RESEARCH AND ANALYTICS BRANCH

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Data Applications and Dictionaries

A Guide to Requesting Vital Statistics Data

Before you begin your application to request record-level or tabular data from California’s Vital Statistics (including birth, death, fetal death, or birth cohort data), follow these steps:

Check Public Data First
Visit the Data and Statistical Reports page.
You may not need to submit an application at all.
Tools like the Open Data Portal and California Vital Data Query Tool may already have the data you need.
Review the Available Data Types
Visit the Data Types and Limitations page to understand the data products, how they are structured, and the limitations and privacy considerations.
Review the Application Process
On the Data Applications and Dictionaries page you will find who is eligible to apply, what types of data are available, and links to data dictionaries and application resources.
Choose the Right Data Product

Use our tools to make an informed decision:
- Vital Statistics Application FAQ (PDF)
- Data Product Guidance Tool
- Cost Model for Vital Records Data to understand pricing
Submit Your Request

Submission steps vary depending on your organization and data type.
See the resources in Step 4 and the Vital Statistics Application Types for more information.

Vital Statistics Applications

The California Department of Public Health Vital Statistics Applications (CDPH VSA) allows you to

Access and review previously submitted applications, associated forms and documents
Track the status of submitted applications and studies
Access personnel listed on the application with access to associated studies
Submit an online Vital Statistics Application (CDPH VSA) for Record-Level or Tabular Data

Record-Level Data: Access to individual-level data for identity verification, public use, or ongoing projects.
- Applications:

Custom Record-Level Data: Detailed data files with one row per event, tailored to the researcher's request and selected variables. If your request involves confidential data for research, it must be approved by the Committee for the Protection of Human Subjects (CPHS).
- Applications:
Custom Tabular Data: Aggregated data tables created based on the requestor's specific variables and filters.
- Application:

Common Data Request Topics

Explore Frequently Asked Questions About Vital Statistics Applications

If you're unsure how to begin or manage your data request, our Vital Statistics Applications Frequently Asked Questions (PDF) provides clear answers and helpful guidance on topics such as:

Starting a new data request/project in the CDPH VSA system
Required attachments for your application
Updating or modifying an existing project
Proper use, storage, and security of data
Understanding the VSA project life cycle
Receiving data, including timelines and Secure File Transfer (SFT)

Find the Right Data Product

Use the Data Product Guidance Tool to help you:

Identify the most appropriate data product for your research or project
Determine which application type you’ll need to submit

🔐Note: To access the tool, you’ll need to create a VSA account and log in first.

Determine Your Eligibility to Request Vital Statistics Data

See the Vital Statistic Application Grid by Requestor Type for the appropriate data application for you
Review the Anti-Fraud Data Requirements to see if you qualify

Review Data Costs

Find pricing information on the Cost Model for Vital Records Data page
Custom file production pricing is re-evaluated each fiscal year and a notification is sent through the Listserv if there are changes

See the Data Fields Included in the Dataset

For Anti-Fraud and Public Use data fields, see the Vital Statistics Application Types section
For custom file data fields, see the Request Data Dictionaries
As part of your application, use the appropriate Request Data Dictionary (EXCEL) to choose your data fields and provide reasons for your selections

Request a Birth, Death or Marriage Certificate

Contact the Vital Records Registration Branch (VRRB) - they register, maintain, and issue certified copies of vital records like birth, death, marriage, and fetal death certificates

Vital Statistics Application Types

Application	Details	How to Apply
Anti-Fraud Birth	Data fields: First, Middle, and Last Name, Sex, Date of Birth, Place of Birth, and Mother’s Maiden Name Years Available: 1905–Current See: Data Types and Limitations	Apply via CDPH VSA
Anti-Fraud Death	Data fields: First, Middle, and Last Name, Sex, Date of Birth, Place of Birth, Place of Death, Date of Death, Mother’s Maiden Name, Social Security Number, and Father’s Last Name Years Available: 1905–Current See: Data Types and Limitations	Apply via CDPH VSA
Public Use Birth	Data fields: First, Middle, and Last Name, Sex, Date of Birth, and Place of Birth Years Available: 1905–Current See: Data Types and Limitations	Apply via CDPH VSA
Public Use Death	Data fields: First, Middle, and Last Name, Sex, Date of Birth, Place of Birth, Place of Death, Date of Death, and Father’s Last Name Years Available: 1905–Current See: Data Types and Limitations	Apply via CDPH VSA
Public Use Marriage	Data fields: Date of Marriage, Last Name of Groom, First Name of Groom, Middle Initial of Groom, Last Name of Bride, First Name of Bride, Middle Initial of Bride Years Available: 1960–2023, data is not available from 1986–2007 and future data is not allowed See: Data Types and Limitations	Apply via CDPH VSA
New Research Projects	For use by scientific researchers requesting CDPH Vital Statistics data	Apply via CDPH VSA and CPHS IRB Manager
Continuing Projects	For changes to any existing application Access your CDPH VSA account and complete a Continuing Application Form	Access CDPH VSA account
Health Care Access and Information (HCAI)	For researchers and California State agencies (non-CDPH) requesting HCAI data linked to CDPH Vital Statistics data See: HCAI Research Data Request Instructions, HCAI Linked Files – Birth and Death Data and Committee for the Protection of Human Subjects (CPHS) to learn about their application process and view data fields Submit a HCAI (External) Application Form through CDPH VSA to obtain the Vital Statistics Advisory Committee's (VSAC) approval	Apply via HCAI website and CDPH VSA (for VSAC approval)
Government Agencies	For local, state, and federal government agencies only requesting access to CDPH Vital Statistics data Not for California local health departments seeking data for their jurisdiction only	Email HIRS if you have questions Apply via CDPH VSA
Local Health Departments (LHD)	For California Local Health Departments requesting access to CDPH Vital Statistics data	Apply via CDPH VSA
California Cancer Registry (CCR)	For researchers and California State agencies (non-CDPH) requesting CCR data linked to CDPH Vital Statistics death data Contact ccrresearch@health.ucdavis.edu See: CCR website to learn about their application process and view data fields Submit a CCR Application Form through CDPH VSA to obtain the Vital Statistics Advisory Committee's (VSAC) approval	View CCR website and Email the CCR to initiate Apply via CDPH VSA (for VSAC approval)
Tabulated Data	For custom tabulated, de-identified CDPH Vital Statistics data, grouped by specific criteria and shows totals	Apply via CDPH VSA

