How to File a Public Records Request in Honolulu, Hawaii

What Is the Uniform Information Practices Act (Modified)?

The Uniform Information Practices Act (Modified), or UIPA, is Hawaii's public records law, codified at Hawaii Revised Statutes Chapter 92F (§§ 92F-1 through 92F-43). Enacted in 1988, the UIPA guarantees every person — individual, corporation, nonprofit, or other legal entity, regardless of citizenship — the right to inspect and obtain copies of government records maintained by any state or county agency. No statement of purpose is required.

Under the UIPA, a "government record" means any information maintained by a government agency in written, auditory, visual, electronic, or other physical form. This includes written documents, emails, maps, video recordings, audio tapes, and data stored in computer systems. Examples of records covered include building permits, meeting minutes, government contracts, consultant agreements, bid results, employee compensation data, environmental test results, and real property tax records.

The UIPA contains five categories of exceptions that may justify withholding: personal privacy (medical, personnel, and financial information about individuals), litigation privilege (records related to pending legal proceedings), frustration of government function, records protected by other statutes or court orders, and legislative working papers. These exceptions are largely discretionary — an agency may elect to disclose records that technically fall within an exception. The burden of justifying withholding rests on the agency, not the requester.

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 City of Honolulu

How to Submit Your Request

The City and County of Honolulu has more than 20 departments, and each one is responsible for handling its own records requests independently under the UIPA. Before submitting, identify the correct city agency that is most likely to maintain the records you seek. For City Council legislative records, ordinances, and resolutions, the Office of the City Clerk ([email protected], Room 100) is the appropriate contact. For other departments — such as the Department of Environmental Services, the Department of Planning and Permitting, or the Honolulu Police Department — contact that department directly. Requests must be submitted in writing using the state Office of Information Practices' Request to Access a Government Record form (OIP Form 1), available from oip.hawaii.gov in both PDF and editable Word formats. Completed forms may be submitted by email, mail, or in person at the relevant department during regular business hours. Always state your preferred method of receiving the records (pick-up, mail, or email).

Download Required Form

What to Include in Your Request

• Your full name and contact information (mailing address, email, and/or phone number)
• A clear and specific description of the government record(s) you are requesting, including record name, subject matter, date range, and any names or reference numbers that will help the agency locate the record
• The name of the specific city agency you believe maintains the record
• Your preferred method of receiving the records (in-person inspection, pick-up copy, mail, or email)
• A statement requesting a public interest fee waiver, if applicable, including your identity and how disclosure serves the public interest
• The format in which you want the records (paper copy, electronic file, etc.)
• A fee threshold above which you want to be contacted before the agency proceeds

Response Deadlines and What to Expect

Under the UIPA and implementing rules at Hawaii Administrative Rules § 2-71-13, a city agency must respond to a formal written records request within 10 business days of receipt. "Business days" are defined as agency workdays, excluding Saturdays, Sundays, and state holidays. Unlike some states, Hawaii does not distinguish between residents and non-residents — the 10-business-day deadline applies equally to all requesters.

A response within 10 business days does not necessarily mean receiving the records themselves. The agency may provide the records, issue a formal notice that the request needs clarification, notify you that it is segregating releasable from exempt portions, or invoke extenuating circumstances to extend the deadline. Under HAR § 2-71-13, an agency facing extenuating circumstances — such as the need to consult with legal counsel, search extensive files, or coordinate across multiple divisions — may provide records incrementally every 20 business days for an indefinite period, provided it explains the circumstances in writing and gives an estimated completion date.

Fees for search time ($2.50 per 15 minutes), review and segregation ($5.00 per 15 minutes), and photocopies ($0.50 for the first page, $0.25 per page thereafter) may be assessed. The first $30 in search, review, and segregation fees is automatically waived. An agency may require prepayment of up to 50% of projected search and review fees and 100% of other estimated costs before processing a large request.

What to Do If Your Request Is Denied or Delayed

If the City of Honolulu or any city agency denies your records request, delays its response beyond the statutory deadline, or provides an inadequate response, you have several meaningful options under the UIPA.

First, review the denial notice carefully. Under Hawaii Administrative Rules, any denial must state the specific legal authority under HRS § 92F-13 that justifies withholding each record or portion withheld. Vague denials that cite no specific exemption may themselves be legally deficient. If the denial seems overbroad or the exemption cited does not clearly apply, consider writing back to the agency to request a more detailed explanation or to narrow your request.

If informal follow-up does not resolve the issue, you have two formal escalation paths. The first is to file an appeal with the state Office of Information Practices (OIP) at oip.hawaii.gov, either via email at [email protected] or by calling (808) 586-1400. Under HRS § 92F-15.5, you may appeal a denial to OIP within one year of the denial. OIP's process is free, informal, and does not require an attorney. If OIP rules in your favor, the agency must make the records available. If OIP upholds the denial, you retain the right to pursue a court action.

The second option — which may be pursued instead of or after OIP review — is to file a civil action in Hawaii circuit court within two years of the denial under HRS § 92F-15. The circuit court reviews the matter de novo when a requester appeals after OIP upheld the agency's denial. Courts may award attorney fees and costs in successful public access cases. Even if you are not denied outright, unreasonable delays or non-responses can be reported to OIP, which has the authority to investigate agency compliance with the UIPA.

Steps to Appeal

1. Review the denial notice to confirm the agency cited a specific exemption under HRS § 92F-13; a denial lacking legal justification may itself be challengeable.
2. Contact the agency directly — by phone or written follow-up — to clarify the basis for denial, ask whether the request can be narrowed, or inquire about the timeline for a delayed response.
3. Use OIP's free Attorney of the Day service by emailing [email protected] or calling (808) 586-1400 to obtain non-binding guidance on whether the denial appears legally justified.
4. File a formal appeal with the Office of Information Practices (OIP) under HRS § 92F-15.5; this must be filed within one year of the denial and is free, informal, and does not require an attorney.
5. If OIP rules in your favor and the agency still does not comply, seek court enforcement of OIP's decision in Hawaii circuit court.
6. If OIP upholds the denial, you may still file a civil action in circuit court under HRS § 92F-15 within two years of the original denial; the court will review the matter de novo.
7. Consult a public interest attorney or the Public First Law Center (publicfirstlaw.org), a Hawaii nonprofit that advocates for open government and may be able to provide guidance or assistance.

Types of Records You Can Request from Honolulu, Hawaii

The City and County of Honolulu maintains a broad range of government records across its more than 20 departments. The following are common categories of records that residents, journalists, researchers, and businesses frequently request under the UIPA.

• Building permits and permit applications (Department of Planning and Permitting)
• Zoning decisions, variances, and land use approvals
• City Council ordinances, resolutions, committee minutes, and hearing transcripts
• Contracts between the city and private vendors or consultants, including contract amounts and durations
• Government bid results and public procurement records
• Honolulu Police Department incident reports and use-of-force records (subject to applicable exemptions)
• Real property tax records and assessment data
• Environmental test results and water service consumption data
• Mayor's Office correspondence and official communications
• City employee names, job titles, salary ranges, and employment dates
• Department of Transportation Services traffic study and project documents
• City budget documents, financial statements, and audit reports
• Honolulu Authority for Rapid Transportation (HART) rail project records and contracts
• Department of Environmental Services waste management and environmental compliance records
• City-funded grant agreements and community development records

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

Tips for Effective Public Records Requests in Honolulu