W. Va. Code R. § 153-52-3

Current through Register Vol. XLI, No. 36, September 6, 2024

Section 153-52-3 - Procedures for Submission of Information

3.1. Information must be entered into the database through a web-based portal.

3.2. The Secretary of State may not accept information to be entered into the database in any other manner;Provided, that tangible copies of data may be accepted if the database is inaccessible and the inaccessibility will cause the public body to violate the deadline for submission in subsection 2.2 of this rule.

3.3 Prior to entering any information into the database, a public body must designate, on a form provided by the Secretary of State, the name(s) of any individual(s) authorized to enter information on behalf of the public body.

3.3.a. If an individual authorized to enter information into the database on behalf of a public body is no longer authorized to do so, the public body shall notify the Secretary of State within five (5) business days.

3.4. The Secretary of State shall require each individual authorized to enter information on behalf of a public body to have a unique username and password to access the database.

3.5. Information required to be entered into the database shall be the following:

3.5.a. The date the public body received the request;

3.5.b. The name of the person or entity making the request;

3.5.c. The information or items requested;

3.5.d. Whether the request was granted or denied;

3.5.e. The reason for any denial;

3.5.f. The date of final completion of the request; and

3.5.g. The amount of any charges to the person or entity making the request.

3.6. The database shall capture and store the following information in addition to the fields listed in subsection five of this section:

3.6.a. The date the information was entered;

3.6.b. The username and associated user information of the individual entering the information; and

3.6.c. The name of the public body for whom the individual is entering the information.

W. Va. Code R. § 153-52-3