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
Training below.
* FY 2014
REPORTING FOR UIPA RECORD REQUEST LOG:
EFFECTIVE JULY 1, 2013, to report record requests received July
1, 2013,
or later.
The UIPA Record Request Log has been revised
to add a column for "Request Needed Initial Clarification."
(For FY 2013 reporting, scroll down to FY 2013 materials).
*** UIPA
Record Request Log TRAINING with notes (pdf) (July 1, 2013)
UIPA
Record Request Log TRAINING handout (for note taking) (pdf)
(July 1, 2013)
UIPA
Record Request Log TRAINING with narration (PowerPoint)
(July 1, 2013)
UIPA
Record Request Log INSTRUCTIONS (July 1, 2013)
UIPA
Record Request Log FAQ (July 1, 2013)
UIPA
Record Request Log (form) (Excel) (July 1, 2013)
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).
Note: The UIPA Log summaries
(totals) will be uploaded twice
a year to data.hawaii.gov
(see reporting and uploading instructions below). Each agency
should save its UIPA Record Request Log file for the first 6-month
period (July through December 2013), then save that same file
under a different name (FY 2014) to add
the data for records requests received in January through June
2014). This means that the second report (due in July) will
cover the entire fiscal year from July 1 to June 30, and will
be uploaded to a different Master Log reflecting the annual
totals from all agencies.
Here's the uploading schedule:
January 2014: Upload 6-month Log summaries
for July 1, 2013, through December 31, 2013.
July 2014: Upload 12-month Log summaries
for all of FY 2014 (July 1, 2013, through June 30, 2014).
Reporting the UIPA Log on the Records Report
System (RRS):
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.
The RRS Page for
Agencies has login information, reporting instructions, and
other guidance.
Uploading UIPA Log summaries to data.hawaii.gov:
Beginning in January 2013, State agencies have been 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 (July 1, 2013) teach you
how to upload multiple sets of Log totals at one time onto data.hawaii.gov.
*** How
to Upload Multiple UIPA Log Totals to data.hawaii.gov TRAINING
(pdf) (July 1, 2013)
Blank
UIPA Log to Upload Multiple Agency Totals to data.hawaii.gov
(Excel) (July 1, 2013)
* FY 2013 REPORTING
FOR UIPA RECORD REQUEST LOG:
Use these materials to report record requests received in FY 2013
(July 1, 2012 through June 30, 2013). (For FY 2014 reporting,
scroll up to FY 2014 materials.)
Tip
Sheet for UIPA Log Users (Feb. 1, 2013)
A list of tips for (1) completing the log and (2) uploading the
log totals to data.hawaii.gov. This list is based on the experiences
of agency personnel who have completed the UIPA Log for their
agencies, and those who are uploading the log totals to data.hawaii.gov.
UIPA
Record Request Log TRAINING with narration, part 1
(streaming) (Nov. 5, 2012)
UIPA
Record Request Log TRAINING with narration, part 2
(streaming) (Nov. 5, 2012)
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.)
*** UIPA
Record Request Log TRAINING with notes (pdf) (Nov. 5, 2012)
UIPA
Record Request Log TRAINING handout (for note taking) (pdf)
(Nov. 14, 2012)
UIPA
Record Request Log INSTRUCTIONS (Oct. 11, 2012)
UIPA
Record Request Log FAQ (August 2012)
UIPA
Record Request Log (form) (Excel) (Oct. 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).
Note: The UIPA Log summaries
(totals) will be uploaded twice
a year to data.hawaii.gov
(see reporting and uploading instructions below). Each agency
should save its UIPA Record Request Log file for the first 6-month
period (July through December 2012), then save that same file
under a different name (FY 2013) to add
the data for records requests received in January through June
2013). This means that the second report (due in July) will
cover the entire fiscal year from July 1 to June 30, and will
be uploaded to a different Master Log reflecting the annual
totals from all agencies.
Here's the uploading schedule:
January 2013: Upload 6-month Log summaries
for July 1, 2012, through December 31, 2012.
July 2013: Upload 12-month Log summaries
for all of FY 2013 (July 1, 2012, through June 30, 2013).
Reporting the UIPA Log on the Records Report
System (RRS):
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.
The RRS Page for
Agencies has login information, reporting instructions, and
other guidance.
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
data.hawaii.gov.
*** How
to Upload Multiple UIPA Log Totals to data.hawaii.gov TRAINING
(pdf) (Oct. 17, 2012)
Blank
UIPA Log to Upload Multiple Agency Totals to data.hawaii.gov
(Excel) (Oct. 16, 2012)
