What are vital records?
Before you embark on a vital records search, it is essential to understand the term’s meaning. Vital records are the official documentation of significant life events that include:
Birth certificates and related records – Most commonly known as birth certificates, these documents record the official location (i.e., the state, city/town) where the event occurred. In addition, they include the date and time of birth, names of the birth parents, the delivery doctor, and other critical information.
Marriage certificates and related records – These documents include marriage licenses and applications. For instance, documentation related to civil unions and domestic partnerships is also included.
Divorce records – These docs include records of the dissolution of marriages and include paperwork for the filing of legal separations.
Death certificates – The death certificate includes the decedent’s name, date and place of death, cause of death, surviving spouse or relatives, parents, and informant information, place of disposition and funeral facility information, and residence history. Other information may include whether an autopsy was performed and by whom.
Where to Find Vital Records
Vital records are usually managed under governmental authority at the federal, state, county, or city levels. In most states, the Office of Vital Statistics manages the documents. In the United States, these court documents are typically maintained under state law by a county clerk or county recorder.
Fortunately, many states offer online access to some of the data, but in some cases, private detectives must visit the county clerk’s office in person. They may even need to file a request under the Freedom of Information Act.
The documents are not always public records, and access to them may not be available in some states. The records do not include police reports or arrest data, property ownership, military service history, inmate and prison history, or other police and law enforcement reports.
What do private investigators need to know?
Private investigators are experts at uncovering important documents and public records for their clients. Private eyes often dig up court documents and vital records about a person’s birth, death, marriage, or divorce. For example:
- An individual may be trying to track down their birth parents. Parents’ names are on a person’s birth certificate. However, many people don’t know how to get a copy. That’s where a private investigator comes in to do a vital record search on their behalf.
- Another example is someone who recently enters a relationship and wants to investigate the background of their new partner. They can hire a private investigator to check for official records that confirm their identity by checking birth records. In addition, they can check into their past relationships by checking marriage and divorce records.
- In missing person cases, it is a good idea to search for a death certificate to see if the missing person is still alive.
- When private eyes perform a comprehensive background check, they will research and compile the data to form a complete picture of an individual.
Online Access to Vital Records Search via Research Websites
As previously mentioned, many states, counties, cities, towns, etc., provide online access to public records. We recommend starting with the state website and looking for the Office of Vital Statistics or the county clerk.
In addition, some companies serve as aggregators and provide access to the public and vital records search documents for all states via one site. Of course, access will cost you. Costs typically range from a flat fee for broad access or a per-item charge. Following are some aggregators to choose from:
BeenVerified has a vast database consisting of billions of online public records.
Also, try an Intelius People Search, for people search reports, background checks, criminal records, court records, real estate, and financial reports.
National Center for Health Statistics
National Center for Health Statistics – The Center for Disease Control (CDC) website contains a wealth of information for private investigators and legal researchers. On this site, you’ll find state-by-state information on how to obtain or request court docs and other information. For each type of documentation, the appropriate address is provided, the approximate cost and guidelines, and tips for submitting your request. This is an excellent site that we highly recommend for detectives and regular citizens.
VitalChek Network by Lexis Nexis
VitalChek Network – VitalChek, owned by LexisNexis, is an official, government-authorized service that helps citizens securely order certified birth certificates and other public records from official government agencies nationwide. It offers a simple ordering process designed to help ensure the accuracy of your order. Just submit your order online, which is routed electronically to the appropriate government agency for processing. Processing fees range from $2.50 to $16.00.
U.S. Vital Records – A website that will help you find your ancestors in the United States. Use the site to search federal census records, obituary records, and old newspapers. The results lead you to Ancestry.com. However, we don’t recommend this particular search unless you are doing genealogy research.
View our legal forms page for descriptions of legal documents related to this type of research. Related documents include divorce or separation forms, pre-marital agreement forms (also known as prenups), last will and testament forms, and other miscellaneous documents.
If you have any questions about conducting a vital records search, please leave a comment below.