This week, the state Office of Information Practices will begin training the Counties and the Office of Hawaiian Affairs (OHA) on how to use the UIPA Record Request Log, which is already being used by the Governor and Lt. Governor’s offices, all state Executive Branch departments, the Judiciary, and the University of Hawaii.
The Log provides a uniform method for all agencies to stay on track and comply with Hawaii’s Uniform Information Practices Act (UIPA) regarding formal written requests for records:
- The Log is a tool to help agencies keep TRACK of written requests for public and personal records, and when and how the agency responded;
- The Log provides a uniform method to REPORT the numbers and types of record requests and their outcomes onto the State’s open data website at data.hawaii.gov;
- The Log helps agencies to properly ASSIST requesters and comply with the UIPA;
- The Log helps agencies to CALCULATE fees and costs; and
- The Log advances the UIPA’s goal to KEEP GOVERNMENT OPEN and agencies accountable to the public.
Based on semiannual data for FY 2014 provided by the agencies already using the Log, OIP has created a preliminary report, which can be found on OIP’s website.
The counties, OHA, and Oahu Metropolitan Planning Organization (OMPO) will begin using the Log on July 1, 2014. OIP has updated the FY 2015 Log form on its website to add the new departments and agencies to the drop-down menu in Columns A and B.
The agencies already using the Log are reminded that they should start a new FY 2015 Log when the fiscal year begins on July 1, 2014. For approximately two months, agencies will be working with two Logs: (1) the FY 2014 Log for requests received through June 30, 2014; and (2) the FY 2015 Log for requests received beginning July 1, 2014. During this overlap period, agencies can finish recording how their FY 2014 requests were resolved. By August 31, 2014, agencies must enter their Log totals onto their department’s Log for uploading onto the UIPA Master Log at data.hawaii.gov.