Birth and Death Registration (Civil Registration)

BIRTH AND DEATH REGISTRATION (Civil Registration)

Geographical features:

Sikkim is a very small hilly state in the eastern Himalayas with a formidable physical feature. It is bounded by vast stretches of Tibetan Plateaus in the north, the Chumbi Valley of Tibet and the kingdom of Bhutan in the east, country of Nepal in the west and Darjeeling, District of West Bengal in the south. The state of Sikkim lies in the north eastern Himalayas between 27 00’46” to 28, 07’48” north latitude and 88, 00’58” to 88, 55’25” east longitude.

Area and Administrative Division:

The total area of the state is only 7096 sq.km. with total population of 540851 (2001 census). The state has 4 districts, 9 subdivisions, 8 towns, and 454 revenue blocks (including forest block).

Brief details of the programme with organizational details:

Registration of births and deaths act 1969 was implemented in Sikkim State on 20th Aug, 1979 after framing state rules on registration of births and deaths. The Sikkim registration of births and deaths rule was fully amended in revamp system in December 1999 and came into force with effect from 01/01/2000.The Civil registration organization in the state is headed by the Principal Director of Health Services as the Chief Registrar who is Chief Executive Authority in the state under Section 4(1) of Births and Deaths Act, 1969. Vital statistics data is one of the prerequisites for better planning and development at national level as well as the state level is a reliable estimate of the population figures. It has also become a vital tool with planner and for catalyzing economic activities, administrative reforms and developing human resources. Civil registration system aimed to achieve 100 percent registration by 2010.

Administration setup of the Registration hierarchy:

Following is the registration hierarchy existing at present the implementation and supervision of the civil registration system in the state.

State Level

S.N.Post DesignationTask
1Chief RegistrarPrinciple Director, Dental Health ServicesOverall supervision of the scheme in the state
2Joint DirectorStatistical ServiceOffice Administration
3Registrar-cum
Nosologist
Joint Director,
State Health Services
Coding, recording and supervision of Medical Certification of Causes of Deaths in the state. Registrar births and deaths at the head quarter as well as monitoring and supervision of civil registration system in the state. Organizing and conducting training on MCCD. Visiting thirty registration centres for evaluation & monitoring of registration of births& deaths.
4.
Registrar
Headquarter
Deputy Director Statistical Service
Registrar births and deaths headquarter as well as monitoring and supervision civil registration system the state. Organizing and conducting trainings on CRS.

District Level

District Registrar:

Chief Medical Officer:

Chief Medical Officers of District Hospitals are responsible for executing work in their Jurisdiction of the district as per the RBD Act. In South, West and North Districts the work of Registrar is entrusted to the Microbiologist, District Medical Superintendent and to RCH officer respectively.

Registrar:

Primary Health Centres:

Medical Officer In charge of 24 Primary Health Centres are responsible for monitoring the legal registrations of Births and Deaths with the information given to them of their respective jurisdiction.

Gangtok:

In CRH (Central Referral Hospital), Tadong, Professor of Psychiatric and Head of the Department, in STNM Hospital, Head of the Department, Consultant Gynecologist and Lt. Colonel in Military Hospital, is appointed as a registrar. The registrar can appoint a Sub – Registrar and assign them any or all the powers and duties in relation to specified areas within their jurisdiction.

4. Registration Centres:

Rural Registration Centres:

Out of twenty four Primary health centres twenty two centres excluding Rangpo and Jorethang are the registration centres in the rural areas of the state.

Urban Registration Centres:

In urban areas of the state, S.T.N.M. (Sir Thudup Namgyal Memorial) Hospital, Central

Referral Hospital, all the four district hospitals and Military Hospital are the registration centres. Besides, these primary health centres in Jorethang and Rangpo, and the office of the Chief Registrar at head quarter also come under urban registration centres.

5. Registration Procedure:

Under the section 8 and 9 of the Registration of Birth & Deaths Act, 1969, the births, deaths and still births can be registered only by the Registrar of the areas where the event has occurred (the place of its occurrence). Events occurred in urban and rural areas can be registered at the following registration centres.

Urban Area:

In urban area events can be registered in the concerned registration centres i.e. PHCs of urban area like Rangpo and Jorethang, and for urban areas of Gangtok, the registration centre is the Births and Deaths Registration office located at Convoy Ground, Tadong.In case of institutional events, the nursing staffs, health workers and doctors are responsible for reporting the events to the concerned Registrar. Whereas, in domiciliary events, the head of the household, Panchayats, Anganwadi workers report the events to the concerned Registrar.

Rural Area:

In rural areas, the Panchayats, Anganwadi workers and Health workers have been identified as notifiers of births and deaths who report the events to the concerned Registrar. Events can also be reported directly to the concerned Registrar by the head of the household.

6. Information system:

Under Section 10 (1) of the Births and Deaths Act, Anganwadi workers (AWW) are appointed, under the supervision of ICDS Supervisors, to report every event of births and deaths within 21 days of occurrence under their jurisdiction. They are paid honorarium of Rupees fifty per month. In addition to these health workers, Gram Panchayat is also entrusted with the same responsibilities of notifying the births and deaths occurring in their respective jurisdiction to the concerned local registrar. In Gangtok, Crematorium ground, the person in-charge of Ranipool is given the responsibility of notifying deaths.

