, Atlanta, Georgia
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30334. Phone (404) 6564976 GIST: ?la683
ARCHIVES AND HISTORY
Division of Physical Health
V i t a l Records Section Room -
47 T r i n i t y Avenue, S. W.
Atlanta, Georgia 30334 FEB - 1
-.
1980 1 __* 1980
1 9 ~.
Tolaphow Number
Mrs. Gilmer Chatham Deputy Director 656-4750
~~___.. _*---.--
, AsrinReqwsted
a. 0 Establish Ramtion Sshoduk: ncordwill m n t i n t t e m m u l m .
b. 0 Ditpoae of p.rent mxmulotion; IU) tunher accumuhtion mticipstsd.
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c L g ~ w n Application No.
d 74-403 ~leckone:0 Chsnpe; eS Supercode; 0 voa
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L e V i t a l Records Adopt ion, Legitimation, Deleg itamat ion,
f i e Division of Physical Health, through t h e l e a d e r s h i p of t h e Director, i s r e s p o n s i b l e f o r
the a d m i n i s t r a t i o n , d i r e c t i o n , and coordination of t h e p h y s i c a l h e a l t h programs throughout
Seorgia. This i s accomplished by t h e establishment of h e a l t h standards f o r business, hous-
ing, and f i e l d operations; t h e improvement of t h e physical and d e n t a l h e a l t h of a d u l t s and
children; t h e diagnosis and c o n t r o l of d i s e a s e s ; and t h e d a i l y State-wide program of r e g i -
s t r a t i o n , s t a t i s t i c a l coding, c e r t i f i c a t i o n , and p r e s e r v a t i o n of b i r t h s , marriages, divorces,
annulments of marriage, and d e a t h s that occur each year i n t h e S t a t e .
The V i t a l Records Section has t h e r e s p o n s i b i l i t y t o provide s e r v i c e s f o r t h e r e g i s t r a t i o n ,
s t a t i s t i c a l coding, c e r t i f i c a t i o n , and preservation^ of r e c o r d s of b i r t h , f e t a l death, mar-
riage, divorce,' annulment of marriage, adoption, and l e g i t i m a t i o n of b i r t h s which occur
each year w i t h i n t h e S t a t e . I_!__ '
-- Thia fik mnteins the fkilowlnp documents (indvds fm
.. numbers md dtbs, H M y j : At& ampler of the file.
.-
8. Remda Series b w i p t i o n
Documents relating to: recording l e g a l adoptions, l e g i t i m a t i o n s , delegitimat,ions', :and changes of
name, that occur throughout Georgia. .
lnclua.ar*: ADOPTION- form 3927 ( C e r t i f i c a t e of Adoption); c e r t i f i e d copies of p e t i t i o n and,
o r c o u r t order from Georgia c o u r t s ; adoption c e r t i f i c a t e s o r c o u r t o r d e r s , f r o m other
s t a t e s and o t h e r c o u n t r i e s f o r c h i l d r e n born i n Georgia, a s w e l l as f o r those c h i l d r e n
born i n other s t a t e s and o t h e r c o u n t r i e s and adopted i n Georgia; t h e o r i g i n a l b i r t h cer-
t i f i c a t e ; and t h e county copy of t h e o r i g i n a l c e r t i f i c a t e . LEGITIMATION certified -
copies qf c o u r t o r d e r s f o r l e g i t i m a t i o n o r a f f i d a v i t s proving p a t e r n i t y with proof of
marriage; o r i g i n a l b i r t h c e r t i f i c a t e of c h i l d r e n born i n Georgia, and t h e b i r t h c e r t i f i -
c a t e of c h i l d r e n born i n other states and other c o u n t r i e s , attached t o t h e order or a f -
f i d a v i t ; and t h e county copy of t h e o r i g i n a 1 , b i r t h c e r t i f i c a t e of those c h i l d r e n born i n
Georgia. DELEGITIMATION - c o u r t order t o ranove name of man l i s t e d a s t h e f a t h e r , and i:
t h e o r i g i n a l b i r t h c e r t i f i c a t e ; and t h e county copy of t h e o r i g i n a l b i r t h c e r t i f i c a t e .
Th.,f!b ia arranged :
\
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from 1927 through June 30, 1972, a l p h a b e t i c a l l y by cbunty, with each adop-
-_
1.
t i o n given a county code number; thereunder, by numerically sequence according ." d a t e
Monthb Reference R a m
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How ohon am ncords referred M:
t'o
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!received.
