RRS
Agency Login Site
(you must have
a login name and password to log in)
Agency
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
Data
Entry Form (pdf)
Data Entry Form
(MS Word)
Data
Entry Instructions (pdf)
Data Entry
Instructions (MS Word)
Data
Entry Tips (pdf)
Use these data entry tips with the Data Entry Instructions.
Data
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.
Login
Request Form (pdf)
Login
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
to the
NGN, you can request a login with this form.
RRS
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.
Reporting
Case Files (pdf)
Guidance on how to report case files, such as "Personnel File,"
"Correspondence File," "Research File," and
"Client File."
Determining
Access Classification
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.
Disclosure
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.
Guide
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
and information.
Report
of Statistical Information Required by the UIPA, Section 92F-18(b)(12)
(pdf)
Use this form to report your department's UIPA lawsuit information
and the department's number of written requests, by fiscal year.
The State's RRS department coordinators have been given instructions
about reporting this information.
LOG
of Written Requests for Access to Agency Records
(pdf)
LOG
of Written Requests for Access to Agency Records
(MS Word)
Use this form to report to your department coordinator with the
total number of written requests for access to your agency records,
and the number denied, by fiscal year. Follow the guidelines.
The State's RRS department coordinators will report the department
totals to the OIP.
Annual
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.
Questions?
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.
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