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PHI LI PPINE STATISTICS AUTHORITY

Red. No. 19CRS-07-1709

MEMORANDUM CIRCULAR NO. 2019- *

TO ALL OUTLET MANAGERS AND OUTLET SUPERVISORS

SUBJECT Guidelines for Brenlinkinq/Unlinkinq of Two or More Civil
Reqistry Documents (CRDs) Loaded in the CRS Database
DATE
13 September 2019

As a rule, all vital events shall be registered once and must be recorded in the
appropriate register to become the official record of the document owner.

Despite the register-once-rule, double or multiple registration of vital events

occurs. Multiple registration happens when the same event, either birth, marriage,
or death, of the same parties is registered more than once.

With this, the attached guidelines shall be observed for Brenlinking or unlinking of
two or more civil registry documents loaded in the CRS database.

For strict compliance.

CLAIRE DENNIS S. MAPA, Ph.D.

Undersecretary
Nat›onaI Statistician and Civil Registrar General

“"
S” /M G

8“ Floor CRS Buil4lng, PSA Complex, East Avenue, Diliman

Quezon Cily, Philippines 1101
www.psa.gov.ph
 Guidelines for Brenlinking and Unlinking of two or more Civil Registry
Documents (CRDs) loaded in the CRS Database

1. In case of multiple birth records, the first or earlier date of registration shall
prevail and must be issued to the client. Date of registration is based on
the entry indicated in the “Received by the Office of the Local Civil Registrar”
for the old Civil Registry forms. For the 2007 Revised Civil Registry forms
onwards, refer to the entry on the “Registered at the Office of the Civil
Registrar.” The Requests Service Office (RSO) shall accomplish the
multiple registration form and report the same to the Help Desk Officer
(HBO) and Production Maintenance Unit (PMU) of the Civil Register
Management Division (CRMD) for BREN linking.

2. For birth records with both primary and annotated document, the
annotated one must be issued to the client. For multiple birth records
with multiple annotations (COMBO), the annotated record with the latest
changes/annotations must be issued to the client. The RSO shall
accomplish the multiple registration form and report the same to the
CDO and PMU of the CRMD for possible BREN linking.

3. In case of two birth records with the same date of birth and the entries in
the type of birth are “twin” and “single”, the records should not be linked,
regardless of the date of registration.

4. If the entries in the type of birth in two birth records are both single, and the
date of registration is timely and late registered, the two records of birth
should be linked as a general rule. BREN linked documents under this case
can be requested for Unlinking if documentary evidence is presented
proving that the document owners are twins or different persons. The Outlet
Supervisor (OS) will forward the request to the CDO and PMU of the CRMD
for Unlinking.

Examples of documentary evidence to be submitted are as

follows: o Baptismal certificate
e Voter’s affidavit
o Employment record
e GSIS record
o SSS record
o Medical record
o Business record
o School record
o Driver’s license
o Insurance
• Civil Registry records of ascendants
• Land Titles
• Certificate of Land Transfer
• Government issued valid Identification Cards or Passport
• NBI/Police clearance
• Others
 5. In case of multiple records of birth wherein the age gap is six (6) months
and below, and without supporting documents establishing the different
identities, such records of birth should be linked. However, to prove that
the records belong to two distinct persons, supporting documents as
mentioned in Item 4 must be submitted.

6. As tmrecords of birth with the same date of registration but different place
of birth (Hospital & Home/Hilot), the record of birth containing “hospital” as
the place of birth shall prevail.

7. In case of two timely registered records of birth with different entries on the
place of birth and without date of registration is encountered in the
database during verification, these records should be requested for linking.
However, the respective Local Civil Registrar shall submit a copy of the
registry book with entries on the date of registration for evaluation. The
record with the earlier registration shall prevail.

8. As to the registration of two (2) birth records with same place of birth but
with different registry numbers and without date of registration, the record
of birth with the lower registry number will be issued. The RSO will
accomplish the multiple registration form and report the same to the CDO
and PMU of the CRMD for BREN linking.

9. If the record of birth is tagged as “MARKER FOR PROBLEM DOCUMENT”

or “CANNOT BE LOCATED” and the other record is a late registration, the
latter should prevail and the document marked as problem document or
CBL must be linked with the late registered record. The RSO shall
accomplish the multiple registration form and report the same to the HDO
and PMU of the CRMD for BREN linking.

10. If the image viewed in the database is a “CERTIFICATION” issued by the

local civil registrar stating that the document was destroyed, and a late
registered record is available, the late registered record of birth shall prevail
and the “CERTIFICATION” record must be requested for BREN linking.
The RSO shall accomplish the multiple registration form and report the
same to the HDO and PMU of the CRMD for BREN linking.

11. In case the available records in the database are the Municipal Form
102/103/97 and Civil Registry Form No. 1A/2A/3A (Transcription copy),
verify if entries in both records are consistent. The Municipal Form may
only be linked with the Transcription Copy if the entries in the former are
not legible or blurred. Otherwise, the Municipal Form must be the active
record for copy issuance.

12. The Certificate of Conversion to Islam should not be linked to the

Certificate of Live Birth. Thus, if the COLB is linked to the Certificate of
Conversion to Islam, the RSO shall report to the HDO and PMU of the
CRMD for Unlinking.