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Archives
DARM
General
Disaster
Prevention & Recovery (Under
Construction)
Electronic
Records (Under Construction)
Imaging Certification
Micrographics
(Under Construction)
Open Public
Records Act (OPRA) (Under Construction)
PARIS
Grants Program
Records
DIRECT Grants Program (Under Construction)
Records
Management
Records
Storage
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Archives |
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How
do I get a vital record (birth, marriage, death)?
How do I obtain a will or estate file?
Where
can I obtain a copy of a Divorce File?
Where
do I get information regarding adoptions?
Where do I get information regarding personal or corporate name
changes?
How
do I get an Apostillic Seal for any NJ State record?
Where do I obtain corporation records?
Where do I obtain records of Bankruptcies?
Where
do I get cemetery records?
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How
do I get a vital record (birth, marriage, death)?
- Prior
to May 1848:
There
are no birth or death records filed prior to May 1848. For birth
and death records prior to May 1848, you would have to search
for church records, family bible records, cemetery records,
etc.
There
are County Clerk's Marriage records from 1795 to 1870s. Most
of these county clerk's marriages (excluding Hudson County)
are available on microfilm or as published books at the New
Jersey State Archives, or through your local LDS - Church of
Jesus Christ Latter Day Saints Family History Centers.
The
State Archives has the original county clerk's marriages for:
- Burlington
County 1795-1878;
- Cumberland
County 1795-1878;
- Essex
County 1795-1879;
- Passaic
County 1837-1878;
- Somerset
County 1795-1878;
- Sussex
County, 1795-1878; and
- Union
County 1857-1878.
Requests
may be made to the New Jersey State Archives
and must specify the county, the husband's and wife's names
and an approximate date of marriage. The search fee is $5.00.
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of section]
- May
1848 to May 1878:
The
State of New Jersey vital records (births, marriages, and deaths)
begin in May 1848. For New Jersey Vital Records, May
1848 to May 1878 contact the New
Jersey State Archives. The search fee is $10.00 per record
requested. [top of page]
[top of section]
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June
1878 to the present:
All Mail
requests for New Jersey Vital Records (births, marriages, and
deaths) June 1878 to the present should be directed to:
New
Jersey Department of Health
State Registrar's Search Unit
PO Box 370
Trenton, NJ 08625-0370
609.292.4087
Note: ALL MAIL REQUESTS MUST INCLUDE A COPY OF YOUR PHOTO DRIVER'S
LICENSE WITH ADDRESS OR TWO ALTERNATE FORMS OF ID WITH YOUR
ADDRESS. OVER-THE-COUNTER CUSTOMERS MUST HAVE THESE ORIGINAL
IDENTIFICATIONS IN THEIR POSSESSION WHEN FILING AN APPLICATION.
You may
also contact the municipal vital records office where the event
occurred.
The
New Jersey State Archives has the
following microfilm copies of New Jersey vital records:
- Births:
June 1878 to 1923
- Marriages:
June 1878 to 1940 (1901-1940 NO brides index)
- Deaths:
June 1878 to 1940
Since the
Archives does not own the original records, we DO NOT provide
mail reference service for these records.
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How do I obtain a will or estate file?
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For
wills and inventories filed 1670 to 1952, and guardianships
filed prior to 1785 contact the New Jersey
State Archives. The fee for copies is $5.00 per individual
file for up to ten pages.
- For wills
filed from 1953 to the present contact:
Superior Court Public Information Center
PO Box 967
171 Jersey Street
Trenton, NJ 08625-0967
609.777.0092 or 0093
- For intestate
(no will) estates, administrations of estates, wills, and guardianships
from 1785 to the present contact the county surrogate's office
where the estate was filed.
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Where
can I obtain a copy of a Divorce File?
- 1901
to the present:
The
Superior Court Public Information Center has all divorce records
for 1901 to 1992/3. Divorce records since 1992/3 are still filed
with each county court. The Superior Court does have an index,
which will provide the file number and citation to county court.
Superior
Court Public Information Center
PO Box 967
171 Jersey Street
Trenton, NJ 08625-0967
609.777.0092
or 0093
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Where do I get information regarding adoptions?
NJ Department of Children and Families
Division of Youth and Family Services
Adoption
Registry Coordinator
PO Box 717
Trenton, NJ 08625-0717
609- 984-6800 or 609-292-8816
Fax: 609-984-5449
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Where do I get information regarding personal or corporate name changes?
