How to File a Public Records Request in Pearl City, Hawaii

What Is the Uniform Information Practices Act (Modified)?

Hawaii's Uniform Information Practices Act (Modified), commonly called the UIPA, is codified at Hawaii Revised Statutes Chapter 92F (§§ 92F-1 through 92F-43). Enacted in 1988, the UIPA guarantees any person — including corporations, non-residents, and foreign nationals — the right to inspect and obtain copies of government records held by state and county agencies. No statement of purpose is required to make a request.

Under the UIPA, a "government record" is broadly defined as any information maintained by a government agency in written, auditory, visual, electronic, or other physical form. This includes permits, building inspections, contracts, meeting minutes, correspondence, emails, financial statements, police reports, land-use decisions, and environmental assessments. Records that appear in any format — paper, tape, digital file — are covered.

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 whose release would frustrate a legitimate government function, and records protected by other state or federal law. The burden of proving that a withholding is justified falls on the agency — not on you.

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 and County of Honolulu (Pearl City)

How to Submit Your Request

Because Pearl City is an unincorporated community, there is no separate Pearl City government — all records requests are directed to the City and County of Honolulu. The first step is to identify which Honolulu department maintains the records you need: the Office of the City Clerk holds legislative records and ordinances, while departments like Planning and Permitting, Environmental Services, or the Department of Budget and Fiscal Services maintain their own records separately. Under the UIPA, requests must be in writing. The State of Hawaii's Office of Information Practices (OIP) provides a standard "Request to Access a Government Record" form available at oip.hawaii.gov/forms/ in both PDF and Word formats. Complete the form and submit it by email to [email protected] for City Clerk records, or directly to the relevant department's records officer for department-specific records. Requests may also be mailed or delivered in person to the address above during business hours.

Download Required Form

What to Include in Your Request

• Your full name and contact information (mailing address, phone number, and/or email)
• A clear and specific description of the records you are requesting — include dates, subject matter, parties involved, and any relevant document titles or numbers
• The name of the City and County of Honolulu department or agency you believe holds the records
• Your preferred format for receiving the records (electronic copy via email, paper copy by mail, or in-person inspection)
• A statement of your fee threshold — the maximum amount you are willing to pay before being notified
• If seeking a public interest fee waiver, a statement explaining how disclosure will benefit the general public and your ability to disseminate the information
• Your signature and the date of the request

Response Deadlines and What to Expect

Under HRS § 92F-11, the City and County of Honolulu — and any other agency that receives a formal written UIPA request — must respond within 10 business days of receiving the request. Unlike some states, Hawaii imposes the same deadline regardless of whether you are a Hawaii resident or not. There is no distinction based on citizenship or residency.

A "response" under the UIPA means the agency must either grant access, deny access (with a written explanation citing the specific exemption), or notify you that extenuating circumstances apply and provide an estimated timeline. Simply acknowledging receipt of your request is not sufficient — the agency must act on it.

Under extenuating circumstances — such as the need to consult with legal counsel, conduct an extensive search, or review and segregate a large volume of records — the agency may extend the response period. If the response requires segregation (redacting exempt portions), the agency has 10 business days to notify you and then 5 additional days after notification (or after receiving payment) to disclose the public portions. For very large or complex requests, the agency may provide incremental disclosures every 20 business days under Hawaii Administrative Rules § 2-71-15.

Fees for the City and County of Honolulu include $0.50 for the first page and $0.25 per page thereafter for photocopies, plus $2.50 per 15 minutes for agency search time and $5.00 per 15 minutes for review and segregation. The first $30 of search, review, and segregation fees is automatically waived for all requesters under HAR § 2-71-31. Agencies may require prepayment of estimated fees before processing begins.

