(c) The records access officer is responsible for managing the responses to requests for access to records and for ensuring that board staff:

1. (1) maintain an up-to-date subject matter list;
2. (2) assist the requester in identifying requested records, if necessary;

3. (3) when locating the records, take one of the following actions:

   1. (i) make records available for inspection or copying; or
   2. (ii) deny access to the records and explain in writing the reasons;

4. (4) when a request for copies of records is granted:

   1. (i) makes a copy available upon payment or offer to pay established fees, if any unless waived; or
   2. (ii) permit the requester to copy those records, provided that this does not jeopardize the preservation and safekeeping of the records;
5. (5) upon request, certify that a transcript or copy is a true copy of a record in the files of the board; and

6. (6) upon failure to locate records, certify that:

   1. (i) the board does not keep the records; or
   2. (ii) the records cannot be found after a reasonable search.