Highly Confidential
STRATEGIES FOR IMPROVING CIVIL
REGISTRATION & VITAL STATISTICS SYSTEM IN
SOUTH AFRICA
05 December 2014
Highly Confidential
Legislation
Constitution of the Republic of South Africa
Marriage Act,1961, Act no 25 of 1961
Recognition of Customary marriage Act, 1998, Act no 120 of 1998
Civil Union Act, 2006, Act no 17 of 2006
2
Highly Confidential
Civil Marriage
If you want to get married or enter into a Civil marriage and want
to do so at a Home Affairs office, the following process is to
be followed.
Requirements:
•BI- 30 registration form
•BI-31 in the case of a foreigner
•Letter of no impediment confirming marital status (foreigner)
•Two witnesses must be present
•Identity documents of the marital couple and the two witnesses
•Four photographs of the marital couple:
e.g. two ID photo’s for each spouse
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Recognition of Customary Marriages
Requirements:
•
The prospective spouse must both be above the age of 18 years.
•
Both must consent to be married to each other under Customary Law.
•
The marriage must be negotiated and entered into or celebrated in
accordance with Customary Law.
•
Both parties to Customary Marriage must submit to the registering officer,
their Identity documents to enable him /her to note the correct details of the
parties to the marriage on to the application form.
•
Two representatives, each from one family.
•
A lobola letter if available.
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Civil Union
If you want to get married or enter into a Civil Union marriage/partnership and want
to do so at a Home Affairs office, the following process is to
be followed.
Requirements:
•DHA 1764/5 registration form
•Two witnesses must be present
•Identity documents of the marital couple and the two witnesses
•Four photographs of the marital couple e.g. two ID photo ‘s size for each spouse
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Additional requirements in specific cases
Foreign nationals marrying South African citizens must present a valid passport
and permit
 Minors (under 18 years of age) must provide a form of consent filled in by both
parents
Divorcees need to provide the final Decree of Divorce
Widows / widowers need to provide the deceased spouse’s Death Certificate
Declaration or affidavit confirming marital status in the case of Refugees or Asylum
Seekers
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Registration of a civil marriage and a civil union marriage between two South
African citizens who are in possession of South African identity documents
Client (2 SA
citizens)
START
DO / RO
(Back Office)
Marriage Officer
(MO)
1.
2.
Provide identity
documents to
marriage officer
Check for
compliance
8.
Verify against
database for
marriage officers
10.
Marriage officer to solemnise
marriage
. Verify record for
completeness
and correctness
Receive
marriage
certificate & copy
of DHA-30
5.
Issue DHA-27
and copy of
DHA-30 to client
Is DHA30
correct?
Yes
*Legal
Documents:
- ID’s
-DHA-30
-DHA-27
12.
Receive enquiry
and submit
correct details
Capture
marriage on
NPR and attach
printout of F062
to form
No
18.
19.
Receive marriage
registers T & T &
count for stats
Receive all
incoming work in
office
Sort into error
codes and those
with printouts
Yes
Can it
be
rectified
Error
codes
No
11.
Send to
correspondence
section
Scan
documents
(T&T)
No
Yes
20.
22.
Archive paper
documents on
template
Capture
marriage on
NPR
14.
7.
Submit all
documents to
Home Affairs
16.
Dispatch to
Marriages
13.
Complete
marriage register
6.
9.
Mark DHA-30 off
on MO-file, place
a copy on file
17.
3.
4.
HO Dir PR
BMD
HO Dir PR
Post Can.
END
21.
File bundles in shelf
in section
END
15.
Courier records
To Head Office
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Solemnization and Registration of a civil marriage or civil union marriage between a
South African citizen who is in possession of an identity document and the other party is
not in possession of a SA identity number or is a foreign national
Marriage Officer
Customer
START
1.
3.
Check all
documents
for
correctness
and
compliance
SA citizen
wishes to
marry a
foreigner or
a SA not in
possession
of SA ID
2.
Provide
legally
required
documents*
together
with 2
photographs
to marriage
officer.
4.
Marriage
officer
completes
DHA-30 and
takes
fingerprints
of couple
5.
Marriage
officer
conducts
marriage.
Issue DHA27 and copy
of DHA-30
to customer
6.
Receive DHA 27 and COPY
OF DHA-30
7.
Submit all
Documents to
Office under
which
He/she
resorts
DO / RO
(Back Office)
8.
Verify against
database for
marriage
officers
14.
Scan
documents
(T&T)
9.
Mark
DHA-30 off on
MO-file, place a
copy on file
15.
Courier
records To
Head Office
HO Dir PR
BMD
HO Dir PR
Post Can.
16.
Receive
marriage
registers T & T
& count for stats
No
19.
Receive all
incoming work in
office
Sort into error
codes and those
with printouts
17.
Dispatch to
Marriages
Error
codes
10.
. Verify record
for
completeness
and correctness
Is
DHA30
correct
?
