Professional Documents
Culture Documents
Registrar User Manual
Registrar User Manual
(For Registrar)
GOVERNMENT OF INDIA
MINISTRY OF HOME AFFAIRS
OFFICE OF THE REGISTRAR GENERAL, INDIA
V.S. Division, West Block –I, R.K. Puram, New Delhi – 110066
Table of Contents
Page No.
1. Introduction 3
2. Registrar Login
1 2.1 Logging in 4-5
2.2 Master (Hospital)
2.2.1 Add Hospital 6
2.2.2 Edit Hospital 7
2.3 User Management
2.3.1 User Registration 8
2.3.2 Registered User 9
2.4 Birth 10-36
2.4.1 Add Birth Registration (Legal Information) 10-16
2.4.2 Add Birth Registration (Statistical Information) 16-18
2.4.3 Birth Confirm Page 19-21
2.4.4 NAC Issued 22-23
2.4.5 Search Birth Registration 24-30
2.4.6 Incomplete Registration Form 31
2.4.7 Received Applications 32-35
2.4.8 Rejected Application 36
2.5 Death 37-62
2.5.1 Add Death Registration (Legal Information) 37-42
2.5.2 Add Death Registration (Statistical Information) 42-45
2.5.3 Death Confirm Page 46-48
2.5.4 NAC Issued 48-50
2.5.5 Search Death Registration 51-56
2.5.6 Incomplete Registration Form 57
2.5.7 Received Applications 58-62
2.5.8 Rejected Application 62
2.6 Still Birth 63-75
2.6.1 Add Still Birth Registration (Legal Information) 63-67
2.6.2 Add Still Birth Registration (Statistical Information) 68-69
2.6.3 Still Birth Confirm Page 70-71
2.6.4 Search Still Birth Registration 71-74
2.6.5 Incomplete Registration Form 75
Acronyms
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1. Introduction
Civil Registration System (CRS) primarily, is a web based application as a common solution
for Birth, Death and Still Birth Registration and Certificate generation across the country.
System provides centralized data management of all recorded events for Birth and Death
and Still Birth registration. System also facilitates frequent reports for analysis and planning
based on data of birth, death and still birth registration. An offline version of the application
is also available for registration for those areas where internet facility is not available.
Offline version of application works on simple computer without internet facility and the
record of registration can be import subsequently from that computer to centralize online
application server for consolidation of database and all records will be available with online
application across the country.
System provides robust User management based on different user authorization to access
and generate data and reports. Different users are provided access to application at
different level of authorization and authentication.
System provides secured access to users having user ID and password. A user having basic
knowledge of computer and internet can work easily with application.
1. User Registration
2. Master Data Management
3. Birth Registration
4. Death Registration
5. Still Birth Registration
6. Not Availability Certificate (NAC) Issuance
7. Reports Generation
This manual is intended for use of the registration functionaries, namely, the Registrar and
Sub-Registrar.
Civil Registration System Registrar User Manual Version 1.0
2. Registrar Login
2.1. Logging in
The Online CRS-BRD Application presently resides on NIC Server under the domain name
http://crsorgi.gov.in. The Application can be accessed from any net browser. However, it is
best viewed in Google-chrome web browser.
You can also can access online application of CRS by typing http://censusindia.gov.in in the
address bar of the internet browser, and then select „Birth and Death Software‟ on the Home
Page. The following Login Page will appear:
(One inactive items, namely, „Reports‟ on the Menu bar are available to higher level
functionaries i.e. District Registrar, Chief Registrar and the Registrar General and have been
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Click the active menu links to view the sub-links and functionality they will allow to
perform.
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2.2. Master
Put the cursor on menu option “Master” for the sub link under it. Click on link Hospital to
access hospital master. Here user can perform following operations:
1. Add new Hospitals
2. Edit hospital's details
To add a new hospital in hospital master, user has to click at link given down-left named as
+New at the page. Following screen will be displayed:
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Enter hospital code just more one to previous added hospital code.
Enter Hospital name
Since hospital should lie in the jurisdiction area of registrar so state, district, sub-
district and registration unit names will be auto filled and non-editable.