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Om m aix montha old
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: awn m nueiw m n t h old -. ; ThiroPen to anrenty4our months old -
v t y t i w montha end older L..~.
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i n V i t a l Records Section f o r 1 0 y e a r s t o f u l f i l l
a. , h n v a l Ram of A ~ m u l n l o n Recorda
or f .~.
r e >e r e n c e requirements.
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A t u m copy 01axcsrpt o *m01ngutatio~.
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/, Georgia Health Code - S e c t i o n 88-1703
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H ~ o t c ~ i n t ~ ~ s u n e n t f iwmth(s) ~
k u ~ ~10 nub);then
0 Tnndsr to bal holding uu; hold war(:); then
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o year(s); then
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a r m pemunent ntention. f o r reason
~ n n r h m s n ~rchiusltor of s e c u r i t y only.
0 othu (CFpsCltvl These r e c o r d s :
-must remain i n custody of & t h e DHR V i t a l Records
S e c t i o n , which shall have f u l l access t o them; and
-must remain "sealed and f i l e d and n o t be s u b j e c t t o
i n s p e c t i o n except upon o r d e r of t h e s u p e r i o r c o u r t ,
or as provided f o r by r e g u l a t i o n . " l
' Georgia - __
- - Health Code - Section 1714 '
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Tho Inn~ccion:. ~ p l y .It
to ~ l oand futun accumulations
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o tha rries.
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-: . Georgia Department of Hwan Resources
A p p l i c a t i o n f o r Records R e t e n t i o n Schedule - Amendment t o 73-403
V i t a l Records Adoption, Legitimation, Delegitimation,
and Change of Name F i l e s
Page 3
Item 7
Included are (continued)
CHANGE OF NAME.- o r d e r s from c o u r t s i n Georgia, o r o t h e r states and o t h e r
c o u n t r i e s t o change t h e name of a n i n d i v i d u a l born i n t h e S t a t e of Georgia.
Court o r d e r s f o r c e r t i f i e d c o p i e s of b i r t h c e r t i f i c a t e s as r e q u i r e d by
S e c t i o n 88-1724, paragraph (b) of t h e Georgia Health Code.
-
The f i l e i s arranged (continued)
Beginning J u l y 1, 1972, a l l c e r t i f i c a t e s of adoptions and o r d e r s are num-
bered s e q u e n t i a l l y by d a t e received.
, ( O r i g i n a l documents are Superior Court r e c o r d s which are r e s t r i c t e d , by
t h e Adoption Law, f r m use. S e c t i o n 88-1714 of t h e Georgia Health Code re-
q u i r e s that t h e o r i g i n a l b i r t h c e r t i f i c a t e and t h e evidence of adoption,
l e g i t i m a t i o n , d e l e g i t i m a t i o n , and change of name, b e s e a l e d and opened only
upon o r d e r of t h e Superior Court).
._ 9 .*
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I - Record Relention Schedule
f L L
1
GEORGIA DEPARTMENT OF HUMAN RESOURCES
Department of Physical Health
V i t a l Records U n i t
APPl.
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No. __
Description _--I
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Disposition
I
ADOPTION, LEGITIMATION, DELEGITIMATION, Upon r e c e i p t of C e r t i f i c a t e
CHANGE O NAME FILES
F - Documents r e l a t i n g of Adoption, Legitimation,
I 74-qo3 t o l e g a l adoptions, legitimations, de- Delegitimation, or Change
r, legitimations, and change of name. In- of Name, i s s u e new b i r t h
Qw e n d s cluded are: Adoption - form No. OAS (5)- c e r t i f i c a t e , recall county
27/DPW 46 ( C e r t i f i c a t e of Adoption) ; copy of o r i g i n a l b i r t h
I23 c e r t i f i e d copies of p e t i t i o n and/or court c e r t i f i c a t e ; then,
order from Georgia courts; adoption certi-
Adoption: a t t a c h o r i g i n a l
f i c a t e s o r orders from other s t a t e s and b i r t h c e r t i f i c a t e and county
countries f o r children born i n Georgia:,
copy of t h e b i r t h c e r t i f i c a t e
t h e o r i g i n a l b i r t h c e r t i f i c a t e ; and t h e
t o t h e C e r t i f i c a t e of Adoption,
county copy of the o r i g i n a l c e r t i f i c a t e .
