Vital records are the backbone of genealogical research. Locating the birth, marriage, and death records of our ancestors is the goal of every genealogist and without at least one of these records your research will be difficult if not impossible. This is especially true for new genealogists who don’t know a great deal about their family tree.
For years genealogists had free access to most records. But more and more official holders of these essential records are slamming the door in the name of privacy and fear of identity theft. For the new genealogist this can build a brick wall they can’t get past without great effort. Every state has its own laws dealing with access to vital records and if you are researching outside of Maine you will need to discover what records are open to you.
Right now in the state of Maine all records prior to January 1, 1892 are open to researchers. Municipal clerks have the power to deny access to original records if the records are fragile or in danger from constant handling. Many records have been microfilmed and are available at the State Archives or through Family History Libraries. Records from 1892 to today are restricted as follows: birth records are open only if they are 75 years or older; marriage records if they are 50 years or older; death records if they are 25 years or older, and fetal deaths if they are 50 years or older.
If you need or want copies of records that fall in the closed access period there are two methods you can use. In the first option, you must prove your line to your ancestor. That means you will need your own information – birth and marriage, your parents’ information especially if you are researching through your mother’s line and she changed her surname through marriage; and as far back as you need to link with the ancestor you are researching. Go to the municipal office and you will be asked to fill out a form and show copies of all the records proving the link to the ancestor in question. In essence this option means you already know your genealogy.
If you can’t prove the line because that is what you are trying to discover, you have one other option. The Department of Human Services’ Office of Vital Statistics offers a researcher card for sale which can open the doors to these records. If you visit www.maine.org/dhhs/mecdc/public-health-systems/data-research and go to Forms you can download an application for a researcher card. Fill out the application and submit it with a copy of a valid photo ID, and proof that you belong to an approved genealogical society such as the Maine Genealogical Society or one of its Chapters. You will need a photocopy of your current membership card to send along with the copy of your ID. Don’t send originals as these will not be returned. The fee for the card is $50 and it is valid for one year from the date of issue. With it you can obtain non-certified copies of the records you need plus there is a bonus of free non-certified copies through the DHHS office. If you want a large number of records the researcher card is the best way for you to go and the free records will pay for the cost of the card. If you only want a couple of records it would be easier to find someone with a card and pay that person to get the records you need.
The Maine researcher card, not to be confused with the free card you get at the Maine State Archives, is recognized at town clerk’s offices and you can obtain access to non-certified copies there but there will be a fee which is currently $10 per record.
What is the difference between a non-certified and a certified vital record? A non-certified record won’t have an official raised seal on it and cannot be used for any legal matter. It is a photocopy and will be stamped “Not To Be Used for Legal Purposes”. For a genealogist this is enough for you to move forward with your research.
The address of the Maine Vital Records Office is 220 Capitol Street, State House Station 11, Augusta, ME 04330. You can call them toll free at 1-888-664-9491 if you have questions about the process, acceptable genealogical society memberships, or need other information. The website also has the text of the law and instructions for obtaining a Maine Researcher card.
Nancy Battick is a Dover-Foxcroft native who has researched genealogy for over 30 years. Her semimonthly column is sponsored by the Aroostook County Genealogical Society which meets the fourth Monday of the month except in July and December at Caribou Public Library at 6:30 p.m. Guests are always welcome. FMI contact Edwin “J” Bullard at 492-5501.
