News and Events

Accessing Vital Records in Maine

September 16, 2011

On September 28, 2011, a new law regulating access to vital records takes effect in Maine.  Original vital records in Maine may be accessed through three venues:

1. Vital Records Unit of the Office of Data, Research and Vital Statistics
2. Maine State Archives
3. Municipal offices

Under the new law vital records fall into three categories, each with its own regulations and rules for access.

MGS Vice-President Helen A Shaw, CG^SM, has prepared an outline of the information you'll need to know.  Click here to download [Adobe Reader required].

LD 258 An Act Relating to Access to Vital Records

February 26, 2011

LD 258 "An Act Relating to Access to Vital Records" is sponsored by Rep. Deborah Sanderson of Chelsea. It amends LD 1781 [PL 601] which was passed last year and which closed Maine's vital records for 100 years.

Due to the very short time between the public hearing (Wednesday, March 2) and the work session where the bill will be voted on (Thursday, March 3) it is vital that people submit testimony supporting LD 258 via e-mail as soon as possible. Testimony may be submitted by e-mail to the HHS Committee Clerk, Lisa Cote at: lisa.cote@legislature.Maine.gov.

There is another bill to amend the law, LD 388, which will be presented at the same public hearing. It has a provision to lower the fee for the state researcher identification card to $25 and make it good for 2-years. We do not want any requirement that genealogists buy a special card to access vital records. We already pay to belong to various genealogy and historical societies; membership cards from those organizations should be sufficient to prove one is a genealogist. Comments on this bill are also requested. [send to the Lisa Cote].

You may download a copy of LD 258 (and LD 388) by going to www.maine.gov/legis and typing the bill number in the box in the upper right corner.

If you can come to present testimony at the hearing you need to bring at least 20 copies of the testimony. The hearing will be at 10:00 a.m. in Room 209 of the Cross State Office Building. Please be advised that parking is very limited around the capitol complex and will be further affected on Wednesday & Thursday by supporters & protesters of the state budget which is also having public hearings.

Please pass this on to any and all genealogists and supporters thereof.

If you have any questions, you may email Helen Shaw at hashaw@earthlink.net.

2011 Maine History Day Program

January 01, 2011

Our friends at the Maine State Archives is administering the 2011 Maine National History Day Program. This year's competition will be held at the University of Maine at Augusta on on Wednesday, March 23, from 9:00 a.m. to 3:00 p.m. Maine NHD would not exist without the generous support of the greater historical community in Maine. We greatly appreciate the continued support of those organizations who contribute annually to this worthwhile program. For those who have not donated before, please consider supporting this statewide, educational competition. National History Day teaches students research techniques that help them uncover the exciting details of history and allows them to present their knowledge in a category of their choosing. Many students become intrigued with history for a lifetime!  Click here to learn more.

Vital Records of Orland, Maine

December 8, 2010

MGS announces Special Publication No. 65, compiled by James H. Wick.

The town of Orland is located in Hancock County, 17 miles west of Ellsworth. Granted to W. Dall, Nathaniel Snellings, Robert Treat and others in Boston. It was first settled by Joseph Gross from Fort Pownal in 1764. Zachariah Gross, his son, was the first male child born there in 1766. The first road was laid out in 1771 by John Hancock and Samuel Craig. Orland was incorporated on Feb. 21, 1800. Prior to that date it was known as Eastern River Township, or Plantation, No. 2.

Click here for ordering information and to view our complete catalog.

PL 601 (Vital Records Access) Update

November 8, 2010

By Helen A. Shaw; published in the Old Broad Bay Family History Association Newsletter, new series vol. 7, no. 4, Fall 2010, pp. 2-3.

Public Law 601 went into effect on Monday, July 12. The work group formed to write the rules for access to vital records under this new law met once in May and again on September 30. The final rules have not been written.

According to Elana Jellison, Rulemaking Coordinator for the Maine CDC: The timeline for rulemaking is a total of 120 days for complete process. Proposed rules are submitted to Secretary of State for publication, public comment period is generally 30 days from the date of publication of proposed rules, once public comment period ends, there are 90 days remaining to review all comments, prepare responses to comments, edit proposed rules based upon accepted comments requiring changes, submit through DHHS review, then to AAG review for final adoption submitted to Secretary of State with effective date 7 days after the date filed with Secretary of State. A call is in to Ms. Jellison asking when the proposed rules will be submitted to the Secretary of State for publication, but the recent election has probably stalled the process. Once the time-line and the public comment period are known, that information will be sent to OBB members by e-mail and will be posted on the website.

For now, in order to access vital records within the past 100 years in Maine at a municipal office or at the state office in Augusta, in person or by mail, you must either: (1) submit proof you are a family member of the person(s) whose record(s) you want to access or (2) submit proof of membership in a genealogical society listed with the Office of Data, Research and Vital Statistics and purchase a Maine CDC researcher card for $50 (good for one year).

According to a letter issued June 25, 2010 to all city & town clerks by then State Registrar Donald Lemieux: ...Those requesting copies of vital records [must] present, along with their application, positive identification including, but not limited to, a drivers license, passport, or other government issued picture identification.

Persons (genealogists, attorneys, & other agents) doing research for a family member must submit both proofs noted above, plus a notarized authorization from the client stating the researcher may have access to the family member(s) record(s). The definition of "family member" has not yet been finalized and is part of the rules making process. [Exp: Biological grandparents are being granted access to their grandchildren's records although they do not currently appear in the law as family members.]

For records within the 100 year closure period, only the person whose record it is, family members, and genealogists/agents working for family members may purchase certified copies of vital records. All others may purchase only non-certified copies.  Anyone may purchase noncertified copies of vital records over 100 years old.

For information on how to purchase the CDC researcher card and what documentation is required to access vital records, go to http://www.maine.gov/dhhs/boh/phs/odrvs/vital-records/index.shtml. The researcher card is good for one year and will entitle the bearer to view or purchase non-certified copies of birth, death and marriage records registered in Maine, that are less than 100 years old, from any municipality or from the Vital records Unit of the Office of Data, Research and Vital Statistics. This card, along with positive proof of identity, must be presented to the municipal clerk or Vital Records Unit staff when making a request for records. NOTE: Part of the discussion at the September 30 meeting was to significantly reduce the cost of the researcher card and discontinue the three free vital record copies per week allowed under the original researcher card program.

When you request access to vital records at a municipal office (either in person of by mail) you will be asked to fill out a form for each record you want to see or purchase a copy of. That form will ask for proof of your identity plus proof of relationship or proof you are a genealogist, the notarized authorization from the client, and your researcher ID card number. The form(s) and documentation will be kept by the municipal office for one year. This form should be available on each town's website as well as in the town clerk's office. Since this form is to be used across the state, if a town does not have a website, you can print off the form from any town's website.