N.Y. Comp. Codes R. & Regs. tit. 8 § 2002.2

Current through Register Vol. 46, No. 25, June 18, 2024

Section 2002.2 - Duties of records access officer

In furtherance of his responsibilities under this Part, the records access officer shall:

(a) compile and maintain:

(1) a record of the final vote of each member of the board of trustees of the corporation upon each matter presented to the board;

(2) a record providing the name, title, salary and public office address of each officer and employee of the corporation; and

(3) a current subject-matter listing of all records in the possession of the corporation, whether or not it is available for inspection;

(b) establish forms to be utilized:

(1) in making a written request for access to records;

(2) to approve, approve with the deletion of identifying or exempted material, or deny, such request; and

(3) in appealing a denial of access to information;

(c) assist an applicant in identifying the records requested, if necessary;

(d) upon receipt of a written request for access to a public record, search for such records and determine whether all or any part of such records are available for public inspection. Within five business days of receipt of the request, the records access oficer shall take one of the following actions:

(1) make the record available for inspection;

(2) deny access to the record in whole or in part, explaining in writing the reasons for such denial; or

(3) where the record is temporarily unavailable, provide the applicant with a written statement of the approximate date upon which the request will be granted or denied;

(e) upon failure to locate a record, certify that:

(1) the corporation does not have possession of such records; or

(2) after diligent search, the records requested cannot be found;

(f) upon request for copies of available records, make such copies available upon payment of, or offer to pay, the established fee, or permit the applicant to copy the records;

(g) upon request, certify that a copy of such records is a true copy of the original maintained by the corporation; and

(h) maintain a record of all requests for access to records and a statement as to the action taken with respect to each request.

N.Y. Comp. Codes R. & Regs. Tit. 8 § 2002.2