Certificate Access Policies

There are conditions that the Registrar of Births, Deaths and Marriages must consider when granting access to certificates under Part 8 Division 4 of the Births, Deaths and Marriages Registration Act 1998.

Evidence-of-Identity requirements

Additionally, prior to the issue of any certificate, original evidence-of-identity documents need to be shown at the Registry or Court counter. If applying by post, clear photocopied evidence-of-identity documents must be posted with your application. Do not post original documents.

For applicant eligibility requirements see Birth, Death, Marriage and Change of Name Certificate Access Policies below.

Birth Certificate Access Policy

As at 1 June 2017 and subject to change without notice.

Type of AccessApplicantSpecific requirements

Historical Access

Anyone (must be 16 years of age or over).

For births 100 years old or more.

Family Access

Person named in the certificate (registered person).

Children under 16 years of age must have written consent from a parent named in the certificate.

Parent.

Must be named in the certificate; or if the child is 18 years or older and has changed their name in the time since turning 18 – Restricted, unless the applicant can provide:
Written authority from the person named in the certificate; or
Evidence that the person is deceased; or
Evidence that the certificate is required for some legal right or entitlement.

Non-parental custodian or guardian.

Document establishing legal custody or guardianship.

Child.
Spouse (including defacto but not former spouse or former defacto) Brother, Sister
Grandparent.
Other relative - see also 'Other Agent'.

Restricted, unless the applicant can provide:
Written authority from the person or parent named in the certificate; or
Evidence that the person is deceased and spouse or defacto is named on the death certificate; or
Evidence that the certificate is required for some legal right or entitlement.

Access to original information from an adoption record.

Must have written authority from the Department for Community Development.

Deceased Estate Matter

Executor or Administrator.
Public Trustee.

Application must be on business letterhead, or must show evidence of applicant's executor, administrator, trustee status.

Welfare

Government or non-Government Welfare Agency.

Application must be on business letterhead and must be acting in the interests of or with the written authority of the person named in the certificate.

Court - State or Federal

-

Application must be on Court letterhead or Court order provided.

Law Enforcement

Any Government body dealing in law enforcement e.g. Police, Anti Corruption Commission, Courts etc.

Application must be on business letterhead and must be made in pursuance of an investigation or preparation of a prosecution or pursuant to a valid warrant or Court order
(Does not include debt collectors or private investigators).

Medical Access

Medical organisations or government body requiring to contact persons with a potentially life threatening medical condition.

Applications must be made on business letterhead and referred to Registrar for consideration.
For general medical research enquiries refer to Registrar for consideration.

Government Bodies - Statutory Access

Any Government body having right of access under Federal or State legislation, eg Child Support Agency, Centrelink, Department for Community Development.

Application must be on business letterhead or approved form e.g. Child Support Agency verification form.

Solicitor

-

Application must be on business letterhead and Solicitor must be acting for a person entitled to access under 'Family Access' or 'Deceased Estate Matter' and subject to the same requirements.

Other Agent (including Consulates)

Any person with written authority from the person named in the certificate or a person entitled to the certificate as identified in this policy document.

Identification documents of the person named in the certificate or other person entitled to the certificate as stated under "Family Access".

Death Certificate Access Policy

As at 1 August 2012 and subject to change without notice.

Type of AccessApplicantSpecific requirements

Historical Access

Anyone (must be 16 years of age or over).

For deaths 30 years old or more

Family Access

Spouse (including defacto but not former spouse or former defacto see below).
Parent.
Child.

Restricted, unless the applicant can provide:
Evidence of relationship e.g. named on death certificate, copy of marriage certificate.
Evidence of defacto relationship can include evidence of same address, joint bank accounts, joint utility accounts.

Non-parental custodian or guardian.

Document establishing custody or guardianship.

Other relative.
Former spouse or former defacto.

Restricted, unless the applicant can provide:
Written authority from a person entitled to the certificate as identified in this policy document; or
Evidence that the certificate is required for some legal right or entitlement; or
Evidence that there is no other living relative.

Deceased Estate Matter

Executor or Administrator.
Public Trustee.

Application must be on business letterhead, or must show evidence of applicant's executor, administrator or trustee status.

Welfare

Government or non-Government Welfare Agency.

Application must be on business letterhead and must be acting in the interests of or with the written authority of the next of kin of the person named in the certificate.

Court - State or Federal

--

Application must be on Court letterhead or Court Order provided.

Law Enforcement

Any Government body dealing in law enforcement e.g. Police, Anti Corruption Commission, Courts etc.

Application must be on business letterhead and must be made in pursuance of an investigation or preparation of a prosecution or pursuant to a valid warrant or Court Order.
Does not include debt collectors or private investigators.

Medical Access

Medical organisations or government body requiring to contact persons with a potentially life threatening medical condition.

Applications must be made on business letterhead and referred to Registrar for consideration.
For general medical research enquiries refer to Registrar for consideration.

Government Bodies - Statutory Access

Any Government body having right of access under Federal or State legislation e.g. Child Support Agency, Centrelink, Department for Community Development.

Application must be on business letterhead or approved form e.g. Child Support Agency verification form.

Solicitor

--

Application must be on business letterhead and the Solicitor must be acting for a person entitled to access under "Family Access" or access for "Deceased Estate Matter".

