Ansāweārs
Where does birth and death data come from?
Birth data and death data are obtained through the Electronic Birth Registration System (EBRS) and the Electronic Death Registration System (EDRS). Birth certificates are generated from data collected at the birth hospital or office of the local registrar and entered into EBRS. Death certificates are generated from data entered into the EDRS at funeral homes, hospitals, coroners, or office of the local registrar.
Please refer to the data source comparison charts posted on Data Types and Limitations for updated year availability and detailed data source descriptions.
See
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Where can I find RAB data dictionaries?
Data Dictionaries are available to download online at Vital Records Data Applications and Data Dictionaries and Reference Data Dictionaries at CDPH VSA Tools "Where can I find data documentation?"
Please refer to the data source comparison charts posted on Data Types and Limitations for updated year availability and detailed data source descriptions.
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Glossary āTerm(s): Data Dictionary
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What is the difference between Place of Residence and Place of Occurrence?
"Place of Residence" provides counts of births/deaths among California residents, even if their birth/death did not take place in California. "Place of Death" provides counts of births/deaths that occurred in California, regardless of their place of residence.
For example, if a resident of one county passes away in another county, the death will be counted in "Death by Residence" for the county where they reside. The death will also be counted in "Death by Occurrence" for the county where they passed.
See Glossary Term(s): Place of Occurrence, Place of Residence
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Why do counts for tabular data show as <11?
In accordance with the California Health and Human Services Data De-Identification Guideline (DDG) (PDF), counts less than 11 have been suppressed to protect privacy and additional suppression has been applied to complementary cells to prevent the inference of the values of suppressed cells.
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Is there heat-related death data available that occurred in California?
The coroner investigation into the causes of death that are due to external factors, such as extreme heat events, can take months to finalize with updated ICD-10 codes depending on the workload of the local coroner/medical examiner offices. If other jurisdictions are providing real-time data on heat-related deaths, these data are not derived from death certificate data but from an alternative data source, such as syndromic surveillance data systems.
Deaths involving injuries from external or environmental forces, such as heat-related deaths, often require additional investigation into the cause of death. While deaths must be registered locally within 8 days of death, such records have a "Pending" cause of death listed. After the death investigation is completed, the cause of death section is updated by the death certifier. Therefore, there are deaths that will ultimately have a specific cause listed but have a "Pending" cause until the update occurs. This situation can result in significant underreporting of heat-related deaths in provisional data. For example, a heat-related death that occurred on July 1 and registered with a "Pending" cause of death on July 2, and not updated to a more specific "Hyperthermia" cause until August 1 would not be identified as a "heat-related" death until August 1, even though it was registered and fact of death was known for the preceding month. For more information on reporting delays see "Timeliness of Death Certificate Data for Mortality Surveillance and Provisional Estimates" (PDF) from the National Center for Health Statistics. CDC guidance on certification of death in event of disaster, including extreme heat events can be found: A Reference Guide for Certification of Deaths in the Event of a Natural, Human-induced, or Chemical/Radiological Disaster (PDF).
If you require additional data, two other resources are available:
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Submit an electronic Research Project Application to receive data as a separate line item through the CDPH Vital Statistics Applications (VSA) Submission System. CDPH VSAāÆallows requesters to submit vital statistics applications online, review all associated forms and documents, and determine the status of an application. More information can be found in the CDPH VSA Manual (PDF). Utilize the CDPH VSA website to create an account. Research applications require approval from the Committee for the Protection of Human Subjects (CPHS). The entire application process can take approximately 2-4 months after CDPH receives a complete application package.
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Submit a request for tabulated data through CDPH VSA. Generally, tabular applications are fulfilled within three months of receiving payment. A tabulated datafile will provide a table of counts grouped by a criterion of interest (i.e., aggregated data). The tabulated data cannot include any personal identifiers.
Please note, to protect the privacy of individuals, CDPH follows the California Health and Human Services Agency (CHHS) Data De-Identification Guidelines (DDG) when preparing a tabulated data table. As a result, counts less than 11 may be suppressed to protect privacy, and additional suppression may be applied to complementary cells to prevent the inference of the values of suppressed cells.
Creation of custom data files are subject to cost recovery pursuant to the California Health and Safety Code Section 102230. CDPH will provide a cost and time estimate once the application has been received and reviewed.
Please refer to the data source comparison charts posted on Data Types and Limitations for updated year availability and detailed data source descriptions.
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Is there data available for infant mortality or stillbirths that occurred in California?
