Frequently Asked Questions

The Municipal Library and Archives welcomes researchers to use our collections. The research rooms at the New York City Department of Records & Information Services (DORIS) are open to the public by appointment.

For Appointments:

Please submit ONE inquiry to expedite response times.  

Messages received via email, the Archives Collection Guides website, and the Department of Records websites are all routed to reference staff. Please allow 3 to 7 business days for responses to all inquiries and appointment requests.

• Library and Archives research, contact research@records.nyc.gov.
• Family History research, contact familyhistory@records.nyc.gov.

Please note the following procedures for booking an appointment:

• Appointments can be made after consulting with staff so that we can best prepare for your visit 
  
• Due to current room capacity limits, all individuals accompanying researchers must also be registered with an appointment
• Patrons are allowed to make up to 4 appointments per email consult with staff 
• Appointments made without first consulting with staff will be cancelled 
• Appointments must be made at least 48 hours in advance 
• Once onsite for an appointment, patrons can book additional same day or next day appointments if there are slots available by emailing  research@records.nyc.gov or familyhistory@records.nyc.gov
• To cancel an appointment, email research@records.nyc.gov or familyhistory@records.nyc.gov 
• Appointments can be rescheduled by clicking the “change your appointment” link at the bottom of the appointment confirmation email or by emailing  research@records.nyc.gov or familyhistory@records.nyc.gov 

The opening hours for the research rooms are:

• Monday – Friday: 9:00 am to 4:00 pm
• The research rooms are closed from 12:00 pm to 1:00 pm
  

DORIS will continue to provide online research assistance whenever possible; please email inquiries to the contacts listed above.

Family History Appointment Questions

• Pending vital record orders cannot be picked up during the appointment time.
• Property card and photo orders may be picked up at 31 Chambers Street without an appointment.
• Orders for copies of vital records made during appointments will be fulfilled. Orders must be placed ½ hour before the appointment time ends. If there is a delay, the order will be mailed to you.
• Microfilm of non-digitized collections will be available for browsing during all appointment times. It is not necessary to make specific requests before your appointment.
  

1. What is the status of my photo order?
   • Photographic prints are fulfilled in approximately two weeks but may vary.
     
   • Digital orders are fulfilled in approximately 4-5 days.
     
     
2. What is the status of my vital records order?
   • Hard-copy certificates are fulfilled in approximately 4-8 weeks.
   • Digital orders are fulfilled in approximately 5 days.
     
     
3. What do I do if my credit card was denied?
   • Please contact us for further instructions if your credit card has been denied.
     
     
4. What should I do if I have not received the complete order?
   • The Municipal Archives often ships vital record copies separately even when ordered at the same time.
     
     
5. How long does it take to receive a refund?
   • A refund request can take up to 6 weeks to process.
     
     
6. Will I get a refund for the shipping cost when I agreed to accept a PDF copy of the vital record instead of the hard copy I originally ordered?
   • No, the additional charge covers administrative processing and will not be refunded.

1. How to place an order for a historical vital record?
   
   • Visit Historical Vital Records or use our online form for mail orders.
     
     
2. What do I receive with my order?
   The NYC Municipal Archives will provide the following documentation based on your requests and research needs:
   
   Vital Records
   
   • Certified Vital Record: A true copy of a vital record in the custody of the New York City Municipal Archives, issued by the Department of Records and Information Services. Printed on certificate paper without a wet signature and without a raised seal.
   • Letter of Exemplification: A true copy of a vital record in the custody of the New York City Municipal Archives, issued by the Department of Records and Information Services, and a letter re-stating the specific borough, year, and certificate number of the vital record. The copy of the vital record will have the raised seal of the Department of Records and Information Services. The letter will have a wet signature and a raised seal.
   • No Amendment/Correction Letter: A letter stating the Archive's policy that prohibits editing, correcting, and/or amending the historical records in its custody. The letter will have a wet signature and a raised seal.
   