Select Village/town name in which hospital exists
Enter E-mail ID of hospital
Enter mobile number of hospital
Select place type either govt. or private
Select the status out of two, active or inactive
Now click on button “Save & Add”
Click “edit” link given against the desired hospital from hospital master.
After updating desired information, please click on “save ”button to update information
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To create a new user (sub-registrar) under the user „Registrar‟, click on the User Registration
link. Following screen will be displayed:
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Since the sub-registrar/data entry operator will also belong to the same Registration unit,
further fields till Registration unit will not be available for selection.
Click on “Submit” button to save the user details.
To view the user created, click the Registered Users link under User Management Link.
Following screen will be displayed:
All the Users created by Registrar will be available here and Registrar can edit the user for
modifying his information like Name, Email id, Gender etc.
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2.4. Birth
Keeping the mouse pointer over the Birth link will display the sub links which will allow
registering the birth event, View NAC issued list, Search for registered births, and complete
the incomplete registration form respectively.
To register a birth, click the Add birth registration link under Birth link. Following screen will
be displayed. The first screen displayed will allow enter the Birth legal information and the
second screen linked to it the related statistical information provided to the Registrar in
Reporting Form-1 for registering the birth event.
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System facilitates users to fill reporting form in their regional language of state to which
they belongs. There are 4 options of reporting languages in which birth reporting can be
done-
i. English-None
According to ease of reporting, user can fill reporting form any one combination out of
above four. In case of bilingual reporting, as soon as user types in primary language,
system auto translates in secondary language. If there is any discrepancy in auto translated
text, then it can be corrected by typing manually in that text-box.
Form No.: Enter the form number of the birth that is going to be registered (if any).
Reporting Date: Select the reporting date from calendar control provided.
Date of Birth: Select the date of birth from the calendar control. The application validates
the date of birth with the reporting date keyed in.
Three checks on Date of birth and Date of Reporting have been applied as under. If any of
the below conditions is true then the event is registered in the category „Delayed‟:
In such a case the system will prompt that the event is a delayed event and will later, based
on the period of delay, ask for requisite documents in the statistical form. The period of
delay and documents required are as under:
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The system will check for requisite documents and an alert will be displayed to the user.
If user clicks on “OK” then the software will allow user to proceed with the registration and
if the user presses “Cancel” then the system will start with the new registration.
Father’s information
First Name: Enter father‟s first name here.
Middle Name: Enter father‟s middle name here.
Last Name: Enter father‟s last name here.
UID: Enter father‟s UID, if available.
Mother’s information
First Name: Enter mother‟s first name here.
Middle Name: Enter mother‟s middle name here.
Last Name: Enter mother‟s last name here.
UID: Enter mother‟s UID, if available.
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System facilitates two options to fill address of parents at the time of birth of child-
Inside India or
Outside India
By click on radio buttons given in address panel, any option can be selected. If user selects
outside India then system will displays a single text-box to fill complete address within it. In
case of inside India, an address panel will be displayed with following options to fill-
Bldg. No & name: Enter name and number of building here.
House no.: Enter House no. here.
Street/Lane name: Enter Street/lane name here.
Locality/Post office: Enter locality/Post office here.
State: Select the state from the drop-down box here.
District: Select respective district for the state selected.
Sub-district: Select corresponding sub-district for the selected district.
Village/Town: Select the Village/Town for the selected sub-district.
Pin: Enter the pin for the address here.
By click on radio buttons given in address panel, any option can be selected. If user selects
outside India then system will displays a single text-box to fill complete address within it. In
case of inside India, an address panel will be displayed with following options to fill-
Bldg. No & name: Enter name and number of building here.
House no.: Enter House no. here.
Street/Lane name: Enter Street/lane name here.
Locality/Post office: Enter locality/Post office here.
State: Select the state from the drop-down box here.
District: Select respective district for the state selected.
Sub-district: Select corresponding sub-district for the selected district.
Village/Town: Select the Village/Town for the selected sub-district.
Pin: Enter the pin for the address here.
If permanent address is same as that of address of parents at the time of birth, then a
check-box is provided. This check-box will make both the addresses same.
