N.Y. Comp. Codes R. & Regs. tit. 8 § 311.1

Current through Register Vol. 46, No. 45, November 2, 2024

Section 311.1 - Designation of records access officer

(a) The chancellor for system administration of the university and the chief administrative officer of each State-operated institution are responsible for insuring compliance with the regulations herein. For the purposes of system administration of the university, the Secretary of the University, or designee, State University Plaza, Albany, NY 12246, FOIL@suny.edu, shall serve as records access officer. A records access officer shall be designated by the chief administrative officer of each campus. For State-operated institutions, the name, title, business address and email address of the records access officer may be obtained from the office of the chief administrative officer of each campus.

(b) Records access officers are responsible for insuring appropriate agency response to public requests for access to records. The designation of records access officers shall not be construed to prohibit officials who have in the past been authorized to make records or information available to the public from continuing to do so. Records access officers shall insure that personnel:

(1) maintain an up-to-date subject matter list;

(2) assist the requester in identifying requested records, if necessary;

(3) contact persons seeking records when a request is voluminous or when locating the records involves substantial effort, so that personnel may ascertain the nature of records of primary interest and attempt to reasonably reduce the volume of records requested;

(4) upon locating the records, take one of the following actions:

(i) make records available for inspection; or

(ii) deny access to the records in whole or in part and explain in writing the reasons therefore;

(5) upon request for copies of records, make a copy available upon payment of established fees, if any, in accordance with section 311.8 of this Part.

(6) upon request, certify that a record is a true copy; and

(7) upon failure to locate records, certify that:

(i) the university or campus is not the custodian for such records; or

(ii) the records of which the university or campus is a custodian cannot be found after diligent search.

N.Y. Comp. Codes R. & Regs. Tit. 8 § 311.1