Requesting reports and pertinent documentation is essential in verifying information regarding the Decedent and his or her life. This can include autopsy, police and supplemental reports, toxicology reports and death certificates. These documents will assist in verifying cause of death, manner and means of death, date of death, place of death, Decedent’s address, etc. The death certificate will be on file in the place in which the Decedent passed away. So, if the Decedent was a resident of Wisconsin, but passed in Illinois, the county in Illinois would be your starting point. Counties may have additional requirements as well. It is also important to know if the state you are requesting records in is an OPEN or CLOSED state for records [https://www.cdc.gov/nchs/w2w/index.htm]
According to FuneralWise (n.d.) the following information is often needed to obtain a copy of a death certificate (para. 5).
- Full name of the deceased person whose record is being requested.
- Sex of the deceased.
- Parents’ names, including mother’s maiden name.
- Month, day and year of birth.
- Month, day and year of death.
- Place of birth or death (city, county, state; and hospital name if known.
- Reason for requesting copies of the Death Certificate.
- Applicant’s relationship to the deceased.
Also visit: https://www.cdc.gov/nchs/w2w/index.htm?CDC_AA_refVal=https%3A%2F%2Fwww.cdc.gov%2Fnchs%2Fw2w.htm for individual state requirements and associated fees.
One of the first things to determine is where the Decedent passed away (State and County) as the county in which the death occurred will normally have jurisdiction. However, this is not always the case. In some cases, other jurisdictions such as the State Police or the FBI may take control, or In cases where the Decedent passed away in Hospice care or at a hospital, the physician in charge will often make a determination of death. In most cases, the death certificate is then sent to the appropriate State repository. State laws vary and even county to county can have different restrictions. It is best to call the appropriate County Medical Examiner or Coroner and ask for requirements to obtain a copy of the autopsy and toxicology. You may find out that the State is a closed State and that records are “not public record.” You can ask for manner of death and sometimes manner and means, as sometimes this is public record. The obituary and/or media reports will come in helpful to determine where the individual passed away. This is the starting point.
Police and fire reports may or may not be public record. The date the event/incident occurred, parties involved, and approximate time of the incident is usually required, so be sure to gather as much information as you can before making any phone calls. In some instances, the Fire Department will respond and may have additional information to offer. It is also suggested to document who you talked to and date and time. If you have to leave a message, be sure to document this as well and the case
Additional Reading
https://www.governmentecmsolutions.com/files/124482256.pdf
https://ballotpedia.org/State_sunshine_laws
https://www.everplans.com/articles/state-by-state-death-certificate-ordering-information
Additional Resources
Werlang, B. & Botega, N. (2003). A semi-structured interview for psychological autopsy in suicide cases. Revista brasileira de psiquiatria (São Paulo, Brazil : 1999). 25. 212-9. 10.1590/S1516-44462003000400006.
