| 47 | | - | SECTION 1. The legislature finds that public records laws are a critical mechanism to maintain government accountability and transparency and support citizen involvement in government decision-making. The real-world consequences of restricting access to public records can range from serious to routine but, in all cases, result in a less informed citizenry. Fee waivers offer a simple and flexible solution to ensure equitable public access to government records. Former governor Ige stated, "[e]ffective citizen participation in state government requires timely access to information and appropriate opportunities for the public to provide its government with feedback and ideas". The legislature notes the intent indicated by the legislative history of section 92F-42, Hawaii Revised Statutes, and the section's provision on waiver of fees, first introduced in H.B. No. 2002 (1988). The original language of H.B. No. 2002 (1988) allowed fees only for copies of records, but the house of representatives' standing committee on judiciary's House Draft 1 amended the bill to also allow charges for searching, reviewing, and segregating records, while also allowing waivers for public interest. The house judiciary committee's report, House Standing Committee Report No. 342-88, states: It is the intent of your Committee that such charges for search, compilation, and segregation shall not be a vehicle to prohibit access to public records. It is the further intent of your Committee that the Office of Information Practices move aggressively against any agency that uses such charges to chill the exercise of first amendment rights. Your Committee also added new language to allow waiver of these charges when such action serves the public interest. By providing public-interest fee waivers uniformly, the public records request process can provide equitable access. The purpose of this Act is to: (1) Establish provisions regarding the fees and other costs charged to reproduce certain government documents during a nationally declared disaster; and (2) Require the office of information practices to adopt certain rules regarding the fees and other charges that may be imposed for searching, reviewing, or segregating disclosable records during a nationally declared disaster. SECTION 2. Chapter 92, Hawaii Revised Statutes, is amended by adding a new section to be appropriately designated and to read as follows: "§92- Copies of records; other costs and fees; nationally declared disasters. (a) Except as provided in section 91-2.5 subsection (b), the cost of reproducing any government record during a nationally declared disaster shall not exceed 25 cents per page, sheet, or fraction thereof; provided that the first one hundred pages shall be reproduced at no charge to the requester if the record's disclosure serves the public interest, will likely contribute significantly to the public understanding of the government's operations or activities, and is not primarily in the commercial interest. Reproduction costs shall not be charged for producing documents provided to requesters in an electronic format; provided that the agency maintains the documents in an electronic format; provided further that requesters shall be charged for the agency's provision of documents requested in an electronic format that are not maintained by the agency in an electronic format and must be manually faxed or converted into an electronic format. (b) The cost of reproducing geographic information system digital data, photographs, maps, audio recordings, digital or electronic records, and other types of physical records during a nationally declared disaster shall be in accordance with rules adopted by the agency having charge or control of that data. The reproduction cost pursuant to this subsection shall represent the reasonable direct cost of making the copies and be limited to the salary of the operator of the reproduction machinery as well as the cost of the machinery. (c) All fees shall be paid in by the public officer receiving or collecting the same to the state director of finance, the county director of finance, or the agency or department by which the officer is employed, as government realizations; provided that fees collected by the public utilities commission pursuant to this section shall be deposited in the public utilities commission special fund established under section 269-33." SECTION 3. Section 92F-42, Hawaii Revised Statutes, is amended to read as follows: "§92F-42 Powers and duties of the office of information practices. The director of the office of information practices: (1) Shall, upon request, review and rule on an agency denial of access to information or records, or an agency's granting of access; provided that any review by the office of information practices shall not be a contested case under chapter 91 and shall be optional and without prejudice to rights of judicial enforcement available under this chapter; (2) Upon request by an agency, shall provide and make public advisory guidelines, opinions, or other information concerning that agency's functions and responsibilities; (3) Upon request by any person, may provide advisory opinions or other information regarding that person's rights and the functions and responsibilities of agencies under this chapter; (4) May conduct inquiries regarding compliance by an agency and investigate possible violations by any agency; (5) May examine the records of any agency for the purpose of paragraphs (4) and [(18)] (19) and seek to enforce that power in the courts of this State; (6) May recommend disciplinary action to appropriate officers of an agency; (7) Shall report annually to the governor and the state legislature on the activities and findings of the office of information practices, including recommendations for legislative changes; (8) Shall receive complaints from and actively solicit the comments of the public regarding the implementation of this chapter; (9) Shall review the official acts, records, policies, and procedures of each agency; (10) Shall assist agencies in complying with the provisions of this chapter; (11) Shall inform the public of the following rights of an individual and the procedures for exercising them: (A) The right