Office of Information Practices

June 14, 2012

The state Office of Information Practices (OIP) administers the Records Report System (RRS) as part of its duties under the Uniform Information Practices Act (UIPA). To inform the public as to the types of records being kept by the government, OIP administers this on-line database containing a description of over 29,000 titles of government records. The RRS can be accessed at OIP’s website at hawaii.gov/oip, while the actual records are maintained by the agencies, not OIP.

The agencies are required to report to OIP the titles of the records that they maintain and provide the following information:

• how the record is stored and retrieved;
• the title, business address, and telephone number of the officer in charge of the record;
• the retention period for the record;
• whether the record is publicly accessible, confidential, or confidential/conditional;
• whether it is a personal record;
• the legal authority for maintaining the record;
• uses of the record and the categories of routine users of the record.

Each record title is then assigned a unique RRS number and the data is posted to the RRS database for public viewing.

Agencies are reminded to update the RRS with their UIPA statistical reports and any new record titles that may have been created, by July 1, 2012. Training to enter such data into the RRS can be found on the RRS page for agencies at hawaii.gov/oip, where you will find various materials, including:

(1) Login Request Form

(2) Agency Training Guide: How to Report and Update Agency Records

(3) Guide to the 10 RRS Reports for Agency Users
A guide for agency users to create RRS reports that will sort and organize the information in a department’s RRS records, including by retention and by access class. The guide also suggests ways to use the reports to manage records and information.

(4) Annual Update Kit
The update kit includes the “Report of Statistical Information Required by the UIPA, Section 92F-18(b)(12)” and the “Log of Written Requests for Access to Agency Records,” which collect information about the number of UIPA requests and lawsuits filed and how they were resolved. OIP will be implementing a new log to collect such data in the near future, but the existing Report and Log should continue to be filed for the 2012 fiscal year ending on June 30, 2012.

For the latest facts and news about open government, look here on the What’s New page, or ask to be placed on OIP’s e-mail list for weekly What’s New updates.