N.Y. Comp. Codes R. & Regs. tit. 21, § 2430.6 – Procedures for requests for public access to records.

(a) All requests for public access to records shall be directed to the records access officer.
(b) A request for public access to a record shall be specific and sufficiently detailed to identify the record sought to be inspected or copied and shall include, where possible, dates, titles, subject matter or other information which may help to identify the record sought.
(c) Upon receipt of a request for access to a record, the records access officer shall direct any review of the files necessary to locate the record requested. If the record can be located, the records access officer shall either:
1. (1) direct that such record be made available for inspection by the person who requested access to such record; or
2. (2) deny access to such record, in whole or in part, stating the reasons for such denial.
(d) If any record is requested and cannot be located in the files, the records access officer shall certify either that:
1. (1) the board is not the legal custodian for such record; or
2. (2) the record requested cannot be located.
(e) A denial of access to a record shall be in writing, shall state the reason for such denial and shall advise the person requesting access of the right to appeal such denial. An appeal of a denial of access to a record shall be in writing and shall be addressed to the Executive Director at 270 Broadway, New York, New York 10007 (Telephone: 212-488-4294).