of access to records pertaining to the individual; (B) The right to obtain a copy of records pertaining to the individual; (C) The right to know the purposes for which records pertaining to the individual are kept; (D) The right to be informed of the uses and disclosures of records pertaining to the individual; (E) The right to correct or amend records pertaining to the individual; and (F) The individual's right to place a statement in a record pertaining to that individual; (12) Shall adopt rules that set forth an administrative appeals structure [which] that provides for: (A) Agency procedures for processing records requests; (B) A direct appeal from the division maintaining the record; and (C) Time limits for action by agencies; (13) Shall adopt rules that set forth the fees and other charges that may be imposed for searching, reviewing, or segregating disclosable records, as well as to provide for a waiver of fees when the public interest would be served; (14) Shall adopt rules that set forth the fees and other charges that may be imposed for searching, reviewing, or segregating disclosable records during a nationally declared disaster. The rules shall: (A) Set forth fees not exceeding $5 per fifteen minutes or fraction thereof for the search for the record; (B) Set forth fees not exceeding $7.50 per fifteen minutes or fraction thereof for the review and segregation of the record; and (C) Provide for a waiver of fees when the record's disclosure would serve the public interest; provided that the waiver shall require that the search for or review or segregation of records be provided at no charge to the requester if the record's disclosure serves the public interest, will likely contribute significantly to public understanding of the government's operations or activities, and is not primarily in the commercial interest; [(14)] (15) Shall adopt rules [which] that set forth uniform standards for the records collection practices of agencies; [(15)] (16) Shall adopt rules that set forth uniform standards for disclosure of records for research purposes; [(16)] (17) Shall have standing to appear in cases where the provisions of this chapter or part I of chapter 92 are called into question; [(17)] (18) Shall adopt, amend, or repeal rules pursuant to chapter 91 necessary for the purposes of this chapter; and [(18)] (19) Shall take action to oversee compliance with part I of chapter 92 by all state and county boards including: (A) Receiving and resolving complaints; (B) Advising all government boards and the public about compliance with chapter 92; and (C) Reporting each year to the legislature on all complaints received pursuant to section 92-1.5." SECTION 4. Statutory material to be repealed is bracketed and stricken. New statutory material is underscored. SECTION 5. This Act shall take effect on July 1, 2112. |
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| 47 | + | SECTION 1. The legislature finds that public records laws are a critical mechanism to maintain government accountability and transparency and support citizen involvement in government decision-making. The real-world consequences of restricting access to public records can range from serious to routine but, in all cases, result in a less informed citizenry. Fee waivers offer a simple and flexible solution. Former Governor Ige stated, "Effective citizen participation in state government requires timely access to information and appropriate opportunities for the public to provide its government with feedback and ideas". The legislature notes the intent indicated by the legislative history of section 92F-42, Hawaii Revised Statutes, and the section's provision on waiver of fees, first introduced in House Bill No. 2002, regular session of 1988. The original language of House Bill No. 2002 (1988) allowed fees only for copies of records, but the house of representatives' standing committee on judiciary's House Draft 1 amended the bill to also allow charges for searching, reviewing, and segregating records, while also allowing waivers for public interest. The house judiciary committee's report, House Standing Committee Report No. 342-88, states: It is the intent of your Committee that such charges for search, compilation, and segregation shall not be a vehicle to prohibit access to public records. It is the further intent of your Committee that the Office of Information Practices move aggressively against any agency that uses such charges to chill the exercise of first amendment rights. Your Committee also added new language to allow waiver of these charges when such action serves the public interest. By providing public-interest fee waivers uniformly, the public records request process can provide equitable access. The purpose of this Act is to: (1) Impose a cap on costs charged to reproduce certain government records; (2) Waive reproduction costs charged for the first one hundred pages if a record's disclosure serves the public interest; (3) Waive costs charged to duplicate government records in an electronic format; (4) Impose a cap on costs charged to search for, review, and segregate records; and (5) Provide for a waiver of fees when a record's disclosure serves the public interest. SECTION 2. Section 92-21, Hawaii Revised Statutes, is amended to read as follows: "§92-21 Copies of records; other costs and fees. Except as otherwise provided by law, a copy of any government record, including any map, plan, diagram, photograph, photostat, or geographic information system digital data file, which is open to the inspection of the public, shall be furnished to any person applying for the same by the public officer having charge or control thereof upon the payment of the reasonable cost of reproducing [such] the copy. Except as provided in section 91-2.5, the cost of reproducing any government record, except geographic information system digital data, photographs, maps, audio recordings, digital or electronic records, and other types of physical records, shall not [be less than 5] exceed 25 cents per page, sheet, or fraction thereof. The first one hundred pages shall be reproduced at no charge to the requester if the record's disclosure serves the public interest, will likely contribute significantly