What to Do If Your Request Is Denied or Delayed

If the City and County of Honolulu denies your request — in full or in part — the agency is required by HRS § 92F-15 to provide a written denial specifying the exact statutory exemption under HRS § 92F-13 that justifies withholding. A blanket refusal with no legal basis is itself a violation of the UIPA. Common reasons for denial include claims that the records would invade personal privacy, are related to pending litigation, are protected by other law (such as federal statutes or state confidentiality provisions), or that the request is so vague the agency cannot identify responsive records.

If your request is denied or simply goes unanswered past the 10-business-day deadline, you have two formal avenues of redress:

First, you may file a free administrative appeal with Hawaii's Office of Information Practices (OIP) within one year of the denial under HRS § 92F-15.5. OIP will review the denial, may request records from the agency for in camera inspection, and will issue a formal opinion. If OIP orders disclosure and the agency does not appeal within 30 days, you may seek court enforcement.

Second, you may bypass OIP entirely and file a civil action in the circuit court at any time within two years of the denial under HRS § 92F-15. The court hears the matter de novo — the agency bears the burden of justifying each withholding. Critically, if you prevail in a court action, the court shall — not merely may — assess reasonable attorney's fees and all other litigation expenses against the agency under HRS § 92F-15(d). Choosing to go to OIP first does not forfeit your right to later appeal to circuit court.

Practical first step: before filing an appeal, contact the City Clerk's office directly. Delays are often administrative, and a polite follow-up email citing the statutory deadline frequently resolves the issue.

Steps to Appeal

1. Follow up in writing with the City Clerk or the relevant department records officer, referencing the 10-business-day deadline under HRS § 92F-11 and requesting a status update.
2. If the request is denied, review the written denial carefully — the agency must cite a specific exemption under HRS § 92F-13. Note the date of the denial, as this starts the clock for appeals.
3. Contact Hawaii's Office of Information Practices (OIP) Attorney of the Day service at [email protected] or (808) 586-1400 for free, non-binding guidance — responses are typically provided within 24 hours.
4. File a free administrative appeal with OIP under HRS § 92F-15.5 within one year of the denial. OIP's review is informal, does not require an attorney, and OIP opinions carry legal precedential weight.
5. If OIP orders disclosure and the agency complies, the matter is resolved. If OIP upholds the denial, you retain the right to appeal to circuit court within two years of the original denial (or from the date of OIP's final decision) under HRS § 92F-15.
6. File a civil action in the First Circuit Court of Hawaii under HRS § 92F-15. The agency bears the burden of proof. The court may examine withheld records in camera.
7. If you prevail in court, the court shall assess reasonable attorney's fees and all litigation costs against the agency under HRS § 92F-15(d) — fee awards to prevailing requesters are mandatory, not discretionary.

Types of Records You Can Request from Pearl City, Hawaii

Because Pearl City is served by the City and County of Honolulu, records relating to the community are distributed across multiple Honolulu departments. The following types of records are commonly requested and are presumptively public under the UIPA.

• Building permits, inspections, and code enforcement records for Pearl City properties
• Zoning decisions, land-use applications, and development plans in the Pearl City area (Department of Planning and Permitting)
• City Council resolutions, ordinances, and committee hearing transcripts affecting O'ahu (Office of the City Clerk)
• Government contracts and vendor agreements entered into by Honolulu county agencies
• Environmental compliance records and hazardous materials site files for Pearl City locations
• Honolulu Police Department incident reports and crash reports from the Pearl City area (District 3)
• City budget documents, financial audits, and expenditure records
• Public works records, including road maintenance, sewer, and infrastructure projects in Pearl City
• Parks and recreation permits and usage records for Pearl City facilities
• Property tax assessment records and real property records (Bureau of Conveyances / Department of Budget and Fiscal Services)
• Traffic engineering studies and transportation planning documents affecting Pearl City corridors
• Meeting minutes and agendas of boards and commissions with jurisdiction over O'ahu
• Emergency management plans and disaster preparedness records for the Pearl City/Ewa District area
• Civil defense and emergency response records
• Voter registration data and election records (Office of the City Clerk, Elections Division)

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

Tips for Effective Public Records Requests in Pearl City