Minnesota Vital Records
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According to Minnesota Statutes § 144.212 Subdivision 8, vital records refer to reports or data concerning births, stillbirths, deaths, marriages, and the dissolution or annulment of a marriage within the state. Minnesota vital records, specifically birth and death records, are preserved at the state level by the Office of Vital Records (OVR) at the Minnesota Department of Health (MDH). At the county level, each county has a local Vital Records Office that maintains vital records, such as birth, death, and marriage records, issued within its jurisdiction. Meanwhile, divorce records are solely maintained at the county level by the District Court office that granted the divorce.
It is worth noting that the Minnesota Vital Records Act, codified in MN Statutes §§ 144.211 to 144.227, and the Minnesota Government Data Practices Act (MGDPA) govern access to vital records.
Public Access to Minnesota Vital Records
Most vital records in Minnesota are public, pursuant to MN Statutes § 144.225 Subd. 1 and the Minnesota Government Data Practices Act (MGDPA). Uncertified (i.e., informational) copies of vital records are public, while certified copies are confidential and are only available to authorized individuals who have a tangible interest in the record. The Minnesota Historical Society also maintains public archives and indexes of older vital records, specifically marriage, birth, and death records.
However, there are certain exemptions to the aforementioned laws. For instance, birth records of children born to single mothers are considered confidential unless the mother opts to make the record public at the time of birth, per MN Statutes § 144.225 Subd. 2.
Types of Vital Records Available in Minnesota
The primary types of vital records in Minnesota include divorce, birth, death, and marriage records. These records are typically available in two formats: certified and uncertified copies. The primary difference between these two formats is that certified copies of vital records are legally recognized and can be used for official purposes. In contrast, uncertified copies are intended for informational use only.
Minnesota Birth Records
Minnesota birth certificates are official documents that contain information about the birth of children within the state. The information these records typically show includes the record's subject (child) name, sex, place of birth, date of birth, and parent information. A certified birth certificate may be required as a means of identification when applying for a passport, driver's license, social security, school registration, and other official purposes.
Record seekers may obtain a birth certificate in Minnesota from the Minnesota Department of Health (MDH) or local vital records offices, depending on when the certificate was recorded. Generally, birth records from 1900 to 2000 are maintained and available through the MDH. Meanwhile, birth records from after 1900 to the present are available through the local vital records office in the county where the birth occured. For example, interested individuals may contact the Cass County Auditor-Treasurer's Department to obtain birth certificates for births that occurred in Cass County from 1898 to the present. Note that local vital records offices also provide statewide birth records from 1997 to the present.
Minnesota Death Records
Minnesota death certificates contain information about the death of individuals anywhere in the state. These records typically include the decedent's full name, date of death, age at death, place of death, parent information, and the cause of death. A certified death certificate may be required for certain official processes, including claiming life insurance benefits, settling estates, arranging funerals, and accessing pension benefits.
In Minnesota, death records are maintained and issued by the MDH and local vital records offices. Thus, record seekers may find death records in Minnesota by querying the MDH and local vital records offices. Death records from 1908 to 1997 are available through the MDH, while death records from before 1908 to the present are available through the local vital records office where the death occured. For instance, record seekers may access death records of individuals who have died in Clay County, dating back to 1872 and to the present, through the Clay County Recorder's Office. Statewide death records from 1997 to the present are also available through local vital records offices.
Minnesota Marriage Records
Minnesota marriage records are used to document pertinent details about a civil marriage. Examples of marriage records include marriage licenses and certificates. A marriage license is required to solemnize a marriage, while a marriage certificate verifies that the marriage has occurred.
A certified marriage certificate in Minnesota serves as legal proof of marriage. Under MN Statutes § 517.10, a marriage certificate must include the full names of the spouses before and after the marriage, their birth dates, the place of residence (i.e., county and state), and the date and place of the marriage. It also contains the signatures of both spouses and at least two witnesses to the marriage.
Minnesota marriage records are solely maintained at the county level by local vital records offices that issued the marriage license. Generally, marriage records prior to 1997 are public records. Conversely, marriage records after 1997 may contain confidential information that is usually redacted before the records are made available to the general public. Record seekers may contact the local vital records office that issued a marriage license to obtain the associated marriage records.
Minnesota Divorce Records
Minnesota divorce records provide information about the dissolution of marriages that were recorded in the state. There are primarily two types of divorce records in Minnesota: divorce decree and certificate of dissolution. A divorce decree in Minnesota is a court document that sets forth the terms of the divorce, including the divorced spouses' child and spousal support obligations, division of marital property and debts, and child custody arrangements. Meanwhile, a certificate of dissolution is a shorter version of a divorce decree signed by a judge or referee. This certificate may be used as legal proof that a divorce proceeding has been finalized.
Minnesota divorce records are maintained by the District Court that handled the divorce proceedings. These records are, by default, public. As a result, they are usually available to the general public. Thus, interested individuals may access these records through the County District Court office that granted the divorce.
How to Order Vital Records in Minnesota
The process of ordering vital records in Minnesota varies depending on the type and age of the record being sought.
