Is this a local record or a state record?

By keepingupwithjones on Mon, 03/21/2022 - 22:13

Forums

Hello! I have an image of a certified death certificate that was requested by the widow shortly after a man's death in 2004. I am having trouble figuring out if it a state or local record. Here is an image of the top and bottom of the image (I did not include the full certificate for privacy reasons):

2004 Death Certificate

I have been going back and forth as to whether this is a state record or a local record. I know that the record originated in Metro Nashville-Davidson County since that is where the man died. But I am thrown off by the Tennessee Department of Public Health layer and how to include that in the citation. I would love your advice as to how to cite this record. 

Thanks in advance!

Submitted byEEon Tue, 03/22/2022 - 08:27

Hello, keepingupwiththejones. Welcome to Evidence Explained.

With vital records (birth, marriage, and death registrations or certificates) we are determine whether we have a state-office record or a local-office record (the two of which may differ), by asking ourselves one question: Where did we get this?

In your case, you did not obtain it yourself. You state that the widow obtained it, but do not say how you acquired it.  If you did not obtain this record yourself from a specific office, then you cannot vouch for the authenticity of the record. (Yes, people do make alterations on privately held copies for all sorts of reasons.) Therefore you should cite this as a family artifact and state what you know about its provenance: it was obtained by the widow and passed to you in 20__ via xyz.

As for interpreting the preprinted matter on the form:

  • The top of the form indicates that it is a form used by the "Metropolitan Government of Nashville & Davidson County, Office of Vital Records." 
  • The text states that it is "a true and correct copy of the original document on file in this department."
  • The document is signed by an official who identifies herself as "Local Registrar."
  • The form carries an image of the seal of the state of Tennessee in the lower corner; but no where does the certificate say that it was issued by the Tennessee Office of Vital Records or that it was a copy of  record on file in that office.

Submitted bykeepingupwithjoneson Wed, 03/23/2022 - 19:06

Hello EE -- Thank you so much for your assistance! I would not have thought of someone having altered the record. Would this citation work?

FirstName LastName death certificate image, date, Nashville, Davidson, Tennessee; client's files [client's contact information]. The certificate in the image was obtained by the widow, FirstName LastName, date. The image was emailed to the client by LastName’s daughter, FirstName LastName, date.

Thanks too for deciphering the locations listed on the document. Much appreciated.

Submitted byEEon Sat, 03/26/2022 - 08:35

Keepingup, the explanation of provenance is sound, but there are some essential elements missing from that draft. EE 9.33 "County-level Certificates" provides several models for what you are trying to cite.