Transforming Local Administrative Data Collection Systems for SDG Acceleration through Strengthening the CRVS system

Sri Lanka’s civil registration and vital statistics (CRVS) system, primarily paper-based, has high coverage for birth, death, marriage, and divorce registrations. Birth registration coverage in Sri Lanka, according to data from the World Bank is estimated at over 95 percent, indicating widespread access to registration services. Efforts to decentralize registration offices have contributed to improved accessibility, particularly in remote and underserved areas. While almost all births occur in hospitals, over 50 percent of deaths take place in non-hospital settings, necessitating data capture from various registration points.

The Registrar-General’s Department (RGD) recently developed a digital e-Population registry with data entry at the divisional secretariat level. However, the current CRVS system faces several challenges that hinder its effectiveness and efficiency. Firstly, the existing e-population registry lacks interoperability with other identity management registries in the country, leading to fragmented data management and limited integration across systems. Moreover, the system struggles to handle high volumes of data entry and processing, resulting in delays and inefficiencies in record-keeping. Additionally, the system is vendor locked, limiting flexibility and scalability for future upgrades and improvements. 

In terms of birth registrations, there are significant issues with the manual documentation process, particularly in areas with high birth volumes. This manual process leads to longer wait times for registration and delays in obtaining birth certificates. Furthermore, the current practice of entering birth data onto the e-population registry every two to three months through divisional secretariat divisions further compounds these delays and increases the risk of errors or discrepancies in recorded information. 

Similarly, death registrations also face notable hurdles within the CRVS system. While hospital deaths are well-documented, with detailed information on causes of death recorded, community deaths lack comprehensive reporting, often resulting in misreporting of actual causes of death. Moreover, the issuance of death certificates is carried out manually rather than electronically, further contributing to inefficiencies and delays in the system. These challenges collectively impede the accurate recording and reporting of vital statistics. As a result, the CRVS system is unable to fulfil its essential functions and provide timely and reliable data for decision-making and policy formulation. 

To fill this gap, Citra is presently collaborating with several stakeholders including the WHO and the RGD to digitize and modernize Sri Lanka’s CRVS system to provide citizens, especially marginalized groups—with secure, accessible, and timely civil registration. 

Our objective is to streamline birth and death registration, integrate data across government agencies, and establish a comprehensive registry that enables all citizens to access essential services and legal documentation, contributing to equitable social and economic participation.

A digitalised e-population registry is envisaged to serve as a centralized and interoperable platform that integrates various identity management registries within the country, addressing the challenge of fragmentation and lack of interoperability across systems. It will also serve as the base in the design and scaling of the Sri Lanka Unique Digital Identity (SLUDI) project. Drawing on successful models from regional partners, including India’s Aadhaar system, and supported by evidence-based advocacy, we believe this approach will be transformative for Sri Lanka.

The project will be four-pronged as follows:

1. Mapping of existing processes and conducting business process reengineering to identify inefficiencies and opportunities to streamline CRVS operations. 
2. Building for Interoperability and Data Exchange and Governance:  Establish an interoperability platform to facilitate data exchange and collaboration among government agencies, ensuring seamless integration of digital CRVS systems with other government registries and databases. 
3. Improve Policy and Regulatory Frameworks: Advocating for policy and regulatory reforms to support digital transformation initiatives, including data sharing agreements, privacy protections, legislation reform that allows for digital/electronic records, and legal frameworks for digital governance. 
4. Upskilling, Advocacy and Awareness: Develop a behavioural change advocacy campaign targeting both residents and public sector to raise awareness on the benefits of digital CRVS systems and the importance of participation, as well as public sector upskilling to effectively utilize the CRVS system. 

The success of this three year-project which will run for three years, and will directly impact 1.3 million citizens, particularly underserved communities, by improving access to essential services and legal documentation. Health, education, and social services will benefit from real-time, accurate population data, enabling better resource allocation and planning. Beyond efficiency in service delivery, this system will foster public trust in government institutions through transparency and accountability, supporting Sri Lanka’s broader digital transformation and sustainable development goals. In the long run, the system’s improvements are expected to benefit all Sri Lankans, enhancing the inclusivity and efficiency of public service delivery.