HDOH Response Re: Handwritten 1961 Birth Index

HDOH Response to Request for Hand-written 1961 Birth Index
(Note: This is from the communications history so first e-mails appear last. A Notice to Requester was attached to their latest e-mail)

—– Original Message —–
From: hdohinfo
To: (redacted)
Cc: Linden.H.Joesting@hawaii.gov
Sent: Tuesday, May 04, 2010 6:25 PM
Subject: RE: UIPA Request – VR-1, VDR-1, VDR-6, VDR-10

Aloha Ms. (redacted),

This is in response to your request sent April 8, 2010. The department has no records responsive to your request as there are no “original copies or microfilms” of birth index data from 1961. The “original copies or microfilms” from which birth index data is compiled consist of vital statistics records that are restricted from disclosure under Hawaii Revised Statutes 338-18. All birth index data is stored electronically, therefore, birth index data is available to the public in the form of pages generated by a computer.

The department can mail you all birth index data from 1961. We require a prepayment of $98.75 to cover our costs in order to send you the records. Please see the attached Notice to Requestor form OIP 4 (rev. 8/29/08) for a breakdown of the costs to provide you with the records.

If you would like to receive the computer printed pages of birth index data, please send your cashiers check, certified check or money order to:

State Department of Health
Office of Health Status Monitoring
Issuance/Vital Statistics Section/UIPA Request
P.O. Box 3378
Honolulu, HI 96801

Hawaii Department of Health
Public Information Office staff

Send mail to:
State Department of Health
Office of Health Status Monitoring
Issuance/Vital Statistics Section/UIPA Request
Honolulu, HI 96801
hdohinfo@doh.hawaii.gov

________________________________________
From: Nellie
Sent: Thursday, April 08, 2010 5:08 AM
To: hdohinfo
Subject: Re: UIPA Request – VR-1, VDR-1, VDR-6, VDR-10

Aloha!

VR-1 Birth index (p 21 on retention schedule)
VDR-1 Delayed BC Index (p. 22 on retention schedule)
VDR-6 COHB Index (p 23 on retention schedule)
VDR-10 Index to certificates of foreign birth (p 19 on retention schedule)

I’ve enclosed the retention schedules so you can see what I’m talking about. There should be either original copies or microfilms. Since these are from 1961 they would not be computerized. I’m asking for electronic copies of the original or microfilmed records, including everything that was authorized for public release before UIPA was passed in 1988 (name, birth date, and certificate number – which were public since at least 1977; see p. 11 of OIP Opinion Letter 90-23 ) since UIPA was not intended to close any previously-authorized disclosures (see Opinion Letter 90-04 (page 6 ) . Any other information may be redacted if its disclosure was not authorized before 1988 and an exemption to disclosure applies)

I just noticed that VDR-10 begins in 1981 so there would not be any records for 1961. My apologies for that mistake.

Thanks!
Nellie
—– Original Message —–
From: hdohinfo
To: (redacted)
Sent: Friday, February 19, 2010 6:00 PM
Subject: UIPA Request – VR-1, VDR-1, VDR-6, VDR-10

Aloha Ms. (redacted):

We are unfamiliar with what you mean by VR-1, VDR-1, VDR-6 and VDR-10. Could you please clarify your request?

Thank you.

Hawaii Department of Health
Public Information Office staff

Send mail to:
State Department of Health
Office of Health Status Monitoring
Issuance/Vital Statistics Section/UIPA Request
Honolulu, HI 97801
hdohinfo@doh.hawaii.gov

________________________________________
From: Nellie
Sent: Wednesday, February 03, 2010 2:31 PM
To: Okubo, Janice S.
Subject: UIPA Request – VR-1, VDR-1, VDR-6, VDR-10

2-3-10

Aloha.

Pursuant to UIPA, I request an electronic copy of the microfilm for the birth and death indexes (VR-1, VDR-1, & VDR-6, & VDR-10) for 1961. The records retention schedule says that these must retained permanently.

Thank you.
Nellie
________________________________________

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