ROD Issuing Work Around

Dear Register of Deeds,

Thank you for your patience during our NCDAVE Electronic Birth Registration System (EBRS) implementation efforts. We have been notified about several issuing errors affecting Registers of Deeds.

Issue #1: Security Paper Serial Numbers

County birth paper serial numbers have been provisioned in NCDAVE. Please note that to differentiate ROD paper from state paper serial numbers, we have added alpha character prefixes to each serial number type.

Effectively, RODs will be required to enter prefixes preceding the serial number in the NCDAVE serial number field.

ROD Birth Paper Serial Number Entry

When issuing births in NCDAVE, please enter “RB” preceding the paper serial number. This change has been implemented for births as of 12:00am on 1/5/2024.

Please also omit the ‘-15’ at the end of the serial number printed on the birth paper when entering the serial number into NCDAVE

The ROD would input RB321051 in NCDAVE for the serial number for this paper.

ROD Death Paper Serial Number Entry

This change will be implemented for deaths at 12:00am on 1/8/2024. When issuing deaths in NCDAVE, please enter “RD” preceding the paper serial number.

Please also omit the leading zeros at the beginning of the serial number printed on the death paper when entering the serial number into NCDAVE.

The ROD would input RD72201 in NCDAVE for the serial number for this paper.

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Issue #2: Issuing Error in NCDAVE

We aware some users are experiencing an error when attempting to issue a birth record flagged as Special Status in NCDAVE EBRS. The “issue” link appears to be greyed out.

Please follow the steps below to proceed with issuing a birth record in DAVE.

Step 1:Scroll to the bottom of the screen and click Save & Validate.

Step 2:Check the Override boxes displayed in the Validation Results section and Save Overrides.

Note: The error message displayed in the screen shot below might not reflect the exact message seen by partners.

Step 3:To be sure all validation rules are resolved click the “Save & Validate” button once more.

Step 4: Navigate to the Issue link and proceed with issuing the record. Note: The Issue link will appear blue.

We apologize for the inconvenience and thank you for your patience during our NCDAVE implementation efforts.

The NCDAVE Help Desk is available to provide further assistance if needed.

Help Desk Contact Numbers:

919-792- 5996

919-792-5997

Thank you for your continued partnership!

Sincerely,

Terra Ankrah, MBA (she/her)

State Registrar, Interim Director

Office of Vital Records, State Center for Health Statistics

NC Department of Health and Human Services

NCDHHS provides essential services to improve the health, safety and well-being of all North Carolinians. Learn more about NCDHHS initiatives and priorities.

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