Funeral Director

--

Funeral Director applications must be received with the death registration form or within three months following the deceased's date of death. Applications after this time will be treated under "Other Agent".

Other Agent (including Consulates)

Any person with written authority from a person entitled to the certificate as identified in this policy document.

Identification documents of a person entitled to the certificate as stated in this policy document also required.

Benefit

Credit companies, Superannuation funds, Trust funds, Banks, Life insurance funds.

Restricted, unless the applicant can provide:
Application must be on business letterhead and provide written authority from a person entitled to the certificate as identified in this policy document. If consent not available then confirmation of the following information only can be provided:
Full name of deceased, Place of death, Date of death, Registration number, Date of birth, Place of birth, Age if no date of birth, Gender.

 

Marriage Certificate Access Policy

As at 1 August 2012 and subject to change without notice.

Type of AccessApplicantSpecific requirements

Historical Access

Anyone (must be 16 years of age or over).

For marriages 75 years old or more.

Family Access

One of the parties of the marriage (bride or groom named in the certificate).

--

Child of marriage.
Other relative.

Restricted, unless the applicant can provide:
Written authority from the bride or groom named in the certificate; or
Evidence that both the bride and groom named in the certificate are deceased; or
Evidence that the certificate is required for some legal right or entitlement.

Access to original information from an adoption record.

Must have written authority from the Department for Community Development.

Deceased Estate Matter

Executor or Administrator.
Public Trustee.

Application must be on business letterhead, or must show evidence of applicant's executor, administrator or trustee status.

Welfare

Government or non-Government Welfare Agency.

Application must be on business letterhead and must be acting in the interests of or with the written authority of the bride or groom named in the certificate.

Court - State or Federal

--

Application must be on Court letterhead or Court Order provided.

Law Enforcement

Any Government body dealing in law enforcement e.g. Police, Anti Corruption Commission, Courts etc.

Application must be made on business letterhead and must be made in pursuance of an investigation or preparation of a prosecution or pursuant to a valid warrant or Court Order.
Does not include debt collectors or private investigators.

Medical Access

Medical organisations or government body requiring to contact persons with a potentially life threatening medical condition.

Applications must be on business letterhead and referred to Registrar for consideration.
For general medical research enquiries refer to Registrar for consideration.

Government Bodies - Statutory Access

Any Government body having right of access under Federal or State legislation e.g. Child Support Agency, Centrelink, Department for Community Development.

Application must be on business letterhead or approved form e.g. Child Support Agency verification form.

Solicitor

--

Application must be on business letterhead and Solicitor must be acting for a person entitled to access under "Family Access" or access for "Deceased Estate Matter" and subject to the same requirements.

Marriage Celebrant

--

Marriage certificate applications with Proof of Identity from the bride or groom, can be accepted when received from the celebrant with marriage registration papers, provided the application is signed by the bride or groom as the applicant. The certificate of marriage will then be posted directly to the applicant.

Other agent (including Consulates)

Any person with written authority from the bride or groom named in the certificate or a person entitled to the certificate as identified in this policy document.

Identification documents of bride or groom named in the certificate or other person entitled to the certificate as identified in this policy document also required.

 

Change of Name Certificate Access Policy

As at 1 February 2005 and subject to change without notice.

Type of AccessApplicantSpecific requirements

Family access

Person named in the certificate
(registered person) (must be 16 years of age or over).

--

Parent.

If the child is 18 years of age or over consent is required from the person named in the certificate.

Non-parental custodian or guardian.

Document establishing custody or guardianship and consent of the person named in the certificate if they are 18 years or over.

Spouse, brother, sister or grandparent.

Restricted, unless the applicant can provide:
Written authority from the person named in the certificate;
evidence that the person is deceased;
evidence that the certificate is required for some legal right or entitlement.

Deceased estate matter

Executor or administrator.
Public Trustee.

Application must be on business letterhead, or must show evidence of applicant's executor, administrator or trustee status.

Welfare

Government or non-government welfare agency.

Application must be on business letterhead and must be acting in the interests of or with the written authority of the person named in the certificate.

Court - state or federal

--

Application must be on court letterhead or court order provided.

Law enforcement

Any Government body dealing in law enforcement, eg police, Anti-Corruption Commission, courts etc.

Application must be made on business letterhead and must be made in pursuance of an investigation or preparation of a prosecution or pursuant to a valid warrant or court order.
Does not include debt collectors or private investigators.

Medical access

Medical organisations or government body requiring to contact persons with a potentially life threatening medical condition.

Applications must be made on letterhead and referred to Registrar for consideration.
For general medical research enquiries refer to Registrar for consideration.

Government bodies - statutory access

Any government body having right of access under Federal or State legislation e.g. Child Support Agency, Centrelink, Department for Community Development.

Application must be on business letterhead or approved form, eg Child Support Agency Verification form.

Solicitor

--

Application must be on business letterhead and solicitor must be acting for a person entitled to access under ‘Family access’ or access for ‘Deceased estate matter’ and subject to the same requirements.

Other agent (including consulates)

Any person with written authority from the person named in the certificate or a person entitled to the certificate as identified in this policy document.

Identification documents of the person named in the certificate or other person entitled to the certificate as identified in this policy document also required.

 

Last updated: 23-May-2017

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