For data on infant mortality, you may electronically submit an electronic Research Project Application for fetal death records. The fetal death records will include stillbirth information. The research applications require approval from the Committee for the Protection of Human Subjects (CPHS). The entire application process can take approximately 2-4 months after CDPH receives a complete application package. Creation of custom data files for research requests are subject to cost recovery pursuant to California Health and Safety Code Section 102230. For additional assistance, please contact the HIRS@cdph.ca.gov email box. For more information, please visit Vital Records Data Applications and Dictionaries.
Additional CDPH infant mortality data (ages Under 1 year) resources can be found here:
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How is the underlying cause of death coded?
All Vital Records Business Intelligence System (VRBIS) data fields, except the causes of death, are based on registration data and refreshed every 30 minutes. Therefore, for all data use other than cause of death, the data are complete, final, and coded in near real time. The National Center for Health Statistics (NCHS) codes all causes of death according to the International Classification of Diseases, version 10 for Mortality (ICD-10) using the literal text from the death certificate. Once coded, the cause of death codes are provided to the California Department of Public Health (CDPH) by NCHS. CDPH sends registered deaths to NCHS every day (more than 1,000/day, referred to as a batch). Between 70% and 80% of death records can be coded automatically by NCHS and returned to CDPH within a few days of state registration. Anywhere between 20% and 30% of records will have to be manually reviewed before NCHS can assign a cause of death code. These records can take up to several months to be returned to CDPH with a cause of death code. The records that require manual review are sent back to CA once the last record in the batch is processed.
The coded cause of death is based on information provided on the death certificate or on amendments to the certificate. Coroners may indicate "pending" for cause of death until they make a determination. These are coded as "unknown" by NCHS until the coroner provides specific information. The law does not set a required time frame in which coroners must make this determination, and it is not unusual for it to take many months for coroners to finalize the cause of death on the death certificate through the amendment process.
The completeness of cause of death will increase with the interval between registration and data file creation. A monthly file prepared in the month following registration includes all cases registered up to the month of registration and all data fields will have a data value, but that data value may be changed subsequently through the amendment process. A file created three months after the month of registration will be more "final," in that many amendments, including updates to cause of death, will have been applied. A file created six months after registration will be even more "final," in that even more amendments and updates will have occurred.
See Glossary Term(s): Underlying Cause of Death (UCOD)
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What is included in the Multiple Causes of Death (MCOD) File versus the MCOD variables in the Death files?
NCHS produces a customized MCOD file for California that includes the entity-axis and record-axis codes for every registered death along with other data fields such as the group cause of death codes, infant group cause of death codes, the positional information for each entity-axis code, and NCHS coded race and ethnicity fields. This file includes the unique certificate number for each record and can therefore be merged with the California Comprehensive Death File (CCDF) or California Comprehensive Master Death File (CCDMF) by data users. This file is generally made available 12-18 months after the close of the calendar year.
Effective 2016, the entity-axis codes and record-axis codes data are available in the CCDF and CCMDF data files; sequence number 201-240. Along with the ICD-10 code for the underlying cause of death, NCHS returns to CDPH the entity-axis codes and record-axis codes for each registered death we submit to them. These multiple cause of death fields are coded by NCHS and returned to CDPH in the same manner described above.
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Where can I find more information about the Vital Statistic Application process?
More information about the application process can be found at VSA Tools FAQ. Please note, to access the VSA and the VSA Tools FAQ, you will need to register for an account.
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Are data production fees ever waived?
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Can I request custom data reports?
To receive custom data, two options are available:
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Submit an electronic Research Project Application to receive record-level data through the CDPH Vital Statistics Applications (VSA) Submission System. CDPH VSAāÆallows requesters to submit vital statistics applications online, review all associated forms and documents, and determine the status of an application. More information can be found in the CDPH VSA Manual. Utilize the CDPH VSA website to create an account. Research applications require approval from the Committee for the Protection of Human Subjects (CPHS). The entire application process can take approximately 2-4 months after CDPH receives a complete application package.
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Submit a request for tabulated data through CDPH VSA. Generally, tabular applications are fulfilled within three months of receiving payment. A tabulated datafile will provide a table of counts grouped by a criterion of interest (i.e., aggregated data). The tabulated data cannot include any personal identifiers.
Please note, to protect the privacy of individuals, CDPH follows the California Health and Human Services Agency (CHHS) Data De-Identification Guidelines (DDG) when preparing a tabulated data table. As a result, counts less than 11 may be suppressed to protect privacy, and additional suppression may be applied to complementary cells to prevent the inference of the values of suppressed cells.
Creation of custom data files are subject to cost recovery pursuant to the California Health and Safety Code Section 102230. CDPH will provide a cost and time estimate once the application has been received and reviewed.
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What is the differences between tabular and record-level data?