18.
No
13.
Yes
Capture
marriage on
NPR and attach
printout of F062
to form
Yes
Can it
be
rectified
No
Yes
20.
22.
Archive paper
documents on
template
Capture
marriage on
NPR
END
21.
12.
MO receives
enquiry and
rectifies
11.
Send to
correspondence
section
File bundles in
shelf in section
END
23.
Send to
correspondence
section
END
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Highly Confidential
Solemnization and Registration of a civil marriage and civil union marriage between two
persons of whom neither is in possession of identity documents issued in terms of the
Identification Act, 1997 (mostly foreign nationals)
Customer
START
1.
Two SA citizen
not in
possession of
identity
documents or
two foreign
nationals
wishes to
marry
2.
Provide legally
required
documents*
together with
photographs to
marriage
officer
Marriage Officer
3.
Check all
documents
for
correctness
and
compliance
7.
Submit all
Documents
to
Office under
which
He/she
resorts
4.
Complete
DHA-30 &
takes
fingerprints of
couple Attach
photos to
register
END
HO Dir PR
Post Can.
8.
Mark DHA30
off on MO-file
Place 2nd copy
on file
16.
Receive and
scan
documents in
on T&T
9.
Do physical
Paper check on
registers
received
17.
Count for
Stats and send
To Marriages
Yes
10.
Is DHA30
correct?
5.
Conduct
marriage, issue
DHA-27 and
copy of DHA30 to customer
6.
Receive DHA
-27 and COPY
OF DHA-30
DO / RO
(Back Office)
12
Return enquiry to
Marriage Officer
Sort
Registers
19.
Template
records with
“R” and file in
shelves
14.
T&T register to
Head Office
END
No
13.
MO receives
enquiry and
rectifies
HO Dir PR
Marriages
15
Couriers
Documents to
Head Office
*Legally required
Documents:
-DHA-30 / DHA-31
-Passports
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Highly Confidential
Registration of a Customary marriage at District and Regional Offices
Consumer /
Customer
HO
Post
Receipt
District or Regional Office – Back Office
HO Dir PR
BMD
H/O
Archiving
Start
1.
Apply to
register
customary
marriage /
make
appointment
3.
Verify
Documents
for
compliance
with Act
2.
Interview
couple and
representatives
.
Comply
with
Act
No
13.
Receive
customary
registers from
offices via
T&T
15.
Final control
check on
registers
14.
Count and
refer to
Marriages
All
details
correct
Yes
8.
Receive
abridged
certificate
10.
Receive
DHA-41or BI1700
11
Receive
letter with
noncompliance
for
registration
End
7.
Issue
abridged
certificate
6
Capture details
of customary
marriage on
NPR
9.
If unable to
print a
certificate
issue BII1700
11.
File 2nd
copy of
marriage
register in
office
5.
Complete
BI-1699
12.
Forward
marriage
register to HO
via T& T
4.
Cannot
register and
issue Letter to
client with
reason. Place
message on
035
Yes
No
17
Correspond
with local
office or
applicant
16.
Send to
template
and shelve
End
18.
Receive
enquiry and
finalise
End
10
Highly Confidential
Bottlenecks & Strategies to address bottlenecks
No
1
Main challenges
Divorce at magistrate offices not
linked to DHA systems (manual
process)
Impact
Delays in registration of divorces/ reliance
on divorcee to present docs as this is a
responsibility of Justice Department
Strategy to address identified
bottleneck
System integration (Department of Home
Affairs & Department of Justice and
Constitutional Development)
Delayed registration of divorces, Incorrect
number of divorces
2
Unavailability of records due to
manual records keeping and multiple
archiving sites
Delays in confirming client status, status
of persons not updated on NPR,
inaccurate status of persons on NPR
Introduction of new electronic document
management system
Send sms followed by ID number or call
customer contact center (check your status –
NPR function), Centralization and digitization
of records
3
4
Clients often not given explanation of
marriage types and requirements,
Delays in submission of marriage
registers by outside designated
marriage officers
Submission of Inadequate supporting
documents resulting in delays in
registration of marriage, Marriage not
registered timeously
Training of officials and marriage officers
Unregistered marriages due to
apartheid legacy
Issuance of Inaccurate status on death
certificates, division of estates
Lokisa Ditokomane project, registration of
marriages posthumously, Ministerial
declaration as per legislation at various
intervals (only for old customary marriages
registration)
Fraudulent marriages/marriages of
convenience
Delays in getting letters of no impediment
and/or authentication by other countries,
risk of fraud documents, countries without
population registers
Media campaign and promotions materials,
Standard Operating Procedures developed
and frequently asked questions handbook and
Stakeholder Forums established
Authentication of NO impediment letters by
other states
Letter of no impediment, legislation review,
increase prison terms to 15 years, marriage no
longer a gate way to citizenship, aligned to
immigration laws and naturalization
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THANK YOU
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