3.1 Mapping business processes

The role of OpenCRVS is to enable efficient civil registration services - this starts with smart business processes that make the most out of the potential that technology brings.

Do's and Dont's


  1. Use technology to enhance business processes and customer satisfaction

  2. Explore technologies that are not yet supported in legal frameworks e.g. digital signatures

  3. Use the business process improvement process to inform legislative changes for the long-term

  4. Design with the user

  5. Design to IMPROVE service delivery and customer and user experience


  1. Digitise paper processes

  2. Design based on legislation alone

  3. Dismiss features because they are not yet legal - now is your chance to change that!

  4. Ignore what you know. If something doesn’t work now - don’t keep it!

Key Terms

Get to know key CRVS terms:

Notification: Minimal set of data relating to the vital event e.g. notification from a health facility.

NB. countries can use the terms notification and declaration interchangeably. Make sure you understand what is meant with the use of each term.

Declaration: complete set of data required for registration i.e. VE registration form

Validation: Checking the data provided in the registration form and validating it with supporting documentation

Registration: Legally register the vital event

Certificate Issuance: Print and issue a certificate

Key Considerations

When designing the business processes that OpenCRVS will enable, consider the key civil registration steps as defined below, and how to make the service as efficient as possible, recognising existing pain-points and challenges.

Notification / DeclarationValidationRegistrationCertificate Issuance

Who is best placed to complete this step?

Health Administrator / Community Leader

Registration Clerk


Registration Clerk

Where should this be done?

Where the event occurs

Registration Office

Wherever they are

Registration Office

Why them i.e. defined in law; closest to where VEs occur?

They know when vital events occur and can notify promptly

Because they do most administrative tasks for the Registrar & Registrar not always available

Defined in law

Because they do most administrative tasks for the Registrar & Registrar not always available

Using what device?

Mobile phone / tablet

PC / laptop

Any device

PC / laptop