N.Y. Comp. Codes R. & Regs. tit. 22, § 7101.3 – Designation of records access officer.

(a) The commission designates its counsel, or in the absence of counsel, its assistant counsel as its records access officer.
(b) The records access officer shall be responsible for ensuring appropriate responses to public requests for access to records and information.
(c) The records access officer shall ensure that the commission:
1. (1) assists the requester in identifying requested records or information, if necessary;
2. (2) upon locating the records or information, take one of the following actions:
  1. (i) make records or information promptly available for inspection if appropriate; or
  2. (ii) deny access to records or information in whole or in part and explain in writing the reasons therefor;
3. (3) upon request for copies of records as defined in section 7101.2 of this Part:
  1. (i) make a copy available upon payment or offer to pay established fees, if any; or
  2. (ii) permit the requester to copy those records;
4. (4) upon request, certify that a record is a true copy; and
5. (5) upon failure to locate records, certify that:
  1. (i) the commission is not the custodian for such records; or
  2. (ii) the records of which the commission is a custodian cannot be found after diligent search.