1
CIVIL REGISTRATION IN SOUTH AFRICA
V S MKHIZEDEPARTMENT OF HOME AFFAIRS
REPUBLIC OF SOUTH AFRIVA
05 December 2014
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1. Purpose
2. Background
3. Map of South Africa
4. Life cycle
5. Legislative framework for birth
6. Birth registration processes
7. Legislative framework for marriages
8. Marriage processes
9. Legislative framework for death
10.Death registration processes
11.Information Repository
12.Challenges and Mitigation strategies
13.Incentives and sanctions
Table of Contents
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Purpose
To share with the delegation on the processes and strategies for improving civil registration in
South Africa.
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Background A secured SA citizenship and Identity is a priority outcome for the
Department of Home Affairs
An improved Civil Registration (CR) provides evidence based (reliable data) policy decision and thus enhances efficient allocation of resources
DHA has legislation and programs pertaining to CR, and has coordinated actions and integration with other departments & systems meant to improve CR.
The departmental public awareness campaigns/programs & stakeholders (which undo remote geographical barriers) continue to provide positive results to socio-cultural beliefs about CR (emphasis on Rural and Farm areas).
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6
CR structure
National Department of Home Affairs (Policy, Legislation/Regulations/SOP, Strategy, Records
Man, M&E
DISTRICTS AND LOCAL CIVIL REGISTRATION OFFICES
9 provincesCoordination
Oversight role
Quality service delivery
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This presentation entails processes relating to the following Civil Registration matters:
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Legislative framework for birth
The Constitution (Act 108 of 1996)(Sect 20) – No citizen may be deprived of a citizenship
Birth and Death Registration Amendment Act, 2010 (Act No 18 of 2010)
regulates the registration of births and deaths
further regulate the amendments & rectification of particulars of persons
Notice of Birth: A person having charge (parents or legal guardian) of the
child shall, within 30 days after the birth of such child, give notice thereof in
the prescribed manner.
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The new Birth Registration process (BRP 001)Medical
Practitioner / Registered
NurseClient
1. Child is born /
immunised
3. Complete DHA -
24
6. Complete details of applicant on DHA- 24A /Give advice
about DHA-9
No
5Are fingers on
Hanis
Front OfficeClerk
2. Complete and
issue a Confirmation of
Birth
7. Take full set of finger prints on DHA-24A for record purpose
START
4. Verify parent s’
supporting documents & using Online
Verification
11. Print Unabridged Birth Certificate
10. Capture/ Register the Birth on NPR (allocate ID no.)
22Issue
Unabridged Birth Certificate to
client
9. Verify particulars of parents
on NPR
23Receive
Unabridged Birth Certificate
BRP 002Node 12
END
BRP 002Node 14
8. Print out Online
Verification confirmation and attach to DHA-24
Yes
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The new Birth Registration process (BRP 002)
Front OfficeSupervisor / Senior Clerk
12. Conduct QA –
Verify particulars on Certificate with
DHA-24
14. Sign and stamp Abridged Birth
Certificate
16.Communicate with
official at HO Place message on
function 035
24 Register, dispatch DHA-24 on Track & Trace System ,prepare list send
for BVR
17. Phone Birth
Section (Waltloo) and request correction
18. Fax DHA-24 to Birth section at Head Office
BVR
BRP 001Node 11
CourierH/O BVR
Postal Receipt
26. Receive forms at
Head Office (BVR)
21 Re-print the
Abridged Certificate
H/O BIRTH SECTION
27Archival section (EDMS) capture
on template
25. Courier forms to
Head Office (BVR)
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NPR entry incorrect ?
13
NPR entry correct ?
19. Birth Section Head
Office receives fax,corrects error
20. Notify Office of Origin about rectification
H/O BVREDMS
SECTION
28Place all
recorded DHA-24 batches on
shelves
29Check &Place
recorded DHA-24 batches on
numbered shelvesEND
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Registration of Birth at Foreign Missions Abroad (SA Citizens) (BRP 001)
MissionsParent at Foreign Mission
1.Parent completes DHA-24 & DHA-529 at foreign Mission to
register birth of the child
3.
