(a) The records access officer shall, within five business days of the receipt of a request for access to a record, provide written notification to the applicant:

1. (1) approving the request and authorizing inspection and copying of the record;
2. (2) denying the request in whole or in part, indicating the reason for the denial and advising the applicant of his right to appeal such denial; or
3. (3) acknowledging receipt of the request and providing the applicant with a statement of the approximate date on which the request will be approved or denied.

(c) If the record cannot be located, the records access officer shall certify to the applicant that:

1. (1) the Office of Court Administration does not maintain the record; or
2. (2) the Office of Court Administration does maintain the record but, after diligent search, it cannot be found.