(b) The records access officer shall insure that personnel:

1. (1) maintain an up-to-date subject matter list of records maintained by the foundation;
2. (2) assist in identifying requested records if necessary;

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

   1. (i) make the records available for inspection;
   2. (ii) deny access to the records in whole or in part and explain in writing the reason for such denial; or
   3. (iii) furnish a written acknowledgment of the receipt of such a request and a statement of the approximate date when such request will be granted or denied;

4. (4) upon request for copies of records determined by the records access officer to be available for inspection:

   1. (i) make copies available upon payment of established fees; or
   2. (ii) permit the requester to copy the records;
5. (5) upon request, certify that a copy of a record is a true copy;

6. (6) upon failure to locate requested records, the records access officer shall certify that:

   1. (i) the foundation is not the custodian of the records requested; or
   2. (ii) the records of which the foundation is custodian cannot be found after diligent search; or
   3. (iii) the information supplied by the requester is not sufficiently detailed to enable the records access officer to determine whether or not the foundation maintains such records.