Dispatch to Head Office SA via
Diplomatic Bag
4.
Receive Diplomatic Bag & Dispatch
9.
Verify Informant particulars on NPR
2. Does application comply with regulations?
H/O New Cooperation
Foreign Unit
2(a).
Application does not comply to regulations
15.
Sort & archive registration forms
H/O Citizenship Section
6.
Verify citizenship status of the applicant’s
parents
8.
Determine Citizenship
END
START
5.
Receive Notice of Birth & Supporting
documents at Foreign Unit
7.
Does Notice of Birth comply?
7(a)
Obtain supporting documents to
ensure compliance
10.
Capture on NPR and allocate ID
number
11.
Issue Unabridged birth certificate &
post to the foreign Mission
12
Receive Birth Certificate &
inform client to come & collect
13
Receive Birth Certificate &
inform client to come & collect
H/O EDMS/Template
14.
Separate Births
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Legislative framework for marriages
Marriage Act No. 25 of 1961 - Makes provision for the solemnisation of
civil marriages
Civil Marriages can only be solemnized by duly designated marriage officers
Recognition of Customary marriages Act, 1998 (Act No 120 of 1998)
Makes provision for, regulate and specifies the requirements for a valid
customary marriage
Required marriage age – 18 years Customary marriage negotiated entered customarily
If one of the couple is non-south African in possession of a passport and or permit, refer the couple to Immigration - Letter of no impediment - Declaration or affidavit in the case of Refugees or Asylum Seekers
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Registration of a civil marriage and a civil union marriage between two South African citizens who are in possession of South African identity documents
HO Dir PRPost Can.
HO Dir PRBMD
21.File bundles in shelf
in section
Marriage Officer (MO)
DO / RO(Back Office)
Client (2 SA citizens)
3. Marriage officer to solemnise
marriage
1. Provide identity documents to
marriage officer
4.Complete
marriage register
6. Receive marriage
certificate & copy of DHA-30
8 . Verify against database for
marriage officers
16. Receive marriage registers T & T &
count for stats
*Legal Documents:- ID’s-DHA-30-DHA-27
2. Check for
compliance
Is DHA-30
correct?
9. Mark DHA-30 off on MO-file, place
a copy on file
Error codes
19.Sort into error
codes and those with printouts
18. Receive all
incoming work in office
END
14. Scan
documents (T&T)
15. Courier records To Head Office
17. Dispatch to Marriages
NoNoYes
Yes
Can it be
rectified
YesYes
5. Issue DHA-27 and copy of
DHA-30 to client
11. Send to
correspondence section
12. Receive enquiry
and submit correct details
YesYes
10.. Verify record for
completeness and correctness
NoNo
7. Submit all
documents to Home Affairs
22. Capture
marriage on NPR
20. Archive paper documents on
template
13. Capture
marriage on NPR and attach printout of F062
to form
START
NoNo
END
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Solemnization and Registration of a civil marriage or civil union marriage between a South African citizen who is in possession of an identity document and the other party is not in possession of a SA identity number or is a foreign national
Marriage OfficerCustomer
5. Marriage
officer conducts marriage.
Issue DHA-27 and copy of DHA-30
to customer
2. Provide legally
required documents*
together with 2
photographs to marriage
officer.
4. Marriage
officer completes
DHA-30 and takes
fingerprints of couple
1. SA citizen wishes to marry a
foreigner or a SA not in possession
of SA ID
3. Check all
documents for
correctness and
compliance
6. Receive DHA -27 and COPY OF DHA-30
START
7. Submit all
Documents toOffice under
which He/she resorts
12.MO receives enquiry and
rectifies
HO Dir PRPost Can.
HO Dir PRBMD
DO / RO(Back Office)
8 . Verify against database for
marriage officers
16. Receive marriage
registers T & T & count for stats
Is DHA-
30 correct
?