Legitimation - c e r t i f i e d copies
and place i n sealed f i l e ; hold
i n current f i l e s a r e a f o r 70
of court orders f o r l e g i t i m a t i o n o r years; then desFroy.
a f f i d a v i t s proving p a t e r n i t y with proof P-
of marriage; o r i g i n a l b i r t h c e r t i f i c a t e . Le&tim?tion: gttach o r i g i n a l
of children born i n Georgia attached t o b i r t h > e r t i f i c a t e and county
t h e order or a f f i d a v i t ; and the county copy of the b i r t h c e r t i f i c a t e
copy of the o r i g i n a l b i r t h c e r t i f i c a t e . t o t h e C e r t i f i % a t e of Adoption
Delegitimation - court order t o remove end place i n sesled f i l e ;
hold i n current f i l e s area f o r
name of man l i s t e d as the f a t h e r and
o r i g i n a l b i r t h c e r t i f i c a t e ; and t h e 70 years; then destroy.
-
county copy of t h e o r i g i n a l b i r t h certi-
f i c a t e . Change of name
courts i n Georgia o r o t h e r states t o
orders from
Delegitimation: a t t a c h o r i g i n a l
b i r t h c e r t i f i c a t e and county
copy of the b i r t h c e r t i f i c a t e
change the name of an individual born i n
t o t h e C e r t i f i c a t e of Adoption
t h e s t a t e of Georgia. Court orders f o r
and place i n sealed f i l e ;
c e r t i f i e d copies of b i r t h c e r t i f i c a t e s
hold i n current f i l e s area f o r
a s required by Section 88-1724, paragraph
70 years ; then destroy.
(b) of the Georgia Health Code. The
f i l e s are arranged from 1927 through Change of Name: a t t a c h o r i g i n a l
June 30, 1972, alphabetically by county b i r t h c e r t i f i c a t e and county
with each adoption given a county code copy of t h e b i r t h c e r t i f i c a t e
number, and thereunder by numerical t o the C e r t i f i c a t e of Adoption
sequence by d a t e received. Beginning and place i n sealed f i l e ;
July 1, 1972, a l l c e r t i f i c a t e s of hold i n current f i l e s a r e a f o r
adoptions and orders are numbered 70 years; then destroy.
-
s e q u e n t i a l l y by d a t e received. (Original
i n current
- l e s aFr ielae :f ohold years; then
Sealed
documents are Superior Court records which fi r 70
are r e s t r i c t e d from use by the Adoption
destroy.
Law. Section 88-1714 of the Georgia
Health Code requires t h a t the o r i g i n a l New B i r t h C e r t i f i c a t e : assign
b i r t h c e r t i f i c a t e and the evidence of number and place with Delayed
adoption, etc., be sealed and opened Birth C e r t i f i c a t e s ; send copy
only upon order of the Superior Court). t o t h e county of b i r t h .
O.C
?IZ Or #lCllTAll ' 0 ) STAT1
PAGE
DI?AlTMIIT OI A l C l l V l l L 118T011
I
ESTABLISH DISPOSITION STANDARD; DISPOSE OF PRESENT ACCUMULATION;
RECORD WILL CONTINUE TO ACCUMULATE. NO FURTHER ACCUMULATION ANTICTPATEC
Dates of S e r i e s
1919 - to date I
VITAL RECORDS UNIT FILES (See attached sheet)
'*What i s t h e function of t h e o f f i c e i n which t h i s record series i s c r e a t e d ?
The Division of Physical Health is responsible for the administration, direction and
, coordination of the Physical Health Programs in the State. These include, but are not
limited to, health standards for businesses, housing, field operations, and hospitals
throughout the State; improvement of physical and dental health of adults and children,
and health of expectant mothers; administration of family planning and sterilization
programs; diagnosis and control of diseases; supervision of construction and licensure of
health facilities; and administration of the Cancer Assistance Program.
The Vital Records Unit serves as custodian for records of birth, death, fetal death,
marriage, divorce, annulments of marriage, adoptions, legitimations, and public health and
medical data incidental thereto. (Ga. Code, Sec. 88-1702 /a/).
:. This f i l e contains t h e following documents (include form numbers and t i t l e s , if any,
and f i l e arrangement).