A tabulated data file will provide a table of counts broken out or stratified as specified by the data requestor (i.e., aggregated data). The timeline to receive a tabulated datafile is typically faster than a record-level datafile but there are also several privacy and security requirements that must be met by requesters to obtain either kind of data.
A record-level data file will have a unique row for each individual in the dataset (i.e., disaggregated data). No analysis of the dataset is provided and to obtain a table of counts a data requester will need to perform their own analysis of the data. Additionally, research applications require approval from the Committee for the Protection of Human Subjects (CPHS). The entire application process can take approximately 2-4 months after CDPH receives a complete application package.
Resource(s): Vital Records Data Applications and Dictionaries, Data Types and Limitations, Vital Statistics Application xForm Screener, VSA Tools FAQ, CDPH VSA
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How do I make changes to my application if it was approved or when it is in contract development?
To make changes (such as adding a co-PI or changing variables) to an approved application requires you to fill out xForm "Continuing Research Application." This also applies to a new research or a continuing research application while it is in contract development.
Resource(s): VSA Tools FAQ
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Why do I need to justify the variables I am requesting for my study?
California statute dictates that CHSI is only permitted to disclose the "minimum data necessary" in an effort to ensure security and privacy of personal information. Therefore, justifications for requested variables need to specify how the data will be utilized to achieve the goals of the proposed study. Additionally, VSAC needs to assess the requested variables because they are responsible for determining whether the significance of a project justifies the use of confidential information.
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What information should be included for a variable justification?
Briefly describe how each of the variables you are requesting will be utilized in your study analysis.
Examples:
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"Demographic information will be used to generate descriptive statistics of the cohort."
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Mother's Race: "Covariate in analysis of relationship between demographic characteristics and birth outcomes."
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Birth Date and Date of Last Menses: "Use to calculate gestational age of child."
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Does the CHSI data dictionary need to be submitted as an attachment to CPHS application?
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I have a BUCP Research Application that requires revisions, what do I do?
Complete the field description section and re-upload the form into the BUCP application in the VSA portal. If the BUCP application process is new to you, please email HIRS@cdph.ca.gov to set up a meeting with CDPH Research and Analytics Branch (RAB). RAB staff will walk through with you the BUCP application process and BUCP-template expectations.
See Glossary Term(s): Business Use Case Proposal (BUCP
Resource(s): IDEA Guidebook - BUCP Template, VSA Tools FAQ, Vital Statistics Application xForm Screener
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Who needs to sign an IPSR?
A signed California Department of Public Health, Center for Health Statistics and Informatics (CHSI), "Information Privacy and Security Requirements" (IPSR) data application is required for each organization or institution where Vital Records data will be stored or accessed. Each application's security safeguards will be assessed on a case-by-case basis.
Example scenarios:
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Multiple offices on a single campus:
In the case of academic institutions with different campus offices, a single IPSR is sufficient, since different on-campus offices would be covered under the same institutional IT requirements.
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Home offices:
By signing an IPSR, you acknowledge and agree that your physical office and computer meet the very strict, specified physical and electronic security protocols outlined within the IPSR. While not impossible, it may be highly unlikely that a home office environment can adhere to the specifications outlined in the IPSR. Please review each security requirement, carefully; as the VSAC may require further documentation or explanation.
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Does the Co-Principal Investigator need to sign the IPSR?
If the Principal Investigator and Co-Principal Investigator is co-located and accessing the data from the same institution, then a single IPSR, signed by the PI is sufficient.
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My institution cannot comply with the requirements of the California Department of Public Health's Information, Security, and Privacy Requirements (IPSR). Can I make changes to the IPSR and submit for CDPH consideration?
Yes, some provisions of the IPSR may be negotiable or may be waived or excepted by CDPH under certain circumstances. Such requests should be submitted to the CDPH Center for Health Statistics and Informatics, Health Information and Research Section (HIRS), which will route the document through CDPH Office of Legal Services (OLS) and the CDPH Information Security Officer (ISO) for review and approval (if warranted). This is accomplished by following the steps below:
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Changes to the IPSR can be proposed by altering the original IPSR word document. Please indicate changes (using the "track changes" Word function) with respect to the proposed modifications to the sections of the IPSR which are problematic for your institution, and provide justification for each change within a comment box.
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Submit the revised IPSR to HIRS, via email: HIRS@cdph.ca.gov
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HIRS staff will serve as the intermediary and route the revised IPSR to either CDPH OLS or the ISO (or both), depending on the relevancy of the requested revisions.
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Please know that initial review of the revised IPSR can be lengthy, and may take three to four months.
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Upon review and determination by CDPH OLS and/or the ISO, HIRS staff will return feedback and determination regarding what changes, if any, were accepted to the IPSR.