to the public understanding of the government's operations or activities, and is not primarily in the commercial interest. Reproduction costs shall not be charged for producing documents provided to requesters in an electronic format; provided that the agency maintains the documents in an electronic format; provided further that requesters shall be charged for the agency's provision of documents requested in an electronic format that are not maintained by the agency in an electronic format and must be manually faxed or converted into an electronic format. The cost of reproducing geographic information system digital data, photographs, maps, audio recordings, digital or electronic records, and other types of physical records shall be in accordance with rules adopted by the agency having charge or control of that data. [Such] The reproduction cost shall [include but shall not be limited to labor cost for search and actual time for reproducing, material cost, including electricity cost, equipment cost, including rental cost, cost for certification, and other related costs.] represent the reasonable direct cost of making the copies and be limited to the salary of the operator of the reproduction machinery as well as the cost of the machinery. All fees shall be paid in by the public officer receiving or collecting the same to the state director of finance, the county director of finance, or [to] the agency or department by which the officer is employed, as government realizations; provided that fees collected by the public utilities commission pursuant to this section shall be deposited in the public utilities commission special fund established under section 269-33." SECTION 3. Section 92F-42, Hawaii Revised Statutes, is amended to read as follows: "§92F-42 Powers and duties of the office of information practices. The director of the office of information practices: (1) Shall, upon request, review and rule on an agency denial of access to information or records, or an agency's granting of access; provided that any review by the office of information practices shall not be a contested case under chapter 91 and shall be optional and without prejudice to rights of judicial enforcement available under this chapter; (2) Upon request by an agency, shall provide and make public advisory guidelines, opinions, or other information concerning that agency's functions and responsibilities; (3) Upon request by any person, may provide advisory opinions or other information regarding that person's rights and the functions and responsibilities of agencies under this chapter; (4) May conduct inquiries regarding compliance by an agency and investigate possible violations by any agency; (5) May examine the records of any agency for the purpose of paragraphs (4) and (18) and seek to enforce that power in the courts of this State; (6) May recommend disciplinary action to appropriate officers of an agency; (7) Shall report annually to the governor and the state legislature on the activities and findings of the office of information practices, including recommendations for legislative changes; (8) Shall receive complaints from and actively solicit the comments of the public regarding the implementation of this chapter; (9) Shall review the official acts, records, policies, and procedures of each agency; (10) Shall assist agencies in complying with the provisions of this chapter; (11) Shall inform the public of the following rights of an individual and the procedures for exercising them: (A) The right of access to records pertaining to the individual; (B) The right to obtain a copy of records pertaining to the individual; (C) The right to know the purposes for which records pertaining to the individual are kept; (D) The right to be informed of the uses and disclosures of records pertaining to the individual; (E) The right to correct or amend records pertaining to the individual; and (F) The individual's right to place a statement in a record pertaining to that individual; (12) Shall adopt rules that set forth an administrative appeals structure [which] that provides for: (A) Agency procedures for processing records requests; (B) A direct appeal from the division maintaining the record; and (C) Time limits for action by agencies; (13) Shall adopt rules that set forth the fees and other charges that may be imposed for searching, reviewing, or segregating disclosable records[, as well as to provide for a waiver of fees when the public interest would be served;]. The rules shall: (A) Set forth fees not exceeding $5 per fifteen minutes or fraction thereof for the search for the record; (B) Set forth fees not exceeding $7.50 per fifteen minutes or fraction thereof for the review and segregation of the record; and (C) Provide for a waiver of fees when the record's disclosure would serve the public interest; provided that the waiver shall require that the search for or review or segregation of records be provided at no charge to the requester if the record's disclosure serves the public interest, will likely contribute significantly to public understanding of the government's operations or activities, and is not primarily in the commercial interest; (14) Shall adopt rules [which] that set forth uniform standards for the records collection practices of agencies; (15) Shall adopt rules that set forth uniform standards for disclosure of records for research purposes; (16) Shall have standing to appear in cases where the provisions of this chapter or part I of chapter 92 are called into question; (17) Shall adopt, amend, or repeal rules pursuant to chapter 91 necessary for the purposes of this chapter; and (18) Shall take action to oversee compliance with part I of chapter 92 by all state and county boards including: (A) Receiving and resolving complaints; (B) Advising all government boards and the public about compliance with chapter 92; and (C) Reporting each year to the legislature on all complaints received pursuant to section 92-1.5." SECTION 4. Statutory material to be repealed is bracketed and stricken. New statutory material is underscored. SECTION 5. This Act shall take effect on July 1, 2024. INTRODUCED BY: _____________________________ |
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