[top
of page] [top of section]
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How do I
get an Apostillic Seal for any NJ State record?
Contact the
Division of Revenue Apostilles and Notary Certifications
DOR/Apostilles
and Notary Certifications
PO Box 452
225 West State Street, level #3
Trenton, NJ 08625-0308
609.292.9292
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Where do I obtain corporation records?
Contact the
DOR/Commercial Recording
DOR/Commercial
Recording
PO Box 308
225 West State Street, level #3
Trenton, NJ 08625-0308
609.292.9292
[top
of page] [top of section]
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Where do I obtain records of bankruptcies?
Bankruptcies
are filed with the United
States Bankruptcy Court for the District of New Jersey:
Clerk of Bankruptcy
Fisher Federal Building & Court House
402 East State Street
Trenton, NJ 08608
609.989.2065 or 989.2128
[top
of page] [top of section] |
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Where do I get cemetery records?
The New Jersey
Cemetery Board has records of cemeteries of which they have taken
control. All other inquiries should be directed to the actual cemetry.
New
Jersey Cemetery Board
124 Halsey Street
P.O. Box 45036
Newark, NJ 07101
973-504-6553
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DARM General |
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As a vendor, I've just completed providing the materials/services
requested by the DARM. What is the procedure for getting paid?
How
long will it take before I get paid by the State?
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As a vendor, I've just completed providing the materials/services
requested by the DARM. What is the procedure for getting paid?
Requests
for goods or services from vendors are usually obtained by Purchase
Order (PO) documents. To obtain payment, turn to the last few
pages of the PO. You will see an attached document called a Payment
Voucher. Separate this Voucher from the PO and complete the Voucher
according to the instructions which are attached, and make a copy
for your files. Then attach a copy of your invoice to the Voucher,
and mail both documents to the address shown in block E on the
voucher. MAKE SURE YOU, THE VENDOR, SIGN THE VOUCHER ONLY IN BLOCK
F.
[top
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How long will it take before I get paid by the State?
A
check will be mailed within 30 days of approval of the properly
signed Voucher with invoice. Given processing time for approval
once the Voucher and invoice is received, and delivery time for
the mail, receipt of payment could take up to 45 days from the
date you, the vendor, submit the Voucher with invoice for payment.
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Disaster Prevention & Recovery |
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(Under Construction)
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Electronic Records |
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(Under Construction)
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Imaging Certification |
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Does DARM certify image processing (scanning)
systems for State and local agencies?
Why
do we need to have our agency's image processing (scanning) system
certified?
Are
vendors, equipment, and/or software certified?
What
image formats are allowed?
What
resolution must our agency scan at?
Is
backup is required for a certified image processing (scanning) system?
What kind of backup is required?
When
our agency's image processing system is certified can we destroy
the original records?
How
long does the certification process take?
Our
county has begun imaging our land records. Do we need to continue
to make and maintain bound books?
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Does DARM certify image processing (scanning) systems for State
and local agencies?
All
applications for imaging certification are reviewed and processed
by DARM. Upon completion of this review DARM personnel will conduct
a site visit to review the imaging system and the agency's procedural
workflow, as well as work with the agency to correct any deficiencies
within the system and the application. When DARM personnel are
satisfied that the agency's image processing system is in compliance
with the standards set forth in N.J.A.C. 15:3, Subchapter
4 - Image Processing of Public Records and Subchapter
5 - Certification of Image Processing Systems, it will recommend
the agency for certification to the State
Records Committee, who has the
final authority to grant certification.
[top
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Why do we need to have our agency's image processing (scanning)
system certified?
Public
Law 1994, Chapter 140 states that:
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a.
The Division of Archives and Records Management in the Department
of State, with the approval of the State Records Committee
established pursuant to section 6 of P.L.1953, c.410 (C.47:3-20),
shall promulgate such rules and regulations as may be necessary
to effectuate the purposes of this act and to safeguard the
State's documentary heritage.
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b.
No public agency, County Clerk or Register shall adopt, use
or employ any system for recording, filing, registration or
indexing as authorized by R.S.47:1-5, as amended by this act,
unless the same shall conform to the rules and regulations
to be promulgated by the Division of Archives and Records
Management in the Department of State pursuant to subsection
a. of this section, and shall first be approved by the Division
of Archives and Records Management [emphasis
added]. No such system shall be approved until the Division
of Archives and Records Management shall have fully promulgated
those rules and regulations.
