AUDIT COMMITTEE SUMMARY
June 16, 2015
Audit of the Office of the City Clerk Vital Records
Report Issued April 7, 2015
Background
The Office of the City Clerk (OCC) is responsible for maintaining the official records of the City of San Antonio, which, as of October 1, 2012, includes the safeguarding, maintenance and issuance of registered birth and death records within Bexar County.
Customers may apply for official copies of birth and death certificates at the Vital Records Division office or by accessing the Division's website. Additionally, the Division established a formal agreement with the San Antonio Public Library to issue birth certificates for local birth records filed since 2005. These services are provided at the following four branches:
* Las Palmas Branch Library
* Great Northwest Branch Library
* Mission Branch Library
* Thousand Oaks Branch Library.
Per internal Division reports, FY 2014 and YTD 2015 revenues were approximately $1.7 million and $1 million, respectively.
Audit Objective
Are vital records data (birth and death records) adequately protected and issued in accordance with City and State regulations?
Audit Scope and Methodology
The scope of this audit covered the registration, safeguarding, and issuance of certificates for birth and death records from October 2013 to November 2014.
We interviewed staff, reviewed policies and procedures including relevant Texas statutes and codes, City administrative directives and the Local Registrar Handbook. We also observed processes at the Vital Records Division office and participating libraries in order to understand and test controls for registering, maintaining, and issuing certificates for birth and death records.
Audit Conclusions
Yes, the Office of the City Clerk is in compliance with pertinent city and state regulations. The staff is effectively managing the Vital Records process and is following standard policies and procedures. Specifically...
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