Place of Birth
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Inside India or
Outside India
By click on radio buttons given in address panel, any option can be selected. If user selects
outside India then system will displays a single text-box to fill complete address within it. In
case of inside India, an address panel will be displayed with following options to fill-
Hospital: If place of birth is selected as Hospital, then a block with the Name and Address
of hospital will be displayed. The Hospitals displayed in the list will be from the same
Registration unit to which the Registrar belongs.
House or Others: If the place of birth is selected as House or Others, then the address block
will be displayed. And fill in the address block.
Informant’s information
Two check boxes have been given in this block to enable user to select if the Informant‟s
address is same as „Permanent addresses‟ or „Hospital addresses.
Name: Enter the name of the informant here. If the place of birth is Hospital then check
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the check box, “Informant‟s address same as Hospital address.” to automatically display
informant‟s name and address.
Address: Enter the Address of the informant here. If address same as Permanent address
then check the corresponding checkbox to automatically display informant‟s address in the
text box.
Pin: Enter Pin here.
Save: On clicking this button, the entered information will be saved and control will be
transferred to Birth statistical information.
Cancel: Clicking the Cancel button will take the user to the homepage.
Once the Legal information is saved, the user will be redirected to next screen where in
statistical information will be filled in.
Following screen shot shows the Birth statistical screen:
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Other information
Age of mother at the time of first marriage: Enter the age of mother in completed
years.
Age of mother at the time of this birth: Enter the age of mother in years.
This field wills not accept the value if it is less than Age of mother at the time
Of first marriage.
Number of children born alive to the mother so far including this child: Enter the
number of children value here.
Type of attention at the delivery: Select the appropriate value from the drop-down box
provided.
Type of Delivery: Select the required value from the drop-down provided.
This field is inline with the place of birth in legal portion.
Birth weight: Enter the weight of the baby in the text-box provided.
Duration of pregnancy (in weeks): Enter the duration of pregnancy in the text-box
provided.
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Remarks
Remarks: Enter remarks in the text are a provided.
Save: After clicking the button, the entered information will be saved and control will be
transferred to Birth conformation page as shown below (Fig2.4.3.1).
Cancel: Cancel button click will take the user to the homepage.
Registration date: System facilitate to user to change the date of registration. Date of
registration can lie between dates of reporting to current date otherwise system will take
current date as default.
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Confirm: Click the Confirm button after verifying the information displayed as an
acknowledgment. This will make the registration permanent and Registration number will be
generated at this step.
Edit: User may click on Edit button if any information requires modification.
After clicking Confirm button, the legal information acknowledgment is shown to the user.
User has following three options here.
Add Next Record: On clicking this button, user will be able to add a next registration.
Generate Certificate: On click of this button, a certificate will be displayed to the user.
Refer below snapshot (Fig2.4.3.3) of the certificate.
View birth registration list: To navigate to the Birth registration list page, this button
will be clicked. Newly added registration will be available on the list page.
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The NAC Issued link is to view the list of Non availability certificates issued. NAC is issued on
request to an applicant against payment of prescribed fee, if search made in the database of
registered events for the desired event reveals that the same is not found to be registered.
The NAC so obtained will allow the applicant to get the event registered thereafter. Screen
below shows the NAC list as it appears and displayed:
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Print: Click the Print button for printing the NAC certificate.
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Certificate view: Click the View link for viewing the certificate. (Refer
Fig: 2.4.2.4above)
Correction: On clicking the Correction link, the Birth registration page opens in Edit
mode. User can modify the values in Legal and statistical section. The correction limit is set
to 3 times only, once user crosses the limit, the correction button will be disabled.
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History: On click of View link in History column, the Original and the corrected records
are displayed. The records are displayed in the descending order as in the latest updated
record will be on the top.
On clicking the View link in Corrections of History list page, the record details are shown.
The data which is changed first time is shown in Blue color and the data which is modified in
second correction is shown in Pink color.
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How to generate Non-availability Certificate?
If user tries to search an event presumed to have been registered and it is not found in the
system, then a Non-Availability certificate has to be issued for such cases as shown below:
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Save: After clicking the button, the entered information will be saved.
Cancel: Cancel button click will take the user to the homepage.
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The incomplete form will be saved in Incomplete Registration link as shown below:
Fig2.4.6.1Incompleteregistrationform
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The birth events submitted by Hospitals and Data Entry Operators to Registrar for approval,
are listed under this link.
