The State Office of Information Practices (OIP) has changed the date of the webinar on the changes to the UIPA Record Request Log for FY 2014, due to unexpected costs that would have been incurred. While the in-person training on the revised Log will still be conducted on Tuesday, December 17, 2013, from 9:30 to 11:30 a.m. at the Convention Center’s Emalani Theater, the webinar will be broadcast the next day, December 18, 2013, from 9:30 to 11:15 a.m. (no break). Thereafter, the training materials will be available on OIP’s website at oip.hawaii.gov for people to study on their own.
While the revised Log adds 16 new columns of statistics and a new orange highlighted row of “Averages” that are automatically calculated, the biggest changes for the agencies in entering data take place in just three columns. In order to distinguish between complex and noncomplex requests, agencies now need to enter an “x” (instead of dates) in Column K to identify a complex request, and also in Column L to indicate whether incremental responses were provided for a complex request. Column I has been redefined to now ask whether, within 10 work days, the agency sent an “initial response,” which can be a notice, acknowledgment, or completion of the case.
Because the changes in data entry are minimal, each agency should simply copy the data from its current Log for FY 2014 onto the new Log. If there were any complex requests, then the agency can simply replace any dates in Columns K and L with a single “x” per affected column. Agencies do not need to go back and correct their entries in other columns. After modifying, if necessary, and transferring the old data, please enter the yellow highlighted “Totals” (row 11) from the revised Log to your department’s Log for uploading onto the Master Log at data.hawaii.gov by January 31, 2014.
Each department’s UIPA Coordinator as well as the persons responsible at the agency level for supervising and entering Log data should undergo the training for the new Log. Please click here to register for the in-person training at the Convention Center. The webinar is limited to the first 100 persons who register for the webcast through this link.
MAHALO for your work in ensuring the public’s right to open records and government transparency!