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Limited Access Death Master File Extract Output Record Specifications 11/2011

POSITION DESCRIPTION FIELD SIZE
POSITION 1 DESCRIPTION -BLANK, OR A (ADD), C (CHANGE), OR D (DELETE) *** FIELD SIZE - 1
POSITION 2-10 DESCRIPTION -SOCIAL SECURITY NUMBER FIELD SIZE - 9
POSITION 11-30 DESCRIPTION - LAST NAME FIELD SIZE – 20 *
POSITION 31-34 DESCRIPTION – NAME SUFFIX FIELD SIZE – 4 *
POSITION 35-49 DESCRIPTION – FIRST NAME FIELD SIZE – 15 *
POSITION 50-64 DESCRIPTION – MIDDLE NAME FIELD SIZE – 15 *
POSITION 65 DESCRIPTION - V OR P CODE (VERIFIED OR PROOF CODE) *** FIELD SIZE – 1 *
POSITION 66-73 DESCRIPTION – DATE OF DEATH (MM,DD,CC,YY) FIELD SIZE – 8 *
POSITION 74-81 DESCRIPTION – DATE OF BIRTH (MM,DD,CC,YY) FIELD SIZE – 8 *
POSITION 82-83 DESCRIPTION – BLANKS ***** **
POSITION 84-88 DESCRIPTION – BLANKS ***** **
POSITION 89-93 DESCRIPTION – BLANKS ***** **
POSITION 94-100 DESCRIPTION – BLANKS  

* Revised 3/2001 to expand the name field, add the middle name, suffix and V/P fields, and adjust remaining field position accordingly.

** Revised November 1, 2011 to remove the State/County Code of Residence, Zip Code – Last Residence, and Zip code – Lump Sum Payment fields as a result of no longer publishing protected state records.

*** BLANK = ONLY ENTIRE REPLACEMENT FULL FILES WILL HAVE A BLANK IN POSITION 1 (ADDs, CHANGEs, and DELETEs ARE ONLY ON MONTHLY OR WEEKLY UPDATES).

 

 

A = NEW DEATHS TO BE ADDED TO YOUR MASTER DMF DATABASE, OR REPLACE ANY CURRENT MASTER FILES ENTRIES (AS IF CHANGES), FOR VARIOUS REASONS, YOU MAY FIND THAT: AN UPDATE “A” IS FOR AN IDENTICAL ENTRY ON YOUR MASTER DMF – SO REPLACE CURRENT ENTRY OR IGNORE THIS UPDATE "A"; OR AN UPDATE "A" IS FOR SAME SSN ON YOUR MASTER FILE, BUT WITH SOME OTHER DIFFERENT DATA – SO REPLACE CURRENT ENTRY WITH THIS LATEST DATA

C = CHANGES MADE TO THE RECORDS ON THE DMF DURING THAT MONTHLY/WEEKLY PERIOD (SUCH AS IN DATE OF BIRTH OR DEATH, ETC). THIS ENTIRE “C” RECORD FOR THAT SSN SHOULD REPLACE ANY CURRENT RECORD YOU HAVE ON YOUR MASTER DMF, OR BE ADDED IF NO ENTRY FOUND ON YOUR MASTER DMF, (AGAIN FOR VARIOUS REASONS, YOU MAY NOT FIND THE SSN ON YOUR MASTER DATABASE THAT YOU HAVE BEEN KEEPING UP-TO-DATE).

D = DELETES: FOR ANY SSN RECORD PREVIOUSLY ON THE DMF WHICH WAS FOUND TO BE ERRONEOUS AND SHOULD BE REMOVED FROM YOUR MASTER DMF; OR IF (FOR VARIOUS REASONS) NO CURRENT RECORD ON YOUR MASTER FILE, IGNORE THIS DELETE.