Fig 2.4.7.1
View Remark: Registrar can view remark against any birth event submitted by Hospitals
or Data Entry Operators by click on link “View” under column Remark. For any new
application, remark will display default text ”New Application”. If application is re-submitted
after some clarification asked by registrar then remarks will display the message written by
Hospitals or Data Entry Operators.
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Fig 2.4.7.2
Proceed: On clicking button ”Proceed” against any submitted birth event for registration,
system will redirect to the page as displaying below where registrar will be able to review
submitted event by applicants.
After Reviewing submitted event, as per own satisfaction through any communication or
verification, registrar may take any action among of three as listed below.
Approve: Being satisfied with information filled by applicant, registrar can approved
the application and system will redirect on confirmation page from where events registration
can be confirmed and registered in usual flow of birth registration. After registration that
event will display in usual “Search Birth Registered” linked list.
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The applications of birth events submitted by Hospitals or Data Entry Operators, after
Fig 2.4.8.1
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Keeping the mouse pointer over Death link will display the sub links which will allow
registering death; View NAC issued list, Search for registered Deaths, Incomplete
Registration Form respectively.
To register a death, click Add death registration link under Death. Following screen will be
displayed. This screen will display Death legal information and the screen linked to this will
display statistical portion of Death.
System facilitates users to fill reporting form in their regional language of state to which
they belongs. There are 4 options of reporting languages in which birth reporting can be
done-
i. English-None
ii. English-Regional language
iii. Regional language-English
iv. Regional language-None
According to ease of reporting, user can fill reporting form with any one combination out of
above four. In case of bilingual reporting, as soon as user types in primary language,
system auto translates in secondary language. If there is any discrepancy in auto translated
text, then it can be corrected by typing manually in that text-box.
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Form No.: Enter the form number (if any)of the death event that is going to be
registered.
Reporting Date: Select the reporting date from calendar control provided.
Deceased Information
Date of Death: Select the date of death from the calendar control. The application
validates the date of death with the reporting date as keyed in.
There are three checks on Date of Death for checking the delayed registration. If any of the
below conditions is true then it is considered to be delayed.
If the registration falls under any of these categories then the software would prompt for the
event being a delayed event and in the „statistical form ‟it will ask for the documents based
on the period of delay as follows:
If user clicks on “OK” then the software will allow user to proceed with the
Registration and if the user presses “Cancel” then the system start with the
new registration. The alert snap hot is shown below.
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Father/Husband information
First Name: Enter father‟ s first name here.
Middle Name: Enter father‟s middle name here.
Last Name: Enter father‟s last name here.
UID: Enter UID of father/husband, if available.
Mother’s information
First Name: Enter mother‟s first name here.
Middle Name: Enter mother‟s middle name here.
Last Name: Enter mother‟s last name here.
UID: Enter UID of mother, if available.
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Place of Death
Hospital: If place of death is selected as Hospital, then a block with the Name and
Address of hospital will be displayed. The Hospitals displayed in the list will be for the same
Registration unit to which the Registrar belongs.
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House or Others: If the place of death is selected as House or Others, then the address
block will be displayed. And if the address is same as that of permanent address then tick
the check-box to fill in the address block.
Informant’s information
Name: Enter the name of the inform an there. If the place of birth is Hospital then check
the check box as, “Informant's address same as Hospital address.” Automatically display
informant‟s name and address.
Address: Enter the Address of the inform an there, if address same as Permanent address
then check the check box, automatically display informant‟s address in the text box.
A check-box is given in the block which will enable user to select if the Informant‟s
information is same as that of Permanent address and Hospital address.
Save: After clicking the button, the entered information will be saved and control will be
transferred to Death statistical information.
Cancel: Cancel button click will take the user to the home page.
Once the Legal information is saved, the user will be redirected to next screen where in
statistical information will be filled in.
Following screen shot shows the Death Registration – Statistical Information screen:
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Deceased information
Other information-
Type of medical attention received before death: Select the type of medical attention
received before death.
Was the cause of death medically certified: Select the cause of death medically
certified? If user selects “Yes” then the list of medically certified caused will be populated
with Auto-complete facility. And if user selects “No” then the list of defined causes will be
populated in a drop-down box.
