To: Board of Supervisors of Sonoma County
Department or Agency Name(s): Sheriff’s Office
Staff Name and Phone Number: Melissa MacDonald, 565-3922
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
California Integrated Vital Records System (Cal-IVRS) Coroner Participant Agreement
End
Recommended Action:
Recommended action
Authorize the Sheriff to execute an Agreement with the California Public Department of Health for access to the California Integrated Vital Records System (Cal-IVRS).
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Executive Summary:
The Sheriff’s Office’s Coroner’s Bureau completes forensic investigations of all deaths occurring within the County of Sonoma that meet criteria as defined in Section 27491 of the California Government Code. California Health and Safety Code requires the Coroner’s Office to register death certificates for decedents in these cases. Coroner staff have historically complied with this requirement by uploading death certificates into the State’s Electronic Death Records System (EDRS). The State Department of Public Health (CDPH) has integrated the EDRS into a broader system called the California Integrated Vital Records System (Cal-IVRS). With this new, broader system now active, CDPH is requiring that agencies sign a Cal-IRVS Coroner Participant Agreement. This agreement requires Board approval due to the five-year term and required indemnification language that exceed the Sheriff’s delegated authority to approve.
Discussion:
The Coroner’s Bureau is required to utilize EDRS to submit, amend, or attest death information. EDRS has been integrated into the broader Cal-IVRS system, which contains confidential and legally protected information. Access to Cal-IVRS is limited to entities that are directly involved in the legal registration of deaths. Those entities must sign the Participant Agreement required by the State Registrar.
There is no alternative method for complying with the Health and Safety Code that requires registration of death records. The State’s EDRS is the only option for uploading this data. Now that EDRS is being integrated into Cal-IVRS, Coroner staff have no alternative but to use Cal-IVRS to upload death records. Sheriff-IT and the County’s Privacy Officer have vetted the technical and security requirements in the agreement and are confident that current systems comply with the agreement requirements. As such, the Sheriff’s Office requests the authority for the Sheriff to approve this required California Integrated Vital Records System Coroner Participant Agreement.
Strategic Plan:
Not Applicable
Prior Board Actions:
Not Applicable
Fiscal Summary
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FY 23-24 Projected |
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Narrative Explanation of Fiscal Impacts:
There are no fiscal impacts associated with this Agreement.
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Narrative Explanation of Staffing Impacts (If Required):
There are no staffing impacts associated with this Agreement.
Attachments:
California Integrated Vital Records System (Cal-IVRS) Coroner Participant Agreement
Related Items “On File” with the Clerk of the Board:
N/A