Data Applications and Dictionaries

Update

The current rate for custom file production is $87/hour. This rate is re-evaluated each fiscal year and notification will be sent out by Listserv in the event of any change. Following our recent review to conform with production staff salaries, an updated rate will take effect May 1, 2025, with a notification to be sent out shortly.

Due to significant staff reduction, please anticipate increased application processing times and delays in email responses. We apologize for any inconvenience this may cause.

Vital Statistics Applications

The California Department of Public Health Vital Statistics Applications (CDPH VSA) allows requesters to submit online Vital Statistics Applications:

Custom Record-Level Data

Custom Tabular Data

CDPH VSA enables requesters access to previously submitted applications, providing the ability to review associated forms and documents, track the status of submitted applications and studies, and personnel listed on the application have access to associated studies within CDPH VSA.

Once registered, requestors are encouraged to review the Vital Statistics Application FAQ and Data Product Guidance Tool pages to determine the most suitable application and data products for their research purposes.

For information on pricing, see the Vital Records Data Fees Cost Model webpage.

Am I eligible to request vital statistics data?

See the Vital Statistics Applications Grid which outlines the appropriate data application by type of requestor or organization.
View the Anti-Fraud Data Requirements to see if you qualify for fraud data.

What variables are included in the dataset?

See the Vital Statistics Application Types for anti-fraud and public use data file variables.
See the Request Data Dictionaries for data variables and their descriptions when requesting other custom data files. As part of the application process, requestors use the request data dictionary to select the data fields they need and provide justification for their selections.

Vital Statistics Application Types

Anti-Fraud - Birth	Contains the following variables: First, Middle, and Last Name, Sex, Date of Birth, Place of Birth, and Mother’s Maiden Name Apply via CDPH VSA
Anti-Fraud - Death	Contains the following variables: 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 Apply via CDPH VSA
Public Use - Birth	Contains the following variables: First, Middle, and Last Name, Sex, Date of Birth, and Place of Birth Apply via CDPH VSA
Public Use - Death	Contains the following variables: First, Middle, and Last Name, Sex, Date of Birth, Place of Birth, Place of Death, Date of Death, and Father’s Last Name Apply via CDPH VSA
Public Use - Marriage	Contains the following variables: 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 Apply via CDPH VSA
New Research Projects	For use by scientific researchers 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"
Business Use Case Proposal (BUCP)	For California State governmental agencies If you are interested in vital statistics data please email HIRS@cdph.ca.gov to set up a meeting with CDPH Research and Analytics Branch (RAB); staff will walk through with you the BUCP application process and BUCP-template expectations
Local Health Departments (LHD)	For California Local Health Departments Apply via CDPH VSA
California Cancer Registry (CCR)	Researchers may apply to receive death record data linked to the CCR. For information related to the CCR contact, hs-ccrresearch@ou.ad3.ucdavis.edu Once CCR has supplied project authorizations, access CDPH VSA to submit your application for Vital Statistics Advisory Committee (VSAC) approval
Tabulated Data	For custom tabulated, de-identified vital records data (e.g. counts of birth or death in California) Apply via CDPH VSA

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Vital Statistics Applications Grid

Requestor or Organization	Research	Government (nonresearch)	Public Use	Anti-fraud	CDPH Program (BUCP)	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

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Anti-Fraud Data Requirements

Below are the eligibility criteria that organizations 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 courtorder.

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

All "Request Data Dictionaries" should be filled out completely and all variables justified.

Note: Refer to the Birth and Death Data Source Comparison Charts on the Data and Limitations page for updated year availability and detailed data source descriptions.

Please contact Health Information and Research Section (HIRS) for assistance if the "Request Data Dictionary" is not available. HIRS is currently working on updating all of the Data Dictionaries and appreciates your patience during this transition.
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