UIPA Record Request Log

The UIPA Record Request Log is a tool for agencies to better assist the public by tracking written requests for records, recording agencies’ response times, calculating fees and costs, and reporting results. Please follow the links below for forms, instructions, and training.

Log Due Dates:  January 31 for semiannual Log (July 1- Dec. 31 requests);
July 31 for year-end Log (July 1 – June 30 requests)

Note: After the Logs are submitted, OIP will upload the agencies’ summaries onto the Master UIPA Record Request Log at data.hawaii.gov.

Agencies should start using the new FY 2017 Log form on July 1, 2016.  
The FY 2017 Checklist must be submitted with the agency’s completed FY 2017 semiannual Log to their UIPA Coordinator for submission to OIP by January 31, 2017.

 

1.  LOG FORMS:

a.  UIPA Record Request Log FORM FY 2017 (Excel) – Begin using this Log on July 1, 2016 to track record requests for FY 2017 received from July 1, 2016 through June 30, 2017.  Do not use the Sample Log to track your requests.

Note: To adjust your view of the Log spreadsheet, change the zoom view to 65% or 100% or some other view (click on View, then Zoom, and select a zoom level).

b.  CHECKLIST FY 2017 (MS Word; fillable form: double click on a blank line, then begin typing).  Before submitting your agency’s completed UIPA Record Request Log for FY 2017 (semiannual or year-end) to your UIPA Coordinator, please use the Checklist to review the data entries, correct any inputting errors, and complete this checklist. UIPA Coordinators, please submit your completed FY 2017 (semiannual or year-end) Log and Checklist to OIP (oip@hawaii.gov) by January 31, 2017 (for semiannual) and July 31, 2017 (for year-end).  [Note:  If your agency received no formal record requests, you only need to identify your agency on the Log and submit it with the Checklist.  The Log will automatically show zero for total requests and OIP will upload the totals to data.hawaii.gov.]
CHECKLIST FY 2017 (pdf fillable form).


2.  Materials for Log UPDATE Training: 

a.  Log Update (PowerPoint with audio narration) (June 2016) – approx. 60 minutes.  Explains revisions to the Log and procedures effective 6/1/16.
b.  Checklist FY 2017 – to be submitted with FY 2017 semiannual and year-end Log
c.  Sample Log (June 2016) – print LEGAL size, landscape, preferably in color, OR
d.  Sample Log (June 2016) – print LETTER size, landscape, preferably in color
e.  Log Update PowerPoint SLIDE HANDOUT (June 2016) (pdf).  Handout for the update presentation, with three slides per page.

 

3.  Materials for Log BASIC Training: 

a.  Log Basic Training (PowerPoint with audio narration) (June 2016) – approximately one hour and 45 minutes. Provides detailed instructions on how to complete the agency’s UIPA Record Request Log, as revised in June 2016.  Click to download the two parts (takes approximately five minutes):
Log Basic Training part 1
Log Basic Training part 2

b.  Sample Log (June 2016) – print LEGAL size, landscape, preferably in color, OR
c.  Sample Log (June 2016) – print LETTER size, landscape, preferably in color
d.  Log Basic Training SLIDE HANDOUT  (June 2016) (pdf).  Handout for the Log Basic Training presentation, with three slides per page.


4.  Additional Training Materials:

a.  INSTRUCTIONS (June 2016) (pdf).  Use these detailed instructions, along with the pop-up instructions on the Log.

b.  FAQ (June 2016) (pdf).  Answers to frequently asked questions.

c.  TIP SHEET for UIPA Log Users (June 2016) (pdf).  Helpful tips, based on users’ experience.

d.  Log Process Chart (Cheat Sheet) (June 2016) (pdf).  This handy flow chart provides a quick summary of the Log process.

e.  Agency Log form to print LEGAL size (June 2016).  For training purposes only; not to be used as an agency’s Log for submission to OIP.

f.  Log Basic Training PowerPoint TRANSCRIPT (June 2016) (pdf).  Complete transcript and slides from the “Notes” page of the Log Basic Training presentation.

g.  Log Update PowerPoint TRANSCRIPT (June 2016) (pdf).  Complete transcript and slides from the “Notes” page of the Log update presentation.

h.  State and County Reports for FY 2015 Log results.  Click on links in item 6 below.

 

5.  How to Report the UIPA Log on the Records Report System (RRS):
Individual departments should use the RRS to report the UIPA Log as one of their record titles and include information regarding officer in charge, record uses, storage, etc. Each agency may report the UIPA Log on the RRS, or a department may choose to report the UIPA Log once for the whole department. The RRS Page for Agencies has login information, reporting instructions, and other guidance. To assist you in this process, OIP has a model report of the UIPA Log for State of Hawaii executive agencies on the RRS (see RSN 39988).

 

6.  UIPA RECORD REQUEST LOG REPORTS:

a.  OIP’s Report of State Agencies’
Master UIPA Record Request
Year-End Log for FY 2015 (March 2016):
OIP’s report and charts summarizing state agencies’ data from the Master UIPA Record Request Year-End Log for FY 2015, for requests received from July 1, 2014 through June 30, 2015.

OIP’s Report of State Agencies’ FY 2015 Master Log (pdf)
Table 10: FY 2015 Fees & Costs Collected (by agency for completed requests) (pdf)
Table 10 Supplement: Summary of Fees & Costs Paid by Requesters (pdf)

b.  OIP’s Report of County Agencies’
Master UIPA Record Request
Year-End Log for FY 2015 (March 2016):
OIP’s report and charts summarizing county agencies’ data from the Master UIPA Record Request Year-End Log for FY 2015, for requests received from July 1, 2014 through June 30, 2015.

OIP’s Report of County Agencies’ FY 2015 Master Log (pdf)
Table 10: FY 2015 Fees & Costs Collected (by agency for completed requests) (pdf)
Table 10 Supplement: Summary of Fees & Costs Paid by Requesters (pdf)