Name of Decease or Actual Cause of Death: Select the Name of Decease Or
If used to habitually drink alcohol? Enter the appropriate value in the text-box
provided.
Upload reporting form: Upload the scanned copy of their porting form here.
Remarks
Save: After clicking the button, the entered information will be saved and control will be
transferred to Death information page as shown below.
Cancel: Cancel button click will take the user to the homepage.
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Confirm: Click the Confirm button after verifying the information displayed as an
acknowledgment. This will make the registration permanent and Registration number will be
generated at this step.
Edit: User may click on Edit button if any information requires modification.
After clicking Confirm button, the legal information acknowledgment is shown to the user.
User has following three options here.
Add Next Record: On clicking this button, user will be able to add a new record.
Generate Certificate: A click on this button, will display the registration certificate
corresponding to the event registered. Refer below snap shot (Fig2.5.2.4)of the certificate.
View death registration list: To navigate to the Death registration list page,
This button will be clicked. Newly added registration will be available on the list page.
Print: Click the Print button for printing the death certificate.
Cancel: Cancel button click will take the user to the home page.
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The link “NAC Issued” is used to view the list of Non-Availability Certificates issued. NAC is
issued on request to an applicant against payment of prescribed fee, if search made in the
database of registered events for the desired event reveals that the same is not found
registered. The NAC so obtained will allow the applicant to get the event registered
thereafter. Screen below shows the NAC list as it appears and displayed:
View: On click of View, the NAC Certificate will be displayed as shown in Below
fig2.5.4.2.
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Search Death screen is to search the registered Deaths with the desired parameters. User
can enter any parameter which he/she are aware of.
Search result will display a list with records matching to the search criteria.
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Certificate view: Click the View link for viewing the certificate. (Refer
Fig: 2.4.2.4above)
Correction: On clicking the Correction link, the Death registration page opens in Edit
mode. User can modify the values in Legal and statistical section. The correction limit is set
to3, once user crosses the limit, the correction button will be disabled.
History: On click of View link in History column, the Original and the
correctedrecordsaredisplayed.Therecordsaredisplayedinthedescending
Order as in the latest updated record will be on the top.
On clicking the View link in Corrections of History list page, there cord details are shown.
The data which is changed first time is shown in Blue color and the data which is modified in
second correction is shown in Pink color.
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If user tries to search a registration and it is not found in the system, then a Non-Availability
certificate has to be issued for such cases as shown below:
On clicking “Generate Certificate” button, following screen will be displayed which will
generate the certificate.
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Save: After clicking the button, the entered information will be saved.
Cancel: Cancel button click will take the user to the homepage.
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The incomplete form will save in Incomplete Registration link as shown below:
The death events submitted by Hospitals and Data Entry Operators to Registrar for
approval, are listed under this link. Here registrar can perform following two activities:
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Fig 2.5.7.1
View Remark: Registrar can view remark against any death event submitted by Hospitals
or Data Entry Operators by click on link view under column Remark. For any new
application, system will display default text ”New Application” as remark (Fig 2.5.7.2). If
application is re-submitted after some clarification then remarks will display the message
written by Hospitals or Data Entry Operators.
Fig 2.5.7.2
Proceed: On clicking button ”Proceed” against any submitted death event for
registration, system will redirect to next page as displaying below where registrar will be
able to review the submitted event.
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Fig 2.5.7.3
After Reviewing submitted event, registrar may take any action among of three as listed
below as per own satisfaction through any communication or verification.
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Approve: Being satisfied with information filled by applicant, registrar can approved
the application and system will redirect on confirmation page from where event registration
can be confirmed in usual flow of death registration. See Fig 2.5.7.4. After registration that
event will be displayed in usual “Search death Registered” linked list.
Fig 2.5.7.4
The applications of birth events submitted by Hospitals or Data Entry Operators, after
rejection by Registrar will list here as shown below.
Fig 2.5.8.1
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Keeping the mouse pointer over Still Birth link, it will display the sub links which will allow
registering still birth, Search for registered Still births, incomplete registration form,
Application Received and Rejected Applications respectively.
To register a Still Birth, click Add Still birth registration link under still birth. Following screen
will be displayed. This screen will display Still birth legal information and the screen linked to
this will display statistical portion of Still Birth.
