(b) Records access officers are responsible for insuring appropriate agency response to public requests for records. The designation of records access officers shall not be construed to prohibit officials who have in the past been authorized to make records or information available to the public from continuing to do so. Records access officers shall insure that personnel:

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

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

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

4. (4) upon request for copies of records:

   1. (i) make a copy available upon payment or offer to pay established fees, if any, in accordance with section 6000.8 of this Part; or
   2. (ii) permit the requester to copy these records;
5. (5) upon request, certify that a record is a true copy; and

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

   1. (i) the New York State Committee on Sentencing Guidelines is not the custodian for such records; or
   2. (ii) the records of which the New York State Committee on Sentencing Guidelines is a custodian cannot be found after diligent search.