Home Funeral Documentation

As the name implies, an electronic death record system, or ERDS, is an electronic system for filing death certificates and sharing information about deaths that have occurred with agencies such as the State Department of Vital Records, the Social Security Administration and the CDC. As of 2017, they were in use in all 50 states except Connecticut, Mississippi, New York, North Carolina, Rhode Island, Tennessee and West Virginia. However, not every state with a system in place mandates its use.  

The electronic death record system was developed to streamline the process of reporting, recording and gathering data about deaths that occur in the U.S., and it has been successful to a great extent in meeting that end. Although systems vary by location, in many jurisdictions death certificates can now be filed online by both health care providers and state and local officials, including medical examiners, doctors, hospitals, nursing homes, hospices, funeral directors, town clerks and city and county registrars. This speeds up a process that can be cumbersome and time-consuming, and allows for cross-checking of data so that fewer errors occur. 

With that being said, the ERDS can be a significant barrier to families who wish to hold a home funeral because the system can only be accessed by those authorized by the state. In some jurisdictions, a family can file a paper copy of the death certificate, which will then be entered into the ERDS by the county registrar or town clerk. But in many locations, this option is prohibited by ERDS reporting requirements, thus forcing a family to hire a funeral director to file the certificate when a person dies at home. Further, since the death certificate may be needed to obtain a burial transit permit, the next of kin may be unable to remove their loved one’s body from a care facility unless a funeral director is involved. 

If you’re planning a home funeral for your loved one or yourself, check with your State Department of Vital Records or your town clerk or city/county registrar to learn if the option to file a paper death certificate is available in your state. If it’s not, you may wish to hire a home funeral guide to assist you in navigating through the process of filing all necessary paperwork. 

Sources

“Modernization: Tools and Technology – Electronic Death Registration System (EDRS)”. CDC National Center for Health Statistics. https://www.cdc.gov/nchs/nvss/modernization/tools.htm 

The exact steps for obtaining a copy of a death certificate can vary based on the state where you reside. The vital records office or the local health department in the county where the death occurred is usually the main point of contact to initiate a request since they are responsible for maintaining and issuing death certificates. Gathering all pertinent identifying information before contacting these locations is essential since they typically need additional details to process the request. 

Identifying information commonly needed to complete a request includes the full name of the person who died, the date and place of death, and the requester’s relationship to the person. The requester may also need to prove their identity and include a reason for requesting the death certificate, such as if it is necessary to settle an estate or complete paperwork. Additionally, the requester must indicate if they need a certified copy or a photocopy. Certified copies are typically required to claim life insurance, close important accounts, or notify the Social Security Administration of the death. 

A few fees are associated with requesting a death certificate from the state. Pricing can vary by state, but most fees are non-refundable. Standard fees include:

• A registration fee paid upon the initial request 
• The cost of the initial certificate.
• Another fee if additional copies are requested.

Some offices or departments may also charge a search fee. Search fees are applicable if someone has requested a death certificate but no records were found pertaining to the death. 

Finally, it’s important to note that third-party companies and funeral homes can also assist with death certificates. But, fees may be higher than obtaining a death certificate directly from the state.

Sources

“How to get a certified copy of a death certificate”. USAGov. https://www.usa.gov/death-certificate 

“State-By-State Death Certificate Ordering Information”. Everplans. https://www.everplans.com/articles/state-by-state-death-certificate-ordering-information

Although there are a few states that require funeral directors to supervise the disposition of the body and file a death certificate, most states will allow a family member to file a death certificate for a loved one. If you reside in a state that doesn’t require a funeral director, you can contact the Office of Vital Statistics to acquire a blank copy of a death certificate form or you can provide the necessary information through their online system. The electronic death record system (ERDS) can be a barrier for those interested in conducting home funerals since access is only granted to individuals with state authorization. 