SEE ATTACHED LIST
1 4 . Is t h e r e a d u p l i c a t i o n o f t h i s s e r i e s i n another o f f i c e o r agency? '~r 'I.'[ 1
1 5 . Is t h e information contained i,n t h i s s e r i e s ever s h a r i z e d o r published? [ I [ I
Attach copy of summary o r p u b l i c a t i o n . .~ .~ 1.
16. Does t h e s e r i e s contain c l a s s i f i e d information r e q u i r i n g s e c u r i t y handling?
,~
. . [ I [I'
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17. Does t h e s e r i e s ' i n i t i a t e , amend or terminate agency p o l i c i e s and procedures?
~. ~. ~~
[ I [ I
18. Could t h e function be performed i f t h e f i l e s were l o s t o r destroyed? [ I [f.
19. Is t h e s e r i e s ( o r major p o r t i o n o f i t ) - r e g u l a r l y microfilmed? If y e s , why? [ I [ I 1
20. Does t h e record s e r i e s provide d a t a a s input t o an EDP f i l e ?
. .
21. Does t h e record s e r i e s contain doc&entation produced a s EDP p r i n t o u t ? [ l [~ I
22. Has t h e Federal Governme~nt issued, i n s t r u c t i o n s governing t h e retention/dispo- . [ ] [ \
n
s i t i o r of t h e s e f i l e s ?
.
23. W i l l t h e r e be a need f o r t h e s e records 10; 15-years from now? I f y e s , what?
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24. REQUIREMENTS. The following requires the f i l e s t o be k e p t years: I
a. klSTATE 'b. [ ISTATWE OF c . [ ]AUDIT d. [ ]FEDERAL e . [ IADMINISTFATIVE f . [ IHISTORTCkL I
LAW LIMITATION PERIOD ' : LAW DECISION VALUE
( C i t e Law, S t a t u t e , or o t h e r . reason f o r the rt7tmtiorl rcquirementl
Georgia Health Code - Chapter '88-17 V i t a l .Records . ' .
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25. AGENCY RECOMMNDATIONS. This agency recommends t h a t t h e f i l e s e u t o f f a t the e n d .
of each -[]CALENDAR YEAR -[]FISCAL YEAR -[]G'THER SEE ATTA~B 2fs.E ,then: 4
[ 3 Hold i n t h e c u r r e n t f i l e s a r e a ' month(s)/ year(s):
[ ] Transfer t o [ 1 S t a t e Records Center [ ] Local Holding Area; hold year(s):
[ 1 Destroy.
[ 1 Transfer t o S t a t e Archives f o r permanent r e t e n t i o n .
[ I Destroy immediately a f t e r cut-off.
[ 1 Other: ( S p e c i f y )
( I n d i c a t e b r i e f Z r a t i o n a l e f o r reconmendations above/or w r i t e additiona 2 remarks) :
y
proved Retention Schedule Number 1-]mpprOVal Date: $2/19/sO -jm Revision Date.
following requires the series to be kept:
State Law s - i6
Audit Penod] :4
Federal Regulation Administrative Need
Federal Law
/ I f Other, Explain
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’ Specific Law/ Regulabon refer to OCGA 31-10-25(e) Implies that these records are to be kept
sealed by the state registrar for 100 years, then custcdy transferred to
State Archives who keep them forever. However, DHR Rule 290-1-3-
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.32 allows the Registrar to d&oy records under certain conditions.
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Title of Record Series
Purpose1
Function
otal Components:
If Confidential, Cite Law@)
If Confidential, Cite Safeguards
dian (current name)
er Medium, Explain
IeJRecord Content
of Adoption); certified copies of petition and/w court orders from Georgia courts;
m other states and other countries for children born in Georgia, as well as for those
countries and adopted in Georgia; the original birth certificate; and the county copy of
d orioinal hi& cflflcate.
I f Copy, Where is Original Stored?
Disposition
Other Instructions;
€i
ther Information
Originall Copy If Copy, Where IS Onginal Stored?
Disposition
m
Desb-oy?
Other Ins
Other Information:
. . ...... .
Total Components:
todian (position title)
Equipment/ Supplies
FileIRecord Content
onthly Reference Rate
If Copy, Where is Original Stored?
Other Instrudions
Other Information: 1997 to present only
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