1. (a) Request for access to records must be in writing, and shall identify or reasonably describe the records sought. Such a request may be submitted by electronic mail to an email address designated by the board, and posted on the agency’s website. All responsive communications to such a request, when submitted by electronic mail, shall also be in electronic mail, provided that the request does not seek a response in another form.

2. (b) The privacy compliance officer shall, within five business days after receipt of a request:

   1. (1) make requested records available;

   2. (2) deny the request in writing and in such denial:

      1. (i) explain the reason for denial;
      2. (ii) set forth the right of appeal to the privacy compliance appeals officer;
      3. (iii) provide the name, title, business address and telephone number of the privacy compliance appeals officer; or
   3. (3) furnish written acknowledgment of the request and the approximate date when the request will be granted or denied.
3. (c) If access is approved, the privacy compliance officer shall cause a search for the records requested.
4. (d) If the record cannot be found after diligent search, the privacy compliance officer shall so notify the requestor.
5. (e) Upon request, the privacy compliance officer will certify that the record is a true copy.
6. (f) Confidentiality questions concerning records in the possession of the Board which originated in any other state or Federal agency shall be referred to such originating agency for resolution.
7. (g) Persons inspecting a record shall be allowed to copy it by any means which will not damage the record.

Inspection and copying of records shall be subject to the following process: