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How to Request a Record

  1. Determine Which Agency to Ask

    The first step to submitting an effective UIPA request is to determine which agency is most likely to have the records you’re seeking.  

    For example, if you’re interested in recycling guidelines in your neighborhood, you will want research into which department is responsible for recycling and waste in your county.  This step is important because asking the wrong agency for records will cost you time.

    To assist with your search, a listing and directory of state and county agencies is available below:

  2. Submit Your Request to the Appropriate Agency

    Send your record request directly to the state or county agency that you believe holds the record(s) you are seeking.  Requesters should submit a “formal request” that

    • is written

    • includes contact information for the requester

    • asks to inspect or obtain a copy of a particular government record

    • describes the record being requested

    • specifies how you would like to receive the record (e.g., via email or mail), if requesting copies

    You may use OIP’s model Request to Access a Government Record form (downloadable PDF).  After completing it, send it directly to the agency that has the records you are seeking—not to OIP, unless you’re requesting OIP’s records.  OIP does not maintain other agencies’ records or respond to requests on their behalf. 

  3. Allow Time for the Agency to Respond

    When an agency receives a request, it has 10 business days to grant or deny access, in whole or in part, or if more time is needed due extenuating circumstances, to send a written acknowledgement indicating additional time is needed, usually not more than 10 additional business days. Give the agency time to process your request. The agency may:

    • Provide the records,

    • Ask for clarification,

    • Notify you if additional time is needed

    • Notify you if your request is granted or denied, in full or in part

    • Ask for prepayment before providing the records

  4. Respond to Agency’s Inquiries or Instructions

    An agency may notify you that:

    • It is unable to disclose the record because a further description or clarification of the requested record is needed

    • Prepayment of 50% of the estimated fees and 100% of costs is required before disclosing the requested record(s).

    If you still want the record, you must respond to an agency’s request for clarification or prepayment within 20 business days from the date the notice is postmarked or emailed.  If you do not respond within this time period, your request will be considered abandoned and the agency will have no further duty to process it.

Quick Review

Requester’s Responsibilities

Requester Responsibility

FAQ UIPA

UIPA Open Records Frequently Asked Questions

UIPA FAQ

Request for OIP’s records

Requests for records maintained by OIP may be emailed to [email protected] or sent to 250 South Hotel Street, Suite 107 Honolulu, Hawaiʻi 96813.

You are encouraged to use OIP’s model request form to submit requests.

OIP does not maintain the records of other agencies or respond to requests on behalf of other agencies.

Request for Assistance

When agencies fail to respond to a UIPA request or give an incomplete response, the requester may contact OIP for free assistance.  For example, if 10 business days have passed since you submitted your record request to the agency and you:

  • have not received a response;
  • received only a partial response (and the agency completed all incremental disclosures, if applicable);
  • received a response that does not match your request; or
  • received a response that withholds or redacts information without specifying the record that was withheld or citing the legal authority for the denial.

OIP may open a Request for Assistance (RFA) file and send the agency a letter reminding it of its obligations under the UIPA and asking it to respond to the requester. The purpose of the RFA process is to help a requester receive a proper written response from the agency. It is not to be used to resolve legal questions nor to determine whether the agency’s denial of access was justified.

To initiate the RFA process, please email [email protected] or mail a letter to OIP requesting assistance. You may use OIP’s Request for Assistance model form. Please be sure to include a copy of:

  1. The record request that was sent to the agency; and
  2. All responses you received from the agency about your record request, including, but not limited to, any emails, notices to requesters, acknowledgments, and letters. 

We will review your situation and determine the best way to assist you, which may include opening a Request for Assistance file to help you receive a proper response from the agency or, if necessary, an Appeal.

Federal Government Records

The Freedom of Information Act,5 U.S.C. § 552 (FOIA)–not the UIPA–governs access to records maintained by federal agencies. The Privacy Act of 1974, 5 U.S.C. 552a, governs an individual’s access to their own personal records maintained by federal agencies. OIP does not administer these federal laws. For more information on FOIA requests, please visit FOIA.gov and the U.S. Department of Justice, Office of Information Policy’s website.

FOIA.gov Office of Information Policy