9. Mark
DHA-30 off on MO-file, place a
copy on file
14. Scan
documents (T&T)
15. Courier
records To Head Office
17. Dispatch to Marriages
11. Send to
correspondencesection
YesYes
10.. Verify record
for completeness
and correctness
NoNo
13. Capture
marriage on NPR and attach printout of F062
to form
23. Send to
correspondence section
21.File bundles in shelf in section
Error codes
19.Sort into error
codes and those with printouts
18. Receive all
incoming work in office
END
NoNo
YesYes Can it
be rectified
YesYes
22. Capture
marriage on NPR
20. Archive paper documents on
template
NoNo
END
END
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Solemnization and Registration of a civil marriage and civil union marriage between two persons of whom neither is in possession of identity documents issued in terms of the Identification Act, 1997 (mostly foreign nationals)
HO Dir PRPost Can.
16. Receive and
scan documents in
on T&T
Marriage OfficerDO / RO
(Back Office)Customer
5. Conduct
marriage, issue DHA-27 and copy of DHA-
30 to customer
2. Provide legally
required documents* together with
photographs to marriage
officer
4. Complete DHA-30 &
takes fingerprints of couple Attach
photos to register
8.Mark DHA30 off
on MO-file Place 2nd copy
on file
*Legally required Documents:-DHA-30 / DHA-31-Passports
No
Sort Regis-
ters
HO Dir PRMarriages
1.Two SA citizen
not in possession of
identity documents or
two foreign nationals wishes to
marry
3. Check all
documents for
correctness and
compliance
6. Receive DHA -27 and COPY
OF DHA-30
10. Is DHA-
30 correct?
7. Submit all Documents
toOffice under
which He/she resorts
9. Do physical
Paper check on registers received
13.MO receives enquiry and
rectifies
14. T&T register to
Head Office
15 Couriers
Documents to Head Office
17. Count for
Stats and sendTo Marriages
19. Template
records with “R” and file in
shelves
12 Return enquiry to Marriage Officer
Yes
END
START
END
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Marriage Registration Process
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START
Registration of a civil marriage and a civil union marriage between two South African citizens who are in possession of South African identity documents
HO Dir PRPost Can.
HO Dir PRBMD
21File bundles in shelf in section
DO and RO = District & Regional Office
H/O = Head Office
3rd P = External party
Marriage Officer (MO)
DO / RO(back office)
Client (2 SA citizens)
3. Marriage officer to solemnisemarriage
1. Provide identity documents to
marriage officer
4.Complete marriage register
6. Receive marriage
certificate & copy of DHA-30
8 . Verify against database for
marriage officers
16. Receive marriage
registersT & T & count for stats
*Legal Documents:
- Identity Documents
-DHA-30
-DHA-27
2. Check for compliance
Is DHA-30
correct?
9. Mark DHA-30 off on
MO-file, place a copy on file
Error codes
19.Sort into error codes and those
with printouts
18.. Receive iallincoming work in
office
END
14. Scandocuments
&T)
11. Send documentation to H/O via Courier
15. Courier records
To Head Office
17. Dispatch to Marriages
No Yes
22. Rectify error code
Yes
5. Issue DHA-27 and copy of DHA-
30 to client
12. Send to correspondence
section
13. Receive enquiry and
submit correct details
Yes
10. Verify record for completeness and correctness
No
7 Submit all documents to Home Affairs
Error code can
not be rectified
23. Capture marriage on
NPR
20. Archive paper
documents on template
11. Capture marriage on
NPR
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Legislative framework for death
Give notice of death (DHA-1663)- form completed by the medical practitioner as confirmation that a person has died (sealed area on causes of death- only for statistical purposes).
Death Report (DHA-1680) completed by Traditional Leader.
Verify particulars of deceased on NPR
Accompanying documents – copy of identity document of the deceased, copy of identity document of the informant and appointment letter of the funeral undertaker.
