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Andrew Levens, (Former) Registrar
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The population of the Australian state of Victoria is 4.8 million. In 1990, the Victorian Registry became KE Software's first vital records customer. Today, 80 concurrent users access 17.5 million records. Record data dates back to the first European settlement of Victoria in the early 1800s.
The registry processes 280,000 applications, produces 320,000 certificates and registers 130,000 vital events per year.
Productivity
The system the Registry now uses provides a complete job approach with workflow processes engineered into the software, making applications and registrations far more efficient.
Since installation in 1990:
- Application processing times have decreased from an average of four days to 90 seconds or less for over-the-counter transactions and same day for mail.
- Computerization of paper-based processes resulted in Registry staff being reduced by 50%. Many additional services are now offered.
- Statistical reports to stakeholders are automatically generated and distributed via email.
- Data exception reports are automatically sent to staff by email.
- Any application or registration can be keyed or retrieved regardless of its state of completion. This enables efficient processing of partial registrations or multi-part registrations where information comes from multiple sources.
- Automated linking of birth and death data is used to detect and prevent fraudulent activity.
- Full cost recovery was achieved in 2 years.
- System uptime during core business hours is 100%.
- System uptime of web-based services is 99.9%.
Certificates
Of the certificates issued each month:
- 20,000 are official certificates.
- 3,500 are heritage certificates, typically used for genealogical purposes.
- 3,800 are commemorative certificates in 11 different designs.
- Around 60% of parents purchase a commemorative certificate and a further 30% choose an official certificate.
Internet Services
- Hospital Birth Notifications
Approximately 50% of hospitals submit birth lists via the web. The majority of this data is matched automatically with the corresponding birth record. - Online Death Registration
Funeral Directors can submit death details via a web form. An automated linking process matches the death registration with its corresponding medical certificate. After an authorization check, the death certificate is automatically mailed the next day. - New Services
The Registry is extending web services to include certificate ordering, browsing of historical records, booking of civil marriage services, electronic entry of marriage registration data by authorized external marriage celebrants, and a wills register.