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 use this Log form, not the Sample Log. The Checklist must also be submitted with the agency’s completed semiannual Log to their UIPA Coordinator for submission to OIP by January 31 of each year, and with the completed year-end Log to the UIPA Coordinator for submission to OIP by July 31 of each year.
1. LOG FORMS:
a. UIPA Record Request Log FORM (Excel) – Begin using this Log on July 1 of each fiscal year to track record requests received from July 1 through June 30 of that fiscal year. Do not use the Sample Log to track your requests. (Note: this Log form should also be used for FY 2019 and beyond.)
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 (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 (firstname.lastname@example.org) by January 31, 2017 (for semiannual) and July 31, 2017 (for year-end). (Note: this Checklist form should also be used for FY 2019 and beyond.)
[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.]
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 – to be submitted with FY 2017 semiannual and year-end Log (also for FY 2019 and beyond);
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 (December 2017) (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 (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 Year-End 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’
UIPA Record Request Year-End Logs
for FY 2018 (December 2018) (pdf):
OIP’s report and charts summarizing state agencies’ data from the UIPA Record Request Year-End Logs for FY 2018, for requests received from July 1, 2017 through June 30, 2018.
b. OIP’s Report of County Agencies’
UIPA Recod Request Year-End Logs
for FY 2018 (December 2018) (pdf):
OIP’s report and charts summarizing county agencies’ data from the UIPA Record Request Year-End Logs for FY 2018, for requests received from July 1, 2017 through June 30, 2018.
c. For prior years, see the UIPA Log Reports page.