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Hawaii Public Record Laws

Website & Social Media Archiving for Hawaii State Agencies

Do you represent a Hawaii State Government Agency and wondering how you should archive all your web and social media content? Are you trying to determine what you need to do both from a legal and a technical point of view? Here’s a guide to the different Laws and processes you should follow.

What Laws govern Records Management in the State of Hawaii?

The Hawaii Uniform Information Practices Act governs access to social media and public records while Hawaii Sunshine Law legislates the methods by which public meetings and associated records are monitored and conducted.

The main policies and purposes for which Hawaii UIPA function are
  • to operate in the public interest of disclosure
  • provide for accurate, complete, relevant records
  • enhance government accountability through access to and provision of government records
  • make government accountable to individuals in the collection, use, and dissemination of information relating to them
  • and to balance the individual privacy interest and the public access interest, allowing access unless it would constitute a clearly unwarranted invasion of personal privacy.
Do Hawaii Records Laws include Website and Social Media content?

Yes, they do. NARA state that there is a “[P]ublic expectation that all web content is both permanently valuable and accessible” – and so social media and web records are subject to these standards as well as the relevant metadata being pertinent to these laws.

Within this legislation, “government record” means information maintained by an agency in written, auditory, visual,electronic, or another physical form.

What agencies are subject to these laws?

“Agency” means “any unit of the government in this State…, governing authority … or other establishment owned, operated, or managed by or on behalf of this State or any county, but does not include the non-administrative functions of the courts of this State.”

What is my agency required to do in line with these regulations?

Your agency website must be retained in electronic format and remain usable, searchable, retrievable and authentic for the length of the designated retention period as established by the agency and/ or form of record in question and content placed on state agency social media should be moderated by an authorized, trained staff member. Your agency shall also compile a public report describing the records it routinely uses or maintains using forms prescribed by the office of information practices.

In which form do I need to archive my records?

Web sites must be retained in their original format: HTML, CSS, PDF, etc

How can we transfer website archives made with PageFreezer to the Hawaii Digital Archives?

PageFreezer exports all data on request in the original file format including the required metadata. This data set can be transferred by FTP or by other means to the Hawaii State or Agency Digital Archives.

How can PageFreezer help our agency?

PageFreezer has been working on our Archiving technology and processes since 2006 – We know how to properly archive Web Sites, Blogs and Social Media like Facebook, Twitter, YouTube, Google+, LinkedIn and Instagram. Just ask any of our over 500 clients including US Cities, Counties and other Government Agencies as well as Multinationals, Financial Service Firms, Healthcare Providers …

Our clients know our technology is secure, reliable and authenticated. More importantly they appreciate the ease-of-use.

That’s why our complex technology is simple to use – The archiving is automatic and retrieval is a matter of signing in, going to the date you want, and browsing your site just like you did when the content was just published.

If you have questions about any of this or about how to actually implement effective Online Public Records management start a free trial, schedule a demo or contact us directly.


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