The Records Report System ("RRS")
is a large computerized database, with descriptions of more than
29,000 record titles. In 2004, State agencies began updating their
records report. County departments, however, are awaiting a cable
connection to the system before they can update their report.
The RRS can assist you in identifying
the various types of records maintained by State
and county government agencies.
The RRS lists record titles.
It does not contain the actual individual records.
The RRS reports contain no confidential information.
To request access to a record, contact the department
that maintains the record. Each RRS report includes contact information
for the department officer in charge of the record. OIP
does not maintain these department records.
- Read the instructions and tips below. Then
visit the RRS
- Once there, you can use key words to search
the RRS for information about State and county government
- You can also create reports
to list a department's record titles, sort a department's records
by access class (public or confidential), view a full report for
any record title, and see a report on the number of UIPA-related
lawsuits, by year and by department.
to Using the RRS on the Internet:
This 12-page user's guide will walk you through
the search and reports features to retrieve information from the
RRS. For best results, print the guide and use it on the RRS Internet
- Read the tips
below to get the most from the RRS.
Tips for Using the
- Narrow your search.
For example, you select "Search the Records Report System."
Then, for "Record Name," you enter the key word "contract."
For "Department," you select "All Departments"
and click on "Submit." The result is a list of more
than 500 records with "contract" in the title. To narrow
your search, return to the search page, enter the key word "contract"
for Record Name, and select a particular department in the pulldown
list (State departments are at the bottom of the list, beginning
with "SOH"), then submit.
- View the full record report for any record
Once you have a list of records from your search, or
from a report, you can view the full record report for any single
record title by clicking on the record's unique number ("RSN").
- Search by department.
For example, you select "Record Name and RSN Report."
Then, from the pulldown menu you select "SOH/University of
Hawaii," and sort by "Record Name." Click on "Submit,"
and you see an alphabetical list of the department's record titles.
You can then resort the report by clicking on any column header,
such as "Agency Name" (subdivisions of the department)
or RSN number.
- See which records are public.
You select "Records by Access Classification Report,"
then select a department (for example, "SOH/University of
Hawaii") from the pulldown list. Then you select sort by
"Record Name" and submit. You then see a list of the
department's records, sorted alphabetically by record name, with
the access class for each record, such as "public" or
"confidential." To resort the report by access class,
and group all the public records together, you click on the column
header "Access Classification."
- Know the five access classifications.
Hawaii's public records law, the UIPA,
governs access to State and county records.
In the RRS, departments can use five possible access classifications
for their records:
- Public - public access required.
- Confidential - no public access
- access permitted only to those persons, or under those conditions,
described by specific statute(s).
- Confidential/Conditional -
access permitted to public after segregation of information
protected from disclosure by an applicable UIPA exception.
- access will be determined at a later date.
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.