Proof of identity policy

On this page

• Principles
• Variations
• Customer Service Implications
• Entitlement and Identity
• Types of Identification
• Treatment of Original and Copied Documents

Principles

• The primary evidentiary value of certificates as documents that help establish an individual's entitlement to services and legal entitlements is recognised.

• Identification requirements are, as far as possible, consistent with and complement the requirements of agencies who accept certificates as proof of identity, in particular the AUSTRAC 100 Point System.

• Identification requirements enhance the security and privacy of Register information.

• Acceptance of identification is based on reasonable, rather than absolute proof of identification.

• The importance of historical records for family history purposes is recognised and reflected in the policy.

• Identity documents presented to Births, Deaths and Marriages are scrutinised and evaluated for authenticity and appropriateness.

• No application is completed without the required identification, excluding historical records.

Variations

Customer Service Implications

Following contact, identity documents may either be mailed to the Registration Office or delivered in person to enable timely completion of the application.

Entitlement and Identity

• This policy covers identification requirements relating to the person making an application. It does not cover the individual's entitlement to access particular information from the Register, which is covered in the Registrar's Access Policy.

• An applicant must establish their entitlement to the information requested in accordance with the Access Policy before proof of their identity is assessed. This will ensure that the applicant is not led to expect information to which they are not entitled.

• Identification requirements apply where an individual is making an application on their own behalf or on behalf of another person, institution or agency. The requirements apply to all standard certificate applications except those for historical records.

Types of Identification

• What the person is
• What the person has, and
• What the person knows

‘What the person is' refers to physical features or appearance that is generally unalterable over a specific period of time e.g. eye colour, identifying marks.

These forms of identification are generally available as photographic identification (for example a Driver's Licence or Proof of Age Card) and are acceptable on their own.

‘What the person has' refers to forms of identification a person may carry, such as a Credit Card, Direct Debit Card, Centrelink Card or Health Care Card. These generally carry a number of discrete pieces of information that can be checked against other forms of identification to establish identity (for example the person's full name, address, date of birth signature).

These forms of identification are, by themselves, not sufficient to establish identity but a person carrying a number of consistent forms has a corroborative case.

‘What the person knows' refers to the information a person may know that can corroborate documentary forms of identification (for example names and dates of birth of siblings; names, dates and places of birth of parents; mother's maiden name and parents' marriage details).

This type of identification can be used to test other forms of identification provided by the applicant, which can be a powerful tool in establishing the identity of someone who has no documentary forms of identification. The use of this type of identification allows an officer to exercise a considerable degree of discretion in accepting an applicant's identity.

Treatment of Original and Copied Documents

‘Original Documents' should be shown by applicants if applying in person. Original documents will be verified by a BDM officer or equivalent representative and will not be retained by the Registry. The type of identification shown will be noted on the application and recorded against the application when processed. (In the event of a complex application, a photocopy of the identification document(s) presented may be made by BDM staff to assist with follow up at a later stage).

‘Photocopied Documents'should be forwarded with postal applications and do not need to be certified (unless for a Change of Name Registration application). Photocopied documents are attached to the application and retained by the Registration Office to become part of the completed application. The type of identification provided will also be recorded against the application similar to original documents.

Please refer to the Proof of Identity section on our website for information on which identification documents are acceptable.

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