*****V (VERIFIED) = REPORT VERIFIED WITH A FAMILY MEMBER OR SOMEONE ACTING ON BEHALF OF THE FAMILY. P (PROOF) = DEATH CERTIFICATE (OR REQUIRED INFORMATION) OBSERVED. N OR BLANK = PRIOR TO USING V OR P CODES, OR FAMILY RELIABLE SOURCE, BUT NO INFORMATION MEETING V OR P REQUIREMENTS.

***** ALWAYS BLANK AFTER NOVEMBER 1, 2011, PLEASE SEE ATTACHED LIST FOR VALID VALUES PRIOR TO NOVEMBER 1, 2011.

NOTE: LIMITED ACCESS SUBSCRIBERS MUST NOT TAKE ANY ACTION AGAINST ANY INDIVIDUAL WITHOUT FURTHER INVESTIGATION TO VERIFY ANY DEATH LISTED, EVEN IF V OR P CODES ARE PRESENT. FURTHER, SSA DOES NOT GUARANTEE THE ACCURACY OF THE DEATH MASTER FILE.

DMF - State Code

STATE CODE STATE NAME
1 ALABAMA
2 ALASKA
3 ARIZONA
4 ARKANSAS
5 CALIFORNIA
6 COLORADO
7 CONNECTICUT
8 DELAWARE
9 DISTRICT OF COLUMBIA
10 FLORIDA
11 GEORGIA
12 HAWAII
13 IDAHO
14 ILLINOIS
15 INDIANA
16 IOWA
17 KANSAS
18 KENTUCKY
19 LOUISIANA
20 MAINE
21 MARYLAND
22 MASSACHUSETTS
23 MICHIGAN
24 MINNESOTA
25 MISSISSIPPI
26 MISSOURI
27 MONTANA
28 NEBRASKA
29 NEVADA
30 NEW HAMPSHIRE
31 NEW JERSEY
32 NEW MEXICO
33 NEW YORK
34 NORTH CAROLINA
35 NORTH DAKOTA
36 OHIO
37 OKLAHOMA
38 OREGON
39 PENNSYLVANIA
40 PUERTO RICO
41 RHODE ISLAND
42 SOUTH CAROLINA
43 SOUTH DAKOTA
44 TENNESSEE
45 TEXAS
46 UTAH
47 VERMONT
48 VIRGIN ISLANDS
49 VIRGINIA
50 WASHINGTON
51 WEST VIRGINIA
52 WISCONSIN
53 WYOMING
54 NEW YORK CITY

 

 

DMF - Country / Other Source Code

COUNTRY CODE COUNTRY NAME
55 ASIA
56 CANADA
57 CENTRAL AMERICA AND WEST INDIES
58 EUROPE
59 MEXICO
60 OCEANIA (AUSTRALIA AND ISLANDS IN THE PACIFIC)
61 PHILIPPINE ISLANDS
62 SOUTH AMERICA
63 AREAS UNDER U.S. ADMINISTRATION: [CANAL ZONE, CANTON ISLANDS, CAROLINE ISLANDS, MARIANA ISLANDS (OTHER THAN GUAM), MARSHALL ISLANDS, MIDWAY ISLANDS, WAKE ISLANDS]
64 AMERICAN SAMOA
65 GUAM
97 NORTHERN MARIANA ISLANDS

 

 

NOTE: IF ANY OTHER VALUES ARE SHOWN IN THESE TWO CODE POSITIONS, YOU SHOULD IGNORE THEM. FOR YOUR PURPOSES, IT MEANS THAT SSA DOES NOT HAVE A STATE/COUNTY CODE FOR YOU.

NOTE: It has been determined that the zeros are present on the DMF when a Date of Death is deleted. this occurs whenever a correction is made to a previously reported death, whether or not the corrected death was related to our special death processing run. In other words, whenever a previously reported death is corrected, NTIS receives a correction in their regular update files which includes zeros in the date of death along with a "delete" indicator. Customers should be processing these records using the "delete" indicator along with the zeros to remove any previously reported death from your versions of the DMF. If there is no previously reported death in your records, you should remove the deleted record from your version of the DMF.