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If you disagree with a response or determination, HIRS staff will again serve as the intermediary party between CDPH OLS, the ISO, and your legal department.
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I would like to link a dataset to Vital Records data. Is this permissible?
If you are proposing to link data to requested Vital Records data, you must list each external data source in both the Vital Statistics Advisory Committee (VSAC) and Committee for Protection of Human Subjects (CPHS) applications.
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Can Vital Records data be retained in my dataset?
Vital records data can only be retained for the duration of the approved study time frame, as approved by the State Registrar. After the study expiration date, all Vital Records data must be destroyed or returned to CHSI. If you need additional time to complete your study analysis, a request for study continuation can be submitted to VSAC along with an extension request to CPHS.
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Can I re-release data elements obtained from Vital Statistics?
Original data elements provided from CHSI cannot be re-released or disclosed without review by VSAC and approval from the State Registrar.
Resource(s): Vital Statistics Advisory Committee
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Are there publicly available data products from RAB?
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Why arenāt there more previous years of Profiles datasets/publications available?
County Health Status Profiles (Profiles) datasets are available from 2021 onward, located on the California Health and Human Service Agency (CHHS) Open Data Porta (ODP) and PDF reports are available on the County Health Status Profiles page. Earlier PDF reports can be requested via email by contacting DAReports@cdph.ca.gov.
Profiles Datasets on CHHS-ODP:
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Where can I find the ICD-10 codes that are included in cause of death categories within Open Data Portal (ODP) and California Vital Data (Cal-ViDa) query tool?
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Do the ICD-10 code labels in
California Vital Data (Cal-ViDa) include only the first three characters, or do they also encompass codes with 4 or 5 characters (such as C22.xx)?
Only the first three ICD-10 characters are shown (e.g., C22), but it also includes more specific codes such as C22.1, C22.9, etc. The C22 label corresponds to any code beginning with C22. Please note, Cal-ViDa uses the mortality ICD-10 not the ICD-10 Clinical Modification (ICD-10-CM), which may result in fewer 5-character codes. Also, the ICD-10 codes are based on the underlying cause of death (as opposed to multiple causes of death).
See Glossary Term(s):ā Cal-ViDa, International Statistical Classification of Diseases (ICD)
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Why do the counts not always match in California Vital Data (Cal-ViDa) and in Open Data Portal (ODP)?
The data sources for Cal-ViDa and ODP are different. ODP uses the new improved residence geography algorithm.
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When is the data refreshed in
California Vital Data (Cal-ViDa) and
Open Data Portal (ODP)?
Cal-ViDa data uses provisional data and is updated on the 11th of every month.
Provisional ODP birth/death data is updated at the end of each month for the prior month data.
Final ODP birth/death data is updated at the end of the current year (e.g., the end of 2024) to reflect data from the previous year (e.g., 2023).
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What is the Vital Statistics and Advisory Committee?
The Vital Statistics Advisory Committee (VSAC) reviews and provides recommendations to the State Registrar on; (a) adequacy of procedures pertaining to the release of vital statistics and confidentiality of personal health and medical information; (b) whether a legitimate scientific interest is presented and whether the significance of the project justifies use of confidential information; (c) consistency of research conducted using birth and death certificate data with guidelines provided by the CPHS.
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Who can serve on VSAC?
The State Registrar is required by law to establish the VSAC and make every effort to ensure its membership is representative of the community. Membership recruitment is continuous and vacancies are filled and appointed by the State Registrar from an available pool of applicants.
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When are the VSAC meetings held?
VSAC meets monthly via teleconferencing and the meeting is open to the public, complying with the Bagley-Keene Open Meeting Act. A meeting agenda is posted 10-days prior to the meeting date and is available on the VSAC webpage.
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How do I request for or make an amendment to a Birth/Death/Marriage/Divorce certificate?
The California Department of Public Health ā Vital Records (CDPH-VR) maintains birth, death, fetal death/still birth, marriage, and divorce records for California. Services provided by CDPH-VR include issuing certified copies of California vital records and registering and amending vital records as authorized by law.
For information on obtaining certified copies of California vital records and registering and amending vital records as authorized by law, please visit the CDPH-VR website.
If you have additional questions related to vital record issuance, please contact them directly by email or phone.
Email:
Obtaining certified copies of vital records: CHSIVitalRecords@cdph.ca.gov
Registering vital records: VRMail@cdph.ca.gov
Amending vital records: AmendVR@cdph.ca.gov
Phone: (916) 445-2684, Monday through Friday, 8 a.m. to 4 p.m. Pacific Time to speak to an agent
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