How to File a Public Records Request in Kapolei, 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 — regardless of residency, citizenship, or stated purpose — the right to inspect and obtain copies of records maintained by any state or county agency, including all City and County of Honolulu departments serving Kapolei. No justification for your request 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 documents, emails, maps, photographs, video recordings, audio recordings, and data stored in computer systems. Examples include building permits, zoning decisions, government contracts, bid results, meeting minutes, environmental records, and employee compensation data.

The UIPA identifies five categories of exceptions that may justify withholding: personal privacy, litigation privilege, frustration of government function, records protected by other statutes or court orders, and legislative working papers. These exceptions are largely discretionary — agencies may choose to disclose records that technically qualify for protection. 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 Kapolei

How to Submit Your Request

Because Kapolei is part of the City and County of Honolulu — not an independent city — there is no single Kapolei records office. Each city department handles its own UIPA requests independently. The first step is identifying which department maintains the records you need. For building permits and land use records, contact the Department of Planning and Permitting's Kapolei Building Permit Center at 1000 Uluohia Street. For environmental records, contact the Department of Environmental Services (env@honolulu.gov), which has offices at 1000 Uluohia Street, Suite 308. For City Council ordinances and legislative records, contact the Office of the City Clerk at clerks@honolulu.gov. For parks records, contact the Department of Parks and Recreation at 1000 Uluohia Street, Suite 309. All requests must be submitted in writing using the OIP's official Request to Access a Government Record form (OIP Form 1), available at oip.hawaii.gov. Completed forms may be submitted by email, mail, or in person at the relevant department during regular business hours.

Download Required Form

What to Include in Your Request

• Your full name and contact information (mailing address, email address, and/or phone number) so the agency can respond
• The name of the specific City and County of Honolulu department you believe maintains the record (e.g., Department of Planning and Permitting, Department of Environmental Services)
• A clear and specific description of the government record(s) sought, including record name, subject matter, date range, and any identifying reference numbers or individual names
• Your preferred method of receiving the records — in-person inspection, paper copy by pick-up, mail, or electronic delivery by email
• The format in which you want the records, if the agency maintains them in a form other than paper (e.g., electronic files, spreadsheet, database extract)
• A fee threshold above which you want the agency to contact you before proceeding, to prevent unexpected cost assessments
• A public interest fee waiver statement, if applicable, explaining your identity and how disclosure serves the public interest rather than a commercial purpose

Response Deadlines and What to Expect

Under the UIPA and implementing rules at Hawaii Administrative Rules § 2-71-13, any City and County of Honolulu agency — including those with Kapolei offices — must respond to a formal written records request within 10 business days of receipt. "Business days" are standard workdays, excluding Saturdays, Sundays, and state holidays. Hawaii law does not distinguish between residents and non-residents; the 10-business-day deadline applies equally to all requesters regardless of where they live.

A response within 10 business days does not necessarily mean you will receive the records themselves within that window. The agency may respond by making the records available, issuing a notice that it needs clarification, identifying exempt materials it intends to withhold, or invoking extenuating circumstances. Under HAR § 2-71-13, when extenuating circumstances apply — such as the need to consult legal counsel, search extensive files, or coordinate across multiple divisions — the agency may provide records incrementally every 20 business days, so long as it explains the reason in writing and provides an estimated completion date.

Fees may be assessed for search time ($2.50 per 15 minutes), review and segregation ($5.00 per 15 minutes), and photocopying ($0.50 for the first page, $0.25 per page thereafter). The first $30 of search, review, and segregation fees is automatically waived for all requesters. Agencies may require prepayment of estimated fees before processing begins for large requests.

What to Do If Your Request Is Denied or Delayed

If a City and County of Honolulu agency serving Kapolei denies your records request, exceeds the statutory deadline without explanation, or provides a response that appears legally deficient, you have several meaningful paths forward under the UIPA.

Start by reviewing the denial notice carefully. Any lawful denial must identify the specific exemption under HRS § 92F-13 that justifies withholding each record or portion withheld. A denial that cites no statute, offers only a vague explanation, or withholds records wholesale without analysis may itself be legally vulnerable. If the denial seems overbroad, consider writing back to ask for a more detailed legal justification or to offer a narrowed version of your request.