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c. Any
system for recording, filing, registration or indexing as
authorized by R.S.47:1-5, as amended by this act, which employs
data processing or image processing, and which was adopted,
used or employed prior to the effective date of this act,
shall nevertheless be subject to the rules and regulations
to be promulgated by the Division of Archives and Records
Management pursuant to subsection a. or this section. The
approval of the Division of Archives and Records Management
shall be necessary to bring about the compliance of such systems,
in a prompt and orderly fashion, with the standards set forth
in the rules and regulations.
The
good new is: State statutes authorize the use of data processing
and image processing systems for record keeping for public records,
provided they receive the approval of the State
Records Committee. By law, the images of documents captured
and maintained by a certified image processing system may replace
the original records. Per R.S. 47:1-5, in most cases, any public
record copied or maintained on a certified image processing system
“shall have the same legal force, meaning and effect as
if made in handwriting or typewriting.” Per R.S. 47:3-26,
original records may be destroyed,
with the approval of the Division of Archives and Records Management
and the State Records Committee, once they
are captured and stored on an certified image processing system
and the imaged documents are “receivable in evidence in
any court or proceeding and shall have the same force and effect
as though the original public record had been there produced and
proved.”
[top
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Are vendors, equipment, and/or software certified?
No.
Only State and local agencies are certified. A good deal
of the certification depends upon quality control, procedural
workflow, data migration planning, and disaster prevention/recovery
planning that it is unique to each agency implementing an image
processing system. It is incumbent upon the agency requesting
certification of their record keeping system that they to be involved
in developing and implementing such policies and procedures. At
the core of the certification process, is the fact that certification
of an image processing system is the grant of a variance to the
agency's record retention schedule by the State Records Committee.
[top
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What image formats are allowed?
The
TIFF (Tagged
Image File Format) is the file format recommended by N.J.A.C.
15:3-4.5(a), Standard file formats and compression methods.
[top
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What resolution must our agency scan at?
As per N.J.A.C.
15:3-4.6(e), Scanning Density:
The
appropriate scanning density shall be determined and used for
all scanning of public records. Minimum scanning densities for
public records shall be as follows:
- A scanning
density with a minimum of 200 dots per inch (dpi) or more
is required for scanning bitonal documents containing text
or numerals no smaller than six point type. Documents containing
text smaller than six point type or other unusual characteristics
may require scanning at a higher dpi or other special handling.
- A scanning
density with a minimum of 300 dots per inch (dpi) is required
for bitonal engineering drawings, maps, and other documents
with background detail. Maps, drawing and other detailed documents
must be considered on a case-by-case basis and may require
scanning at a higher dpi or other special handling to insure
adequate capture and reproduction of all the data they contain.
[top
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Is backup required for a certified image processing (scanning)
system? What kind of backup is required?
Regularly
scheduled backup is required for any data processing and image
processing system used for public records to insure the preservation
of and continued access to the records of an agency. Any additional
backup requirements for the records maintained in any image processing
system is dependent upon the records
retention schedule established for that record series by the
State Records Committee. Other considerations
may place special requirements on a particular records series;
but, in general, the backup requirements for most record series
is a follows:
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Short
Term Records (<3 years retention):
the original records may be disposed
of the in the appropriate manner, if there is adequate electronic
and digital backup of the system.
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Medium
Term (>3 but <10 years retention):
the original records may be disposed
of the in the appropriate manner, if there is adequate electronic
and digital backup of the system. Some record series may require
backup on archival quality microfilm or other special considerations.
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Long Term Records (>10 year retention, but not permanent):
Most long-term records series will require backup on archival
quality microfilm. the original records may be disposed
of the in the appropriate manner, if there is certified archival
quality microfilm and adequate electronic and digital backup
of the system.
Archival quality microfilm may be produced from scanned images
on optical disks or tape or from source documents and must
meet microfilm standards established under N.J.A.C.
15:3, Subchapter 3, Section 12 – Microfilm Standards.
Only one master copy of the microfilm is required. Backup
microfilm must be stored offsite according to storage conditions
established under N.J.A.C. 15:3,
Subchapter 6 – Storage of Public Records. The purchase
or acquisition of equipment to access the microfilm is not
required.