7. Issue of Birth and Death Certificates:

The extracts from Births and Deaths Register are issued in Form no. 5 and 6 respectively under Section 12 and 17 of the Registration of Births and Deaths Act 1969 and State Rule 8 and 13 of Sikkim Registration of Births and Deaths Rule, 1999. The issuance of Current certificate has been made free of cost to the informant or the applicant.

8. Delayed Registration:

Section 13 of RBD Act, 1969 lays down the procedure for registration of vital events reported after the expiry of stipulated normal reporting period i.e. twenty one days. The certificates shall be issued on production of the proof of date and place of event with recommendation of Panchayats or area MLA and on payment of delayed fee of Rs.10/- followed by verification from the first class magistrate.

Maintenance of Records:

The Registrar is required to maintain the record of all births, still births and deaths in the registers. Every year on the first day of January new registers are opened and both current and delayed events are registered as and when the notifiers notify the events in current cases or an applicant applies for the certificates after verification from the magistrate in delayed registration of events. After the closure of the year the records should be kept in safe custody in steel almirah.

Inspection Arrangements:

An inspection of registration centres and registration records is important for both qualitative and quantitative improvement of registration. The routine inspections are done from the Headquarter by the registrars whenever the fund is available.

11. Training of Registration functionaries:

a. On Medical Certificate of Cause of Deaths (MCCD)

With the fund received from the ORGI, New Delhi, training on MCCD was conducted in Six Venues, where 237 numbers of trainees (Medical Officers & Coders) were trained by Joint Director-cum-Nosologist, Births & Deaths

b. On Civil Registration System (CRS)

With the fund received from the ORGI, New Delhi, training on CRS was conducted in thirty three different centres, where 3300 numbers of trainees (GVK, Panchayats, Registrar Births & Deaths, CDPOs, School Heads, AWW, Dealing assistants and ICDS supervisors,) were trained by Deputy Director -cum- Registrar, Births & Deaths Births & Deaths.

12. Publicity:

IEC could not be conducted due to the financial shortage.

13. Compilation and Tabulation of Data:

Every month statistical reports of births, deaths and still births are submitted to the head quarter by the registrars, where these monthly returns are compiled and computed with the help of software provided by the RGI, New Delhi. Sometimes there is delay in submission of monthly returns from few centres, in such cases the officials from the head quarter collect the reports during their visit to these registration centres.

Similarly, the data relating to the medically certified deaths are submitted by the centres which are compiled, recorded, coded and tabulated at head quarter in the software provided by the RGI, New Delhi.

15. Strategy and priority for the year 2015

The ORGI had set the target to achieve 100% registration of current births and deaths by 2010, but we are still lacking behind. So, it will be our priority to reach out the community with the message of importance of registration of vital events, births and deaths, within the prescribed time limit i.e. within 21 days, at the place of its occurrence.

To improve statistical data by sensitizing the notifiers, Public (Head of the family), AWW, Panchayat, institutions to collect the correct information of every incidence of birth and death in time.

These could be made by imparting training, audio visual advertisement in television, via radio announcement, promotional materials should be printed for distribution in English and local language. For this Strategy to be successful it depends on the availability of fund.

16. Scheme on Medical Certification of Cause of Death

The certificate of cause of death is the basic document for generating cause of death statistics. The scheme envisages that the certificate of cause of death is to be filled in accurately and completely by the attending medical practitioner and given to the informant for onward transmission to the Registrar for registering the death. The scheme of medical certification of cause of death is in operation in 31 institutions in Sikkim: 4 District hospitals, 24 PHCs, STNM hospital, CRH, Tadong and Military Cantonment hospital, Gangtok and one Births & Deaths Registration centre, Gangtok which add up to total 32 Births & Deaths Registration centres. The MCCD forms are sent to the state HQ by the Registrars of these Registration centres for coding of diseases as per the ICD 10 code and compilation of data. The registrars have responded very well and there has been tremendous improvement, not only in filling up of the MCCD forms but they were reached on time to the Births & Deaths Registration centres, Gangtok except few PHCs.

Physical target proposed

1. To reach the target we have set IEC becomes the priority to make the public aware that the registration has to be done at the place of its occurrence. For IEC- audio visual advertisement in television, radio announcement, promotional materials to be printed for distribution in English and local language, we require fund.

2. We recruited one State Co-ordinator and Six DPA (Data Processing Assistant) to deal with the statistical portions of the vital events on Civil Registration System, in the software provided by the ORGI, New Delhi, to compile the data in time then prepare and send the report wherever required.

3. We require two new sets of computer so that the data entry can be done smoothly and send the reports in time. The old computers were provided by the ORG, India before 5 to 6 years so, it has become outdated and has become problematic while entering data.

BUDGETARY SUPPORT AND EXPENDITURE FOR THE FINANCIAL YEAR 2015-2016

Budget HeadYearBudget/Allotment
3454-02-02-111-60-60-00-01-Sal(Plan)2015-201657.86
3454-02-02-111-60-60-00-13-O.E(Plan)00.0000.00
3454-02-02-111-60-60-00-51-MV00.0000.00
3454-02-02-111-60-60-00-26-Adv & Publicity00.0000.00
3454-02-02-111-60-60-00-11-T.E(Plan)00.0000.00