If informal follow-up doesn't resolve the issue, you have two formal escalation paths. The first — and often most efficient — is to file a free, informal appeal with the state Office of Information Practices (OIP). Under HRS § 92F-15.5, you may file this appeal within one year of the denial. OIP's process does not require an attorney, does not follow contested case procedures, and often results in a formal opinion within a reasonable time. If OIP rules in your favor, the agency must comply or appeal the decision to circuit court.

The second option is to file a civil action directly in Hawaii First Circuit Court under HRS § 92F-15 within two years of the denial. The court reviews the matter de novo. Courts may award attorney fees and costs to a prevailing requester in successful public access cases. Even when a request isn't outright denied, an agency's failure to respond within the 10-business-day deadline — or to provide required notices — is itself a violation you can report to OIP for investigation.

Steps to Appeal

1. Review the denial notice to confirm the agency cited a specific exemption under HRS § 92F-13; a denial that cites no statutory authority or offers only vague justification is legally deficient and challengeable.
2. Contact the relevant department directly — by phone or written follow-up — to ask for clarification on the basis for denial, request that the agency identify which specific portions are exempt, or offer to narrow your request to non-exempt materials.
3. Use OIP's free Attorney of the Day service by emailing oip@hawaii.gov or calling (808) 586-1400 to receive non-binding guidance — usually within 24 hours — on whether the denial appears consistent with the UIPA.
4. File a formal, free appeal with the Office of Information Practices under HRS § 92F-15.5 within one year of the denial; no attorney is required and OIP's proceedings do not follow formal contested case procedures.
5. If OIP rules in your favor and the agency does not comply, seek enforcement of OIP's decision in Hawaii First Circuit Court.
6. If OIP upholds the denial, you may still file a civil action in Hawaii First Circuit Court under HRS § 92F-15 within two years of the original denial; the court conducts a de novo review independent of OIP's opinion.
7. Consult a public interest attorney or contact the American Civil Liberties Union of Hawaii (acluhi.org) or the Society of Professional Journalists (spj.org) for referrals to attorneys who handle public records access cases.

Types of Records You Can Request from Kapolei, Hawaii

Because Kapolei is governed by the City and County of Honolulu, records relating to Kapolei-area government activities are spread across city and state departments. The following are common categories of records that residents, journalists, researchers, and businesses frequently request under the UIPA.

• Building permits, permit applications, and inspection reports for Kapolei-area properties (Department of Planning and Permitting, Kapolei Building Permit Center)
• Zoning decisions, special management area permits, variances, and land use approvals affecting the ʻEwa Plain
• City Council ordinances, resolutions, committee minutes, and hearing transcripts relevant to Kapolei development
• Contracts between the City and County of Honolulu and private developers, vendors, or consultants for Kapolei-area projects
• Public procurement records, bid results, and contract award documentation for Kapolei infrastructure projects
• Department of Environmental Services records, including waste management data, environmental compliance reports, and wastewater records for the Kapolei region
• Honolulu Police Department (HPD) District 8 incident reports, use-of-force records, and 911 call data for the Kapolei area (subject to applicable exemptions)
• Real property tax assessment records and valuation data for Kapolei-area parcels (Real Property Assessment Division, Kapolei Office)
• Department of Parks and Recreation records for Kapolei Regional Park and other ʻEwa district recreational facilities
• Skyline (Honolulu Rail Transit) project records relating to the western extension toward Kapolei
• City budget documents, financial statements, and audit reports covering Kapolei-area expenditures
• Department of Transportation Services traffic studies, counts, and project records for the H-1 corridor and Kapolei area
• Hawaiian Home Lands (DHHL) records relating to homestead lots and development in the Kapolei area (state agency, contact DHHL directly)
• Honolulu City Council district records for Council District 1 (covering Kapolei and the Leeward Coast)
• City employee compensation records, including names, job titles, salary ranges, and employment dates for personnel assigned to Kapolei-area departments

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

Tips for Effective Public Records Requests in Kapolei