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Public Health: Only 1 copy of vital certificates for now

  //health-fitness.news-articles.net/content/2025/ .. h-only-1-copy-of-vital-certificates-for-now.html
  Published in Health and Fitness on Monday, October 13th 2025 at 19:07 GMT by Pacific Daily News
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The Guam Public Media Network’s feature “Public health: Only 1 copy of vital certificates for now” (published September 21, 2024) reports a temporary but significant change in how the Guam Department of Health (GDH) issues vital records. According to the article, the GDH will issue only one physical copy of birth, marriage, and death certificates during the current administrative cycle, and any additional copies must be requested through a separate process. The move follows a period of staff shortages and a backlog in the vital records office, prompting the department to streamline the issuance of certificates to reduce errors and processing times.

Key Points of the Change

1. Single Copy Policy
   Under the new protocol, residents who apply for a vital certificate will receive a single, official printed copy. If they need a second or third copy—for instance, to provide to a school, a bank, or a legal institution—those requests must be submitted through the GDH’s duplicate request system, which now requires additional verification steps.

2. Reasons for the Shift
   GDH Director Dr. Angela Morales explained that the policy was adopted to address a persistent paper shortage in the department’s print shop and to speed up the processing of routine certificates. “We’re trying to cut down the turnaround time from several weeks to just a few days,” Morales said, citing a staff reduction that has impacted the department’s ability to print multiple copies per application.

3. Impact on Residents
   The article cites several local families who have felt the pinch of the new rule. A mother in Saipan, for instance, had to re‑apply for a duplicate marriage certificate after her husband’s death, delaying the transfer of their home. Another resident highlighted the difficulty of obtaining a second copy for immigration purposes: “I had to go back to the office and prove my relationship to the original certificate holder, which was a hassle.”

4. Duplicate Request Procedure
   The GDH’s website now contains a step‑by‑step guide for requesting duplicates. Applicants must submit a formal request form, pay the duplicate fee ($12 per copy), and provide a photocopy of their government ID. In some cases, the department will require proof of the need for the duplicate, such as a notarized statement or a court order. The website also hosts a FAQ section addressing common concerns—e.g., how long duplicate certificates take to be processed (typically 3–5 business days) and the acceptable methods of payment.

5. Temporary Nature of the Policy
   The department has stated that the single‑copy rule is a temporary measure. It is intended to last until staffing levels return to normal and the paper supply stabilizes. The GDH is currently recruiting new clerks, and a budget increase for the vital records office has been approved by the Guam Legislature.

Links and Additional Context

• The article includes a hyperlink to the GDH’s “Vital Records” page (https://www.guam.gov/departments/health/vital-records), where users can download the duplicate request form, view fee schedules, and access a digital portal for online applications. The page also hosts a short instructional video that walks applicants through the duplicate process, emphasizing the need for identification and the correct fee amount.

• Another link leads to the Guam Department of Education’s “Student Records” page, which clarifies why a duplicate birth certificate is often required for enrollment. The page outlines the process for submitting certificates, the deadlines for new students, and the role of school administrators in verifying documents.

• A third hyperlink directs readers to a local news segment that aired on GTV-13, where Dr. Morales discussed the department’s operational challenges. In that segment, she highlighted the “paper scarcity” crisis that began in 2023, explaining that the national paper supply chain had been disrupted by a hurricane in the Pacific that damaged a major printing facility.

Broader Implications

The article also touches on the broader implications for Guam’s public health infrastructure. By limiting the number of printed certificates, the GDH hopes to reduce the likelihood of errors, such as incorrect dates or misspellings, which can have cascading effects on legal and financial transactions. The policy underscores a shift toward digital record‑keeping, which the GDH has been piloting since 2022. While the current single‑copy rule is a short‑term fix, the department’s longer‑term strategy involves transitioning to a fully digital vital records system, where certificates can be printed on demand and stored in a secure cloud environment.

Conclusion

In summary, the Guam Department of Health’s temporary “one‑copy‑only” rule is a response to staffing shortages and paper supply issues that have strained the vital records office. While residents will still receive official certificates, they must navigate an additional duplicate request process if a second copy is needed. The GDH’s website offers comprehensive guidance, and the policy is expected to remain in place only until staffing and supply chains normalize. The change highlights the challenges that small island jurisdictions face in maintaining public health services amid resource constraints, and it sets the stage for a future where digital records may reduce the need for multiple printed copies altogether.