Birth and Death Records
Birth and death records are available through the Minnesota Department of Health (MDH) and local vital records offices. Record seekers may order birth records (from 1900 to 2000) and death records (from 1908 to 1997) from the MDH using the appropriate request form detailed below:
For birth records
- Certified Birth Certificate Request Form (Spanish version, Somali version, Hmong version, or Korean language version).
- Homeless Youth Birth Certificate Request Form.
- Non-Certified Birth Certificate Request Form.
For death records
- Certified Death Certificate Request form (Spanish version)
- Non-Certified Death Certificate Request Form.
Requesters must complete the appropriate request form and sign it before a public notary. Subsequently, they may submit it along with the necessary fees and any other required item(s) by mail, fax, or courier/express delivery to MDH at:
Minnesota Department of Health
Office of Vital Records
PO Box 64499,
St. Paul, MN 55164-0499
Fax: 866-416-1357
Courier/express delivery: 625 Robert St. N, St. Paul, MN 55155
On the other hand, birth records (from before 1900 to the present) and death records (from before 1908 to the present) may be ordered from the local vital records office in the county where the event occurred. For instance, birth and death records for events in Blue Earth County may be ordered from the county's License Center.
Marriage Records
Minnesota marriage records may be ordered from the local vital records office that issued the corresponding marriage license. For instance, record seekers may order marriage records for a case where the marriage license was issued by the Rice County Recorder's office using the office's marriage record request form. They may complete the request form and submit it along with the required fee in person or by mail at:
Rice County Recorder's Office
320 3rd Street N.W.
Faribault, MN 55021
It is worth noting that the Minnesota Association of County Officers (MACO) also provides the Minnesota Official Marriage System (MOMS) that interested persons may use to access statewide marriage records.
Divorce Records
Record seekers may order divorce records through the District Court that granted the divorce. They may visit or contact these courts to request relevant divorce records and must provide information about the divorce, such as a case number and the parties' names, to facilitate the search. For instance, interested persons may obtain copies of divorce records for divorces granted by the Clay County District Court by contacting the court Administrator's office at 218-227-7040
Who Can Request Minnesota Vital Records?
Most Minnesota vital records are public. As a result, there are usually no restrictions on who can access vital records in Minnesota. However, while uncertified copies of vital records are public and available to anyone who requests them, certified copies, specifically for birth or death certificates, are protected and released only to eligible individuals who have a tangible interest in the record. Additionally, birth certificates of children born to unmarried mothers may be confidential and exempt from public access.
The table below provides a detailed breakdown of Minnesota vital record eligibility requirements for certified and confidential records
|
Record Type |
Eligible Requestors |
Required Documents |
Official Source Link |
|---|---|---|---|
|
Certified Birth or Death Certificate |
|
May require ID, proof of relationship, or court documents |
The Minnesota Department of Health (MDH) Office of Vital Records (OVR) |
|
Confidential Birth Certificate |
|
May require ID or court documents |
The Minnesota Department of Health (MDH) Office of Vital Records (OVR) |
Processing Times for Minnesota Vital Records Requests
Minnesota vital record processing time varies widely depending on the agency from which the record is requested and the method of request. Generally, birth and death records requested through the MDH may take up to two (2) to three (3) weeks. However, those ordered from a local vital records office are usually processed within a couple of days. For instance, the Steele County Recorder's office and the Becker County Recorder's office state that they have one (1) to two (2) days of processing time for birth record requests. Record seekers may contact a local vital records office to confirm their processing time for vital record requests.
The table below provides information about factors that may affect the processing time for Minnesota vital record requests:
|
Record Type |
Factors That Influence Processing Time |
Considerations |
|---|---|---|
|
Birth Certificate |
|
|
|
Death Certificate | ||
|
Marriage Record |
| |
|
Divorce Record |
|
|
Fees for Obtaining Vital Records in Minnesota
According to the MDH's Vital Record Fees Schedule, the vital records fees in Minnesota are as follows:
- Certified birth certificate: $26, and additional copies cost $19 each
- Certified birth certificate - homeless youth: $0
- Certified birth certificate - Veterans Administration (VA): $0
- Noncertified birth records: $13, and additional copies cost $6 each
- Certified death certificate: $13, and additional copies cost $6 each
- Certified death certificate - Veterans Administration (VA): $0
- Noncertified death records: $13, and additional copies cost $6 each
Note that local vital records offices in Minnesota generally set the fee for a marriage certificate. Most of these offices, such as the Itasca County Recorder's Office and the Ramsey County Vital Records Office, charge $9 per copy. Meanwhile, District Courts may charge up to $8 for a plain copy and $14 for a certified copy of divorce records.
How to Search Vital Records Online in Minnesota
Unfortunately, there are no official online resources available to the public for searching vital records in Minnesota, particularly recent birth and death records. However, the Minnesota Historical Society provides online indexes that individuals may use to search some older birth, death, and marriage records. Additionally, record seekers may use the Minnesota Court Records Online (MCRO) to search for divorce records and the Minnesota Official Marriage System (MOMS) to search for marriage records online.