1. A. Requests for public and previously-prepared routine reports: Requests for copies of public and routine reports produced by the division for public use shall be made either in writing or by e-mail to the division. Fees for these reports shall be paid in accordance with 7.1.27.18 NMAC.
2. B. Requests for previously-prepared, non-routine reports: Requests for copies of previously-prepared, non-routine reports shall be made in writing or by e-mail to the division. These reports shall be made available pursuant to the requirements of this rule. Fees for these reports shall be paid in accordance with 7.1.27.18 NMAC.

3. C. Individualized requests: Requests for not previously prepared, non-routine reports, or for data contained in the HIS database shall be made in writing to the division by specifying the following information on a request form provided by the division.

   (1) Date of request.

   (2) Name, address, and organizational affiliation.

   (3) Specific data or analysis requested.

   (4) Specific intended use of the data, including proposed analytical or research methodology, and expected outcomes of analysis, together with an acknowledgment that the data will not be used in violation of 7.1.27.19 NMAC and 7.1.27.20 NMAC.

   (5) Desired date by which the information is needed, allowing a minimum of two weeks to process the request.

   (6) For requests for data, the names and positions of individuals who will have access to the data if the request is granted.

   (7) For requests for data, the requestor’s specific plans for protecting these data and use of the data in accordance with the requirements of the HIS Act, and this rule.

   (8) Any additional information the division may request.

4. D. Review of requests for data: The division shall conduct a preliminary review of requests made for HIS data or reports and may require the requestor to submit supplemental information to achieve a final project request. As required by this rule, the division will make the determination on whether to grant the request. Requestors shall be notified of whether the request meets the criteria for approval within a reasonable period of time from the initial date of the request. The division shall make reasonable efforts to review requests expeditiously within available resources.
5. E. Provision of data: The division shall prepare data or reports for approved requests within a reasonable period of time given the nature of the request, making reasonable efforts to prepare the information expeditiously within available resources.
6. F. Fee estimate: If a request for data or reports made pursuant to 7.1.27.14 NMAC is approved, the division shall prepare a preliminary estimate of the fee required for preparing the data or report, in accordance with 7.1.27.18 NMAC. This estimate, which shall not serve as a guarantee of final charges, shall be included with the notification of approval or disapproval provided pursuant to Subsection D of 7.1.27.14 NMAC. If the requestor agrees to pay the fee, the division shall proceed with preparing the data or report.

[7.1.27.14 NMAC - N, 12/31/2012]