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Permanent Records:
Most permanent records series will require backup on archival
quality microfilm. Some original records may be approved for
disposal in the appropriate manner,
if there is certified archival quality microfilm and adequate
electronic and digital backup of the system. Many permanent
records may not be disposed of under any conditions; consultation
with DARM would be required.
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When our agency's image processing system is certified can we destroy
the original records?
Please review
the above question. It discusses the terms in
which an agency may destroy/dispose of imaged records.
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How long does the certification process take?
There
is not a definitive amount of time that it takes for an agency
to become certified. However, at a minimum it is likely to take
at least 2 to 3 months after DARM receives an application for
a certification to be complete. During this time DARM personnel
will review the application, set up and conduct a site visit,
and make recommendations regarding the application. Other factors
that impact the time frame are the fact that the State
Records Committee (the body that grants the certification)
meets only once a month and that a Public
Notice must be made by the agency seeking certification 23
business days prior to attending a State Records
Committee meeting.
[top
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Our county has begun imaging our land records. Do we need to
continue to make and maintain bound books?
The
county recording officer of each county is required by State statutes
(R.S. 46:19-1, as amended by P.L. 1994, c. 140) to maintain “well-bound
books of good paper” for land records and certain other
documents unless the agency's image processing system has been
certified by the State Records Committee
per R.S. 47:1-5 et seq. The county will need make and maintain
bound books until such time as the system is certified. Approval
by the State Records Committee for the
use of an image processing system for land records requires maintaining
book and page numbers for all documents and microfilm backup for
long term or permanent records. Once a system is certified, a
county does not need to produce or maintain bound books for these
records.
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Micrographics |
| (Under
Construction) |
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Open Public Records Act (OPRA) |
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(Under Construction) |
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PARIS Grants Program |
| Please
refer to our PARIS FAQs Page... |
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Records DIRECT Grants Program |
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(Under Construction) |
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Records Management |
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How do I contact DARM personnel to speak to someone
regarding my records management concerns?
What
are the most recent records retention schedule for my agency?
Our
agency has records it would like dispose, but we have discovered
records that are not listed on the records retention schedule(s).
What is the procedure for disposal?
We
are an agency newly and we would like to retain our agency's records
in compliance with the State law. What should we do?
If
my records retention period has expired can I just throw them away?
Do
I have to get permission from DARM to dispose of all of my records?
Our
agency has run out of storage space for its records, what should
we do?
Our
agency wants to establish a Disaster Prevention/Recovery Plan, what
should we do?
Our
agency has recently suffered from a disaster, and some of the records
have been damaged and/or destroyed, what do we do?
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How do I contact DARM personnel to speak to someone
regarding my records management concerns?
DARM
staff may be contacted directly through email, telephone, and/or
fax. Please visit or Staff Webpage
to locate email addresses, phone numbers, and fax numbers.
[top
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What are the most recent records retention schedule for my agency?
The
State and Local General Schedules are now available in PDF format,
along with several of the most currently requested local schedules.
Please review our Records Retention Schedules
webpage to view these schedules. It is DARM's goal to have all
retention schedules available in a searchable database in the
near future. However, if your agency's schedule is not currently
listed, you may call the Bureau of Records Management at 609.530.3200
(or visit our Staff
Webpage to find a particular Records
Analyst to speak with) to obtain the most recent version of your
schedule.
[top
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Our
agency has records it would like dispose, but we have discovered
records that are not listed on the records retention schedule(s).
What is the procedure for disposal?
The
first step is to contact the Bureau of Records Management and
speak with at Records Analyst (visit
our Staff
Webpage to find a particular Records
Analyst to speak with). The
solution may be as simple as matching up your records with those
on your agency's schedule that may have different titles, but
serve the same function. Another option the Analyst might suggest
is to identify a record series for another agency that serves
the same function and incorporating that series into your current
schedule. If either of these do not solve the problem, your agency
may end up wholly creating a new records series for your agency's
records retention schedule.
[top
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We
are a newly formed agency would like to retain our agency's records
in compliance with the State law. What should we do?
Please
contact the Bureau of Records Management and speak with the Supervisor,
Records and Forms Analysis (visit our Staff
Webpage to find contact information).
The Supervisor will arrange for a records analyst to conduct a
site visit of your agency to inventory the records and create
a records retention schedule. This schedule will then be submitted
to the State Records Committee for approval.