Capture death on NPR & forward 1663 forms to Stats SA (causes of death)
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END
START
The New Death Registration Process with DHA-1663Doctor/ Undertaker/ Informant
Client/ Informant
1. Person dies & Doctor certifies death
3. Undertaker fills sec E & and takes his/ her thumbprint & the fingerprints of the deceased and informant
13. Complete DHA-9 to capture / update fingers on HANIS and attach to DHA-1663
14. Print out Online Verification confirmation and attach to DHA-1663
Front OfficeClerk #1
2. Doctor fills sec A,B or C, D, & G of DHA-1663
5. Check DHA-1663 for completeness
Info match?
Fingers verified by HANIS?
17.Print abridged death certificate
4. Undertaker or informant submits documents to DHA
6. Verify particulars of Doctor or Nurse on database
15. Capture in NPR
16. Issue Handwritten or abridged Death Certificate and burial order
7. Refer to supervisor to follow up and request the doctor to submit a copy of the “registration of his practice”
No
Yes
Information match?
No
12. Conduct online verification of the informant
8. Verify if Funeral undertaker is registered on the database
FU registered?
9. Request the FU to bring the letter of designation / if not designated request the next of kin to come register
10. Verify particulars of informant and deceased on NPR
Yes
11. Note the error code on DHA-1663 and refer to BVR for investigation
No
Yes
No
Yes
Yes
No
Fingers on HANIS?
18.Hand Over Abridged Death Certificate or Handwritten Death to Client
2.1Registered Medical Practitioner forward a copy of page 1 of to Home Affairs
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Designation & duties of local registrar Legal framework – centralised civil registration
Constitutional mandate – national competency, cooperative governance
Operations – decentralised = provincial provinces & local level
Functions and Powers
registrations and take applications
Access rights to: capture, view, print, BUT not amend/rectify
Investigation and verification of information
Issue certificates (unabridged BMD)
Local footprint expansion, needs identification
Inter-agency engagements
Conduct outreach programmes
Quality assurance
Ensure access to services, Public education, Stakeholder engagement
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Information Repository: National Population Register
National Population
Register
Identification
Verification
Registration
Immigration
Passport issuing
Certificates
ID Book issuing
Identity Number
Name and Surname
Marital Status
Residential Status
Citizenship
Birth Information
Passport Information
Death Information
Immigration Information
Control Flags
Fingerprint Information
Archive Information
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Challenges Late Registration of Births (LRB) – addressed through enforcement of new
legislation(effecting penalties after 2015)
Inadequate knowledge of birth registration amongst other persons in some areas – communication strategy in place
Late Registration of Death- Public Education and awareness & Regulations to enforce registration of Death within 3 days (72 hrs.)
Systems not integrated with other departments (though information shared through MOU)
National psyche & consciousness to make civil registration a natural civic duty
Cultural & religious barriers remain, e.g. naming the child
Historical millions of paper based records
Some areas lack or have weak network or connectivity (very difficult signal penetration
Stand alone, not compatible IT system within departments & intra departmental
Registration of deaths in rural remote areas
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Mitigation strategies
NPR Campaign launched in 2010
Establishment of stakeholder forums
Hospitals connectivity
Introduction of Unabridged Births certificates on the spot
Paternity requirements
High impact outreach programmes using Mobile offices/solution
Intensive communication strategy using various platforms and mediums
Production & distribution of promotional materials ( pamphlets and posters)
MOU and Collaboration with Health, Education, Agri-SA, StatsSA, HSRC (research, surveys and trends)
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Mitigation strategies
Legislation review (enactment of Births and Deaths Registration Amendment Act, 2010 with emphasis on birth registration within 30 days and death registration within 72 hrs.) & proclamation of Births & Deaths regulations
Registration process – easily redefined, understandable
Increased footprint
Quality & completeness – changed the forms, biometrics, paternity requirements, staff training by learning academy and business units, SOPs
Leadership- minister’s advice, face & champion
Public Education & Public communication platforms - TV, radio, billboards
Household profiling & collaboration with municipalities
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Incentives and sanctions
Child birth Registration gives access to social benefits
Schools require birth certificates
People are able to travel abroad
Private sector need birth certificates for medical aid purposes
Birth registered after 30 days shall be phased out by December 2015, after which stringent measures / penalties shall apply
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Thank you