How to File a Public Records Request in Hilo, Hawaii

What Is the Uniform Information Practices Act (Modified)?

Hawaii's Uniform Information Practices Act (Modified), or UIPA, is codified at Hawaii Revised Statutes Chapter 92F (§§ 92F-1 through 92F-43). The law establishes a fundamental principle: all government records are presumptively open to public inspection and copying unless access is restricted or closed by law. Any person — individual, corporation, or other legal entity — may request records. No statement of purpose is required, and there are no residency restrictions.

Public records under the UIPA include all information maintained by a government agency in written, auditory, visual, electronic, or other physical form. This covers a wide range of county materials: meeting agendas and minutes, building permits, contracts, budgets, zoning maps, correspondence, emails, and departmental reports. The burden falls squarely on the agency to justify withholding — not on the requester to explain why they want the record.

Key exemptions under HRS § 92F-13 include records whose disclosure would constitute a clearly unwarranted invasion of personal privacy; records related to pending litigation; records that would frustrate a legitimate government function; records protected by other law or court order; and certain legislative working papers. These exemptions are largely discretionary — agencies may elect to disclose qualifying records even when not required to do so.

Read the full text of the Uniform Information Practices Act (Modified) (Hawaii Revised Statutes Chapter 92F (§§ 92F-1 through 92F-43))

How to File a Public Records Request with the County of Hawaiʻi (Hilo)

How to Submit Your Request

Because Hilo is the county seat of the unincorporated County of Hawaiʻi, records requests go to the relevant county department — not a separate city government. For legislative records (Council bills, resolutions, ordinances, and meeting minutes), contact the Office of the County Clerk at [email protected] or in person at 25 Aupuni Street, Suite 1402. For records held by other county departments — such as the Department of Public Works, Planning, or Finance — direct your written request to the department that maintains those records. The State of Hawaii's Office of Information Practices (OIP) offers a free model request form at oip.hawaii.gov/forms that you may use, but no specific form is required. A written request by email, mail, or in-person delivery is sufficient under HRS Chapter 92F.

What to Include in Your Request

• Your full name and contact information (mailing address, phone number, and/or email address)
• A clear and specific description of the records you are seeking, including relevant dates, department names, or document types
• The format in which you want to receive the records (e.g., electronic PDF via email, paper copy by mail, in-person inspection)
• A statement that the request is made pursuant to Hawaii Revised Statutes Chapter 92F (the UIPA)
• A fee ceiling — state the maximum dollar amount you are willing to pay before the agency contacts you for authorization
• A public interest fee waiver statement, if applicable (explain your ability and intent to widely disseminate the information to the public)
• Your signature (for formal written requests submitted by mail or in person)

Response Deadlines and What to Expect

Under Hawaii Revised Statutes § 92F-11(b), government agencies — including Hawaii County departments — must respond to a formal written UIPA request within ten business days of receipt. Unlike some states, Hawaii imposes no residency requirement: the ten-business-day deadline applies equally to all requesters regardless of where they live.

A 'response' within the ten-day window means the agency must provide either the records themselves or a written Notice to Requester (NTR) explaining the status — for instance, that it needs additional time or that some records will be withheld. If the request requires segregating exempt from non-exempt content, the agency has ten business days to notify you of the segregation and then five additional business days (after notification or receipt of payment) to release the public portion.

In extenuating circumstances — such as the need to consult with legal counsel or conduct an extensive search — the agency may extend its response in increments of up to twenty business days and make incremental disclosures. If granted an extension, the agency must acknowledge your request and explain the reason for the delay.

Fees follow Hawaii Administrative Rules § 2-71-31: copying costs not less than $0.05 per page; search time at $2.50 per 15 minutes; and review/segregation at $5.00 per 15 minutes. The first $30 of search, review, and segregation fees is automatically waived. Agencies may require prepayment when estimated costs exceed $30.

What to Do If Your Request Is Denied or Delayed

Receiving a denial or a non-response from a Hawaii County department can feel discouraging, but the state's public records framework gives you real tools to push back — including a free, non-judicial appeal option that requires no attorney.

The most common reasons Hawaii County agencies deny requests include: the record falls within a recognized exemption under HRS § 92F-13 (such as personal privacy or pending litigation); the agency claims it does not possess the requested records; the description of the requested records is considered insufficient; or estimated fees are unpaid. If records are redacted, the agency must identify the specific exemption that justifies each redaction.

If your request is denied, improperly delayed, or you believe the fee determination is wrong, your first step should always be to contact the department directly and ask for clarification or reconsideration. Often, a simple follow-up or narrowed request resolves the issue without formal escalation.

If informal resolution fails, Hawaii offers one of the most requester-friendly appeal systems in the country: the Office of Information Practices (OIP). OIP provides free, non-judicial review of UIPA disputes. You may file a complaint with OIP within one year of a denial under HRS § 92F-15.5. OIP opinions are legally admissible and agencies that ignore them face court enforcement. You also retain the right to file a civil action in circuit court within two years of the denial under HRS § 92F-15. In successful court cases, the circuit court has discretion to award attorney's fees and costs to a prevailing requester.

Steps to Appeal

1. Contact the department that denied or delayed your request — ask for a written explanation citing the specific exemption under HRS § 92F-13, or a revised timeline for production.
2. If the denial involves legislative records, escalate to the County Clerk's Office directly at [email protected] or (808) 961-8255.
3. Use the OIP's free 'Attorney of the Day' service for same-day or next-day guidance: call (808) 586-1400 or email [email protected]. This is informal and does not start a formal appeal clock.
4. File a formal complaint with the Office of Information Practices (OIP) at oip.hawaii.gov within one year of the denial under HRS § 92F-15.5. OIP review is free, does not require an attorney, and OIP opinions are enforceable by the courts.
5. If OIP orders disclosure and the agency does not comply or appeal, seek court enforcement of the OIP opinion in circuit court.
6. File an independent civil action in the Third Circuit Court (Hilo) within two years of the denial under HRS § 92F-15. The court may award attorney's fees and costs to a prevailing plaintiff if the agency's denial lacked a reasonable basis in law.

Types of Records You Can Request from Hilo, Hawaii

Because Hilo is governed at the county level, public records requests cover the full range of Hawaii County government operations — from land use decisions and infrastructure spending to police conduct and environmental permits. The following categories represent the most commonly requested record types from Hawaii County departments serving the Hilo area.

• Hawaii County Council bills, resolutions, and ordinances
• County Council meeting agendas, minutes, and committee reports
• Building permits and inspection records (Department of Public Works)
• Zoning maps, land use decisions, and planning department records
• County contracts, vendor agreements, and procurement records
• County budget documents, audits, and financial reports
• Police reports and Hawaii Police Department records (349 Kapiolani Street, Hilo)
• Real property tax assessment records (Real Property Tax Office, 101 Pauahi Street)
• Environmental permits and Department of Environmental Management records
• County employee salary schedules and collective bargaining agreements
• Civil defense and emergency management plans and reports
• Liquor Commission licenses and hearing records
• County election records, voter registration data, and campaign finance filings
• County-owned real property records and land transactions
• Correspondence and emails of county officials related to official duties

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the County of Hawaiʻi to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Hilo