   Other Records
   
   • Certified Property Card, OCME, or Civil List records: A true copy of the record with a raised seal and stamp, certifying issuance by the Department of Records and Information Services.
     
     
3. How do I place an order if the date of birth, death or marriage is not known and/or the certificate number is not known?
   
   • You can place an order for a search by filing in the information that is known. Your order must contain a name, year range and borough range.
   • Search online indexes for free, courtesy of genealogy organizations:
     • Italian Genealogical Group
     • German Genealogical Group
     • Ancestry
   • Note: Ancestry.com citations often link all names listed on a vital record (spouse, parents, children) to one certificate number. Please be sure the certificate number you provide corresponds to the individual named in the request.
     
     
4. What is the difference between Health Department marriage certificates and City Clerk marriage license records?
   • Couples who married between 1908 and 1937 may have filed records with both the Department of Health and City Clerk. In these instances, two records will exist: the license and the single certificate.
   • Department of Health Marriage Certificates were issued until 1938. They were filled out by the person performing the wedding ceremony. These certificates contain limited information.
   • City Clerk Marriage Licenses were issued beginning in 1908 in compliance with NY State Law. The City Clerk marriage record series typically includes:
     • Affidavit filled-out by the couple.
     • License issued by the Clerk, (includes parents’ country of birth and bride’s occupation)
     • Certificate filled-out by the person performing the wedding ceremony.
   • All orders for a Marriage Search will include a search in both indices.
     
     
5. What if I need a vital record for legal procedures (e.g. dual citizenship, apostille process, veteran benefits)?
   • Request a Letter of Exemplification. This option provides:
     • A true copy of a vital record in the custody of the New York City Municipal Archives, issued by the Department of Records and Information Services with a raised seal.
     • A letter re-stating the specific borough, year, and certificate number of the vital record with a raised seal and a wet signature.
   • If ordering online, you must select Mail Shipment as your Delivery Method in order to receive a raised seal and wet signature.
     
   • For additional information on the Apostille process, contact the New York State Department of State, Division of Licensing Services.
     
     
6. How do I request a correction of or amendment to information on a birth, death or marriage record?
   • Birth records prior to 1910, death records prior to 1949, and marriage records prior to 1950 cannot be amended or corrected. Please visit Historical Vital Records to order a 'no amend' letter.
     
     
7. Why did I receive a Not Found Letter?
   • There was not a vital record that matched the information in the search request.
   • Approximately 25 percent of all births prior to 1910 were not reported to New York City.
   • Church records or the federal and state censuses are alternative resources.
   • The federal census is available from the National Archives.
     
     
8. Why did I only receive part of my order?
   • Requests are being fulfilled by certificate type not by order.
     
     
9. What vital records are available digitally onsite?
   • If records are not available digitally, they are available on microfilm.

1. How do I request records of birth, death, or marriage that took place in New York City for later years?
   • For Birth records after 1909 and Death records after 1948 contact the New York City Department of Health, Office of Vital Records, Phone number 212-788-4520.
   • For Marriage records after 1949 contact the City Clerk of New York or 311 or 212-New-York.
     
     
2. How do I request records of birth, death, or marriage that took place in New York State outside of the City of New York?
   • Contact the New York State Department of Health for vital records, Corning Tower, Empire State Plaza Albany, NY 12237.
     
     
3. How do I obtain divorce records?
   • For information about divorce records contact the County Clerk in the County where the divorce action was heard, or, contact the New York State Department of Health (divorce after 1963), Corning Tower, Empire State Plaza Albany, NY 12237.
     
     
4. How do I request a name change record?
   • For information about name change records contact the Civil Court in the County of residence.
     
     
5. Is it true that the New York City Department of Records and Information Services (DORIS) has photographs of every house in the city, taken around 1940 and again in the 1980s? How can I see them and/or order copies?
   • Yes, between 1939 and 1940, the Works Progress Administration (WPA) staff photographed every house and building in the five boroughs for property tax assessment purposes. The City photographed every house and building again in the 1980s. The photographs can be searched and viewed on the agency website.