Form No.: Enter the form number of the still birth that is going to be registered.
Reporting Date: Select the reporting date from calendar control provided.
General Information
Date of Birth: Select the date of birth from the calendar control. The application validates
the date of birth with reporting date as in, the date of birth should always be smaller than
that of reporting date.
TherearethreechecksonDateofBirthforcheckingthedelayedregistration,
If any of the below condition is true then it is considered as delayed:
1. Date of Reporting–Date of Birth is more than 21 Days but within 30Days.
2. Date of Reporting–Date of Birth is more than 30 Days but within 1Year.
3. Date of Reporting–Date of Birth>1Year.
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If the registration falls under any of these categories then in the statistical form it will ask
for the documents based on the period of delay as follows:
No.
If user clicks on “OK” then the software will allow user to proceed with the
Registration and if the user presses “Cancel” then the system start with the
new registration. The alert snap shot is shown below.
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Father’s information
First Name: Enter father‟s first name here.
Middle Name: Enter father‟s middle name here.
Last Name: Enter father‟s last name here.
UID: Enter UID of father/husband, if available.
Mother’s information
First Name: Enter mother‟s first name here.
Middle Name: Enter mother‟s middle name here.
Last Name: Enter mother‟s last name here.
UID: Enter UID of mother, if available.
Place of Birth
Hospital: If place of birth is selected as Hospital, then a block with the Name and Address
of hospital will be displayed. The Hospitals displayed in the list will be from the same
Registration unit where Registrar belongs.
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House or Others: If the place of death is selected as House or Others, then the address
block will be displayed. And if the address is same as that of permanent address then tick
the check-box to fill in the address block.
Informant’s information
Name: Enter the name of the informant here. If the place of birth is Hospital then checks
the check box as, “Informant's address same as Hospital address.” Automatically display in
formant‟s name and address.
Address: Enter the Address of the informant here, if address same as Permanent address
then check the check box, automatically display informant‟s address in the text box.
Pin: Enter Pin here.
A check-box is given in the block which will enable user to select if the Informant‟s
information is same as that of Permanent address and Hospital address.
Save: After clicking the button, the entered information will be saved and control will be
transferred to Death statistical information.
Cancel: Cancel button click will take the user to the home page.
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Once the Legal information is saved, the user will be redirected to next screen where in
statistical information will be filled in.
Following screen shot shows the Still Birth statistical screen:
Other information
Age of mother at the time of this birth: Select the occupation of father from the drop-
down box.
Mother’s level of education: Select level of education from the drop-down provided.
Type of attention at delivery: Select the appropriate value from the Drop-down box
provided.
Duration o f p r e g n a n c y ( in w e e k s ): Enter the value for duration of pregnancy; the
value should not exceed 42 weeks.
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Confirm: Click the Confirm button after verifying the information displayed as
an acknowledgment. This will make the registration permanent and Registration number
will be generated at this step.
Edit: User may click on Edit button if any information requires modification.
After clicking Confirm button, the legal information acknowledgment is shown to the user.
User has following options here.
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Add Next Record: On clicking this button, user will be able to add a next registration.
View still birth registration list: To navigate to the Still Birth registration
List page, this button will be clicked. Newly added registration will be available on the list
page.
Search Still Birth screen is to search the registered births with the desired parameters. User
can enter any parameter which he/she are aware of.
Search result will display a list with records matching to the search criteria.
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Correction: On clicking the Correction link, the Birth registration page opens in Edit
mode. User can modify the values in Legal and statistical section. The correction limit is set
to 3, once user crosses the limit, the correction button will be disabled.
History: On click of View link in History column, the Original and the
Corrected records are displayed. The records are displayed in the descending order as in the
latest updated record will be on the top.
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On clicking the View link in Corrections of History list page, the record details are shown.
The data which is changed first time is shown in Blue color and the data which is modified in
second correction is shown in Pink color.
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The incomplete form will save in Incomplete Registration link as shown below:
Continue Registration: On clicking the Continue Registration link, the Still Birth
registration page opens in Edit mode. User can continue with incomplete section. The
correction limit is set to 3, once user crosses the limit, the correction button will be disabled.
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