N.Y. Comp. Codes R. & Regs. tit. 9, § 95.6 – Requests for public access to records.

(a) A request for records shall be in writing. However, written requests shall not be required for records that have been customarily available without written request.
1. (1) Except under extraordinary circumstances, officials shall respond to a request for records no more than five business days after receipt of the request, whether the request is oral or in writing.
2. (2) If, because of extraordinary circumstances, more than five business days are required to respond to a request, receipt of the request shall be acknowledged within five business days after the request is received. The acknowledgment shall state the reason for delay and estimate the date when a reply will be made.
(b)
(c) A request for access to records should be sufficiently detailed to identify the records. Where possible, the requester should supply information regarding dates, titles, file designations or other information which may help identify the records.
1. (1) A current list of all records, by subject matter, shall be available for public inspection and copying. The list shall be sufficiently detailed to permit the requester to identify the file category of the records sought.
2. (2) The subject matter list shall be updated periodically and the date of the most recent updating shall appear on the first page.
(d)
(e) No records may be removed by the requester from the office where the record is located without the permission of a records access officer or the chief executive officer.