If you live in a state that doesn’t require a funeral director to file a death certificate, you can file a paper copy of the certificate, and those details will be input into ERDS by a town clerk or county registrar. However, if you live in a state where this method is prohibited by ERDS reporting requirements, you will have to work with a funeral director to file the death certificate instead of filing it yourself. There are currently 5 states that require a funeral director to sign, certify or file a death certificate:

• Connecticut 
• Illinois 
• New York
• Michigan 
• New Jersey 

Details and identifying information pertaining to the person who died will be necessary to complete the death certificate registration, so it can be helpful to gather this information ahead of time. Required information can vary by state, but most forms will request the following details at a minimum: 

• Full name 
• Address
• Marital status
• Surviving spouse’s name 
• Father’s name
• Mother’s maiden name
• Education level
• Social Security number 
• Veteran’s discharge or claim number 
• Date and time of death
• Place of death
• Cause of death 

When contacting the Office of Vital Statistics in your region, it is important to clarify requirements and time constraints prior to arranging the burial. Some states require that the death certificate must be filed within a specific period of days following the death and prior to the burial or cremation of the person who died. After the death certificate has been completed, it needs to be signed by the physician who was last responsible for your loved one’s care. The physician must indicate the cause, death and time of death. It is highly encouraged to get the death certificate finalized by the physician as soon as possible, since some states also have time constraints surrounding the length of time that can pass between the time of death and the physician’s signature. 

Sources

“Who Can File and Prepare the Death Certificate?” Titan Casket. https://titancasket.com/blogs/funeral-guides-and-more/how-to-get-a-death-certificate#who-can-prepare-and-file-the-death-certificate 

“Quick Guide to Legal Requirements for Home Funerals in Your State”. New Hampshire Funeral Resources & Education. https://www.nhfuneral.org/state_home_funeral_requirements.html 

When someone dies, their death must be registered with the Bureau of Vital Records or the Office of Vital Statistics within a period that is designated by the state. The office will create an official death certificate based on the registered death and can then provide certified copies for a fee if requested. If final arrangements for the burial or cremation are being handled by a funeral home or crematory, they will usually take responsibility for filing the death certificate as well. However, if the preference is to have a home funeral, most states will allow a family member to take on the responsibility of filing the death certificate instead. 

There are only 5 states where family members are not permitted to file a death certificate (Connecticut, Illinois, Michigan, New York, and New Jersey). In these states, the death certificate must be filed by a funeral director because the electronic death record system (ERDS) is only accessible to individuals who have been authorized by the state. If you reside in a state where death certificate filing is limited to funeral directors, you will need to hire one to move forward with obtaining a certificate for your loved one. 

If a family member handles the death registration process, they will need to contact the Bureau of Vital Records or the Office of Vital Statistics to complete the registration paperwork. This involves providing identifying information about the person who died and determining any associated requirements before moving forward with the burial. Death certificates often need to be filed within a specific time frame after the death and before a burial or service, so it is important to clarify these requirements before making further arrangements. After the family member has completed the death certificate, they will need to have it signed by a medical provider who can indicate the time, date, place and cause of death. 

After the completion of this process, the Bureau of Vital Records will make an official death certificate. Once the certificate is official, family members can request photocopies or certified copies to aid in the completion of specific tasks. In most instances, a certified copy of the death certificate must be provided if a family member is closing accounts or making claims on behalf of their loved one. The general recommendation is to request at least 10 copies of the death certificate for these purposes. It should be noted that requesting copies is usually associated with a small fee, which can vary by state. 

Sources
“How to Get a Death Certificate”. Titan Casket. https://titancasket.com/blogs/funeral-guides-and-more/how-to-get-a-death-certificate#how-do-i-get-a-death-certificate 

“Legal State Requirements for Home Funerals”. New Hampshire Funeral Resources & Education. https://www.nhfuneral.org/state_home_funeral_requirements.html 

“How to Get a Death Certificate”. NOLO. https://www.nolo.com/legal-encyclopedia/how-get-death-certificate.html

Whether you are working with a funeral director or filing a death certificate yourself, there are a number of key pieces of information required. This includes the person’s:

• Full name 
• Address
• Marital status
• Surviving spouse’s name 
• Father’s name
• Mother’s maiden name
• Education level
• Social Security number 
• Veteran’s discharge or claim number 
• Date and time of death
• Place of death
• Cause of death 
• Preferred form of disposition 
• Place of burial or disposition 
• Name, address and phone number of certifying physician
• Name, address and phone number of person with the right to control disposition 

This information will aid in the creation of a comprehensive record of the death, which may later be used for statistical purposes by the state, so it is important to include as much accurate information as possible. 

In addition to the above, you will need the signature of the last physician who was responsible for the care of your loved one. Other details can vary by state. If you are uncertain of what information needs to be included, you can ask the town or county clerk or the funeral director who is assisting with final arrangements for guidance.