Division of Birth & Death Records
The Division of Vital Statistics, of the Ohio Department of Health, is responsible for the operation of the state system of vital statistics registration including live births, deaths, stillbirth, certificates of service, etc. The health commissioner is responsible for the preparation and issuance of such instructions as are necessary to secure the complete and accurate registration of vital events and to obtain uniform observance of the law in each primary registration district..
The birth and death records are recorded in the county in which they occur regardless of the person's residence.
In the case of overseas births, you will need to contact the U.S. Consulate at (202) 647-0518 to obtain a copy of the birth certificate.
In the case of adoption, the revised birth certificate is forwarded to the original county of birth. If it is a foreign adoption, you should first check with the Ohio Department of Health Division of Vital Statistics at (614) 466-2531 or 2532. If they do not have a copy at the state level you will need to contact Department of Immigration and Nationalization Service at (877) 424-8374.
Parents who birth their baby at home or outside a birthing facility, will register the birth of their baby with the local vital statistics office within ten (10) days of the baby's birth. This can be done by the licensed midwife or the parents.
To register the birth, parents are required to provide information to the Registrar who will prepare the birth certificate: All information can be obtained by contacting the Local Registrar. It is highly recommended that you obtain this packet in advance of the birth. This way you will not be rushed to get all of the required information in a short amount of time.
The home birth packet is to be completed by the parents and then brought (or mailed) to the health department's vital statistics office with the evidence of pregnancy, evidence of birth and the mother's proof of Ohio residency. The worksheet and supporting documents will be reviewed for completeness.
Once the Registrar's office is satisfied that all information is accurate, you will be asked to leave your materials. The materials are then faxed to the Ohio Department of Health who also review the materials to be sure that the birth is properly registered. Upon approval from the Ohio Department of Health, the registrar's office will prepare the birth certificate and notify you when the certificate is complete.
Once the certificate has been prepared, it will be presented to the person who intends to sign as the informant for review. The informant can be either parent, a midwife or other person that was present at the birth.
Once the completed birth certificate is reviewed and approved, the birth will be registered. At that time a certified birth certificate may be requested.
All materials to register a home birth should be mailed or brought into:
Warren County Combined Health Department
Department of Birth and Death Records
416 South East Street
Lebanon, Ohio 45036
Each week, the original certificates of birth and death are forwarded, by the local registrar, to the Division of Vital Statistics of the Ohio Department of Health, where they are placed on permanent file. Copies of these certificates are kept on file at the Warren County Combined Health District. A certified copy may be obtained for a fee of $22.00. In January, 1985, Ohio Revised Code, Section 3109 became law. This statute requires $3.00 of each certified copy of birth or death certificates issued to be submitted to fund programs to prevent child abuse and neglect. In addition, $9.00 goes to the State of Ohio to computerize all Birth and Death Records by the year 2007 and to aide in the prevention of identity theft. Also, $1.50 from each certified copy goes to fund Family Violence Shelters in Ohio, effective July 1, 2005.
The funeral director is responsible for filing death and stillbirth certificates with the local registrar. The medical portion of a death certificate must be completed by either the physician who attended the deceased or the coroner. All causes of deaths are categorized in accordance with the International List of Causes of Deaths and complied for statistical purposes.
Burial permits are issued to funeral directors or person in charge of the interment, who must either file a provisional death certificate or the original certificate before the remains are interred or cremated.
Certified copies of births and deaths are used for many purposes such as proving age, parentage, pensions, life insurance, settlement of claims for estates, inheritances, passports, etc.
Since there is no birthing hospital in Warren County most of the births in our area occur outside Warren County. Use the following hospital list to determine which Health District the certificate is filed with.
The State of Ohio has now implemented what is called statewide issuance for birth certificates. What this means to you is if you or your loved one were born anywhere in Ohio you can come to or contact our office to obtain a certified copy of your birth certificate. It is quick, easy and convenient, just follow the procedure below. Certified copies of death certificates that are on file at the Warren County Combined Health District can also be obtained by one of the following procedures:
- Come in to the Warren County Combined Health District and pay $22 per certificate. Office hours are 7:30 a.m. to 4:00 p.m., Monday thru Friday. Closed for all government holidays.
Discover ®, MasterCard ® and Visa ® are accepted
A third-party service fee will apply to cardholders who wish to pay via credit card. This fee is required in order to allow the own/city/county/state the option to accept payments via credit card. This fee will $3.00 for purchases under $120, 2.45% for over $120 purchases.
- Request by mail. Please mail the request form (Birth Request, Death Request), check* or money order for $22 per copy requested and a self addressed stamped envelope to:
Warren County Combined Health District
Birth and Death Records
416 South East Street
Lebanon OH, 45036
*All Checks now require the following to be placed on the check:
Birth Date and a State issued identification number from a Driver's License, State ID, Military ID, or Passport.
All certificates ordered from the Warren County Combined Health District will be processed in 1-2 business days.
- For your convenience, you can process online requests through VitalChek. All major credit cards are accepted, including American Express ®, Discover ®, MasterCard ®, or Visa ®.
VitalChek third-party convenience fee - $7.00
Jatana Giallombardo - Deputy Registrar
513-695-1308, 513-261-1308, 513-925-1308, 937-425-1308, 937-783-4993 ext. 1308