The schedule will legally and fiscally safeguard the life and
eventual disposal of your records while being in compliance with
the Destruction Public Records Act of 1953 (P.L. 1953, c. 410).
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If our records retention period has expired can we just
throw them away?
NO!
All records disposals must be done in compliance State standards
and requirements. Please review our Records
Disposal Webpage.
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Do
I have to get permission from DARM to dispose of all of my records?
Please review
our Records Disposal Webpage.
[top
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Our
agency has run out of storage space for its records, what should we
do?
An
agency's first consideration should be to determine whether space
can be freed-up by disposing of obsolete
records through the proper channels. The next consideration would
be to determine if alternate storage methods such as microfilm
or imaging could be utilized.
Depending on factors such as the retention periods, access rate,
and budgetary constraints, among others, alternate storage technologies
can successfully solve a paper storage problem without compromising
any legal or fiscal considerations.
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Our agency wants to establish a Disaster Prevention/Recovery
Plan, what should we do?
Please
review our Disaster Prevention/Recovery
Plan recommendations on our Imaging
Certification Webpage.
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Our agency has recently suffered from a disaster, and
some of the records have been damaged and/or destroyed, what do
we do?
To
mitigate the losses a potential disaster may cause, it is best
to have a Disaster Prevention/Recovery
Plan in place. Regardless of whether your agency has such
a plan in place, please immediately contact the Bureau
of Records Management. Bureau staff will provide consultative
advice on:
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steps that can be taken to arrest any mold that may have started
to form; and
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contact information for companies that provide document salvaging
and restoration services.
Additionally,
they will:
- arrange
for a site visit to the affected facility, as soon as it has
been declared safe to access;
- assist
the agency in a records survey to determine what records are
salvageable; and
- assist
in determining and documenting what records have been or may
need to be destroyed prior to the expiration of the affected
records' retention period.
The
key is to act as quickly and as safely possible to minimize any
further loss, and to document any actual losses.
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Records Storage |
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Are there any fees associated with the storage of
records at the New Jersey Records Storage Center?
What is the turn around time for a reference request?
What happens when our records have completed their
retention period?
I
am trying to review a person criminal record for employment, does
the Records Center have these records?
I need a copy of bankruptcy, divorce, name change
or I have the docket # to case.... do you have those records?
Where do I get cemetery records?
Where do I get records storage boxes?
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What are the fees associated with the storage of records
at the New Jersey Records Storage Center?
On an annual
basis, the using agencies are billed:
- $1.50
per cubic foot box for paper records,
- $0.28
per master microfilm reel, and
- $35.00
per cubic foot box for electronic media storage.
There
are no fees for the reference and disposal services provided by
the New Jersey Records Storage Center.
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What is the turn around time for a reference request?
Routine reference
requests are made available to the using agency within a 24 hour
period. Large or unusual reference requests are made available
in a time frame which is mutually agreed upon with using agency.
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What happens when our records have completed their retention
period?
The New Jersey
Records Storage Center will notify the using agencies by initiating
a "Request and Authorization for
Records Disposal" form, along with a listing of which
records that have completed their retention periods. Once this
form is fully processed, the Records Storage staff will have the
records removed and dispose of.
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I am trying to review a person criminal record for employment,
does the Records Center have these records?
No,
you must contact Records
& Identification Section of the New
Jersey State Police at 609
882-2000.
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I need a copy of bankruptcy, divorce, name change or I
have the docket # to case.... do you have those records?
Clerk of Bankruptcy
Fisher Federal Building & Court House
402 East State Street
Trenton, NJ 08608
609.989.2065 or 989.2128
- Divorce,
name change, or docket # contact the Superior Court:
Superior Court
Public Information Center
PO Box 967
171 Jersey Street
Trenton, NJ 08625-0967
609.777.0092 or 0093
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Where do I get cemetery records?
The New Jersey
Cemetery Board has records of cemeteries of which they have taken
control. All other inquiries should be directed to the actual cemetry.
New
Jersey Cemetery Board
124 Halsey Street
P.O. Box 45036
Newark, NJ 07101
973-504-6553
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Where do I get records storage boxes?
State
of New Jersey Distribution Center
1620 Stuyvesant Avenue
West Trenton, NJ 08618
609.530.3300
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Information: |
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