Agency Login Site
(you must have
a login name and password to log in)
Training Guide: How to Report & Update Agency Records (pdf)
This guide leads the agency user though most of the resources on
this page, in four steps:
Internet Access to RRS; Reporting Agency Records; Staying Current;
and RRS Reports Online
Entry Form (pdf)
Data Entry Form
Entry Instructions (pdf)
Instructions (MS Word)
Entry Tips (pdf)
Use these data entry tips with the Data Entry Instructions.
Entry: Pulldown Menus (pdf)
For some of the fields in the RRS there are pulldown menus to help
the user. This is a list of the contents of the pulldown menus.
If you are adding or editing records for the RRS, or involved in
the review process, this list may be helpful.
Request Form (pdf)
Request Form (fillable form, in MS Word)
The site for agencies to add, edit, and delete their RRS records,
and to print any of the ten RRS reports, is on the State's Next
Generation Network ("NGN"). If your agency is connected
NGN, you can request a login with this form.
Site for Agency Users
Once you have your RRS login, click to go to the agency site on
the NGN. Use your new login and temporary password to log in. Then
you can change your password.
Case Files (pdf)
Guidance on how to report case files, such as "Personnel File,"
"Correspondence File," "Research File," and
A quick guide to using the UIPA to determine a record's access classification
when reporting the record on the RRS. Includes some tips on browsing
the RRS for answers.
of Personnel Records (pdf)
Issued June 6, 2001, these guidelines cover the disclosure of government
records concerning State and county employees ("personnel records")
under the UIPA. These guidelines revise OIP Guidelines No. 1 issued
May 1, 1991, on the same subject matter.
to the 10 RRS Reports for Agency Users (pdf)
A guide to creating the 10 RRS reports for agency users. These reports
sort and organize the information in a department's RRS records.
The guide also suggests ways to use the reports to manage records
Update Kit (pdf)
Instructions to agencies for completing the annual update of each
department's public report of records. Includes information on why,
when, and how to update; how to report the additional statistical
information; and where to call when there are questions.
of Statistical Information Required by the UIPA, Section 92F-18(b)(12)
(used prior to October 2012) NOTE: Beginning in October
2012, the reporting of statistical information will be done with
the UIPA Record Request Log. Training and instructions for this
new UIPA Log appear below.
UIPA Record Request Log:
The UIPA Record Request Log is a new tool for agencies
to track their written requests for records, track their response,
and calculate fees and costs. Please follow the Instructions and
Request Log TRAINING with narration, part 1 (streaming) (Nov.
Request Log TRAINING with narration, part 2 (streaming) (Nov.
Videos may take a while to begin, depending on
your browser. Once a video begins playing, you can download
and save it to RealPlayer by mousing over the video and then
clicking in the upper right on "Download This Video."
(If you need to download the free RealPlayer to your computer,
go to www.real.com/realplayer.)
Record Request Log TRAINING (pdf) *
Record Request Log INSTRUCTIONS *
Record Request Log FAQ
Record Request Log (Excel) (October 12, 2012) *
Note: To adjust your view of the Log spreadsheet, change the zoom
view to 50%
(click on View, then Zoom, and select a zoom level).
Reporting the UIPA Log on the Records Report
OIP has a model report of the UIPA Log for State of Hawaii executive
agencies on the RRS (see RSN
39988). 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.
Uploading UIPA Log summaries to data.hawaii.gov:
Beginning in January 2013, State agencies will be required to
semiannually upload their Log summaries to OIP’s Master
Log on the State's new website at data.hawaii.gov, where the data
can be summarized, sorted, analyzed, and visualized in countless
ways. The instructions and form below (October 17, 2012) teach
you how to upload multiple sets of Log totals at one time onto
to Upload Multiple UIPA Log Totals to data.hawaii.gov TRAINING
UIPA Log to Upload Multiple Agency Totals to data.hawaii.gov
If you have questions about the RRS, please call the Office of Information
Practices at (808) 586-1400 and ask for the Records Report Specialist,
or email your questions to OIP