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Vital Statistic Application Grid by Requestor Type

Requestor or Organization	Research	Government (nonresearch)	Public Use	Anti-fraud	CDPH Program (government agencies)	Local Health Dept.	California Cancer Registry (CCR)	Tabular
Researchers	Yes	-	Yes	-	-	-	Yes	Yes
Student with Sponsor	Yes	-	Yes	-	-	-	Yes	Yes
Universities	Yes	-	Yes	-	-	-	Yes	Yes
Government Agency	Yes	Yes	Yes	-	-	-	Yes	Yes
Media	-	-	Yes	-	-	-	-	Yes
Public	-	-	Yes	-	-	-	-	Yes
Law Enforcement	-	-	Yes	Yes	-	-	-	Yes
Fraud Prevention Agencies	-	-	Yes	Yes	-	-	-	Yes
Consumer Credit Reporting Agencies	-	-	Yes	Yes	-	-	-	Yes
Officers of the Court	-	-	Yes	Yes	-	-	-	Yes
School District	Yes	-	Yes	-	-	-	-	Yes
Local Health Department	Yes	Yes	Yes	-	-	Yes	-	Yes
Other CDPH programs	Yes	-	Yes	-	Yes	-	Yes	Yes
Mortuaries/Funeral Homes	-	-	Yes	-	-	-	-	Yes
Health Care Service Plans, Medi-Cal Managed Care Plans, Licensed Health Insurers, Physician Organizations, Health Facilities	-	-	Yes	Yes	-	-	-	Yes

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Anti-Fraud Data Requirements

Below are the eligibility criteria that an entity must meet to access fraud data:

California Health and Safety Code (HSC) Section102230(c)(5) as follows:

Financial institutions, as defined in Section 6827(4)(A) and (B) of Title 15 of the United States Code, its representatives or contractors.
Consumer credit reporting agencies, as defined in subdivision (d) of Section 1785.3 of the Civil Code, its representatives or contractors.
Entities providing information services for purposes of law enforcement or preventing fraud.
Officers of the court for the sole purpose of verifying a death.
Persons or entities acting on behalf of law enforcement agencies or the court, or pursuant to a court order.

Or California Health and Safety Code (HSC) Section 102230(c)(6) as follows:

A health care service plan as defined in the Knox-Keene Health Care Service Plan Act of 1975 (Chapter 2.2 (commencing with Section 1340) of Division 2)
A Medi-Cal managed care plan contracted with the State Department of Health Care Services to provide full scope benefits to a Medi-Cal enrollee pursuant to Chapter 7 (commencing with Section 14000) or Chapter 8.75 (commencing with Section 14591) of Part 3 of Division 9 of the Welfare and Institutions Code.
A health insurer licensed to provide health insurance as defined in Section 106 of the Insurance Code.
A physician organization as defined in Section 127500.2.
A health facility as defined in Section 1250, including a general acute care hospital.

Please note that in accordance with California Health and Safety Code (HSC) Section 102232(a) as follow:

Any person who violates Section 102230 or 102231 may be denied further access to the indices or data files maintained by the department.
Any person who violates Section 102230 or 102231 is guilty of a misdemeanor and shall be punished by imprisonment in the county jail for a period not to exceed one year, or a fine of one thousand dollars ($1,000), or by both the imprisonment and fine, for each violation.
The penalties described in paragraphs (1) and (2) shall not be construed to limit any other remedies provided by law.

For information regarding the availability of data and the data request process, see the Vital Statistics Request Guide (PDF).

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Request Data Dictionaries

Data Product	Year	Request Data Dictionary
Birth	2018–Current 1960–2017	CCBF/CCMBF Request Data Dictionary v3.5 (EXCEL) BSMF Request Data Dictionary (EXCEL)
Birth Cohort	1982–2022	Birth Cohort Request Data Dictionary (EXCEL)
Death	2005–Current 1970–2013	CCDF/CCMDF Request Data Dictionary v3.5 (EXCEL) 1970–2013 DSMF Data Dictionary (EXCEL)
Fetal Death	2023 1970–2022	CCFDF Request Data Dictionary v2 (EXCEL), v3.5 in progress FDSMF Request Data Dictionary (EXCEL)
Multiple Causes of Death (MCOD)	1970–2018	MCOD Layouts are provided by CDC and can be accessed through the CDC website

Make sure to fully complete the 'Request Data Dictionary' for the data product you are requesting and explain why each variable is needed.

Refer to the Birth and Death Data Source Comparison Charts on the Data and Limitations page for detailed data source descriptions.

Email HIRS@cdph.ca.gov for assistance if the 'Request Data Dictionary' you are looking for is not available.

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Contact Information

For more information about the application process or questions about record-level data, email our Health Information and Request Support (HIRS) team at HIRS@cdph.ca.gov. For questions about custom tabular data email DAReports@cdph.ca.gov.