(c) The records access officer shall ensure that the board and its staff:

1. (1) maintains an up-to-date subject matter list of records in the board's possession;
2. (2) assists persons seeking records to identify the records sought, if necessary, and when appropriate, indicates the manner in which the records are filed, retrieved or generated to assist persons in reasonably describing records;
3. (3) contacts persons seeking records when a request is voluminous or when locating the records involves substantial effort, so that the board may ascertain the nature of records of primary interest and attempt to reasonably reduce the volume of records requested;

4. (4) upon locating the records, considers the request in accordance with with sections 7842.5 and 7842.6 of this Part, then takes one of the following actions:

   1. (i) makes records available for inspection; or
   2. (ii) denies access to the records in whole or in part and explains in writing the reasons for denial;

5. (5) upon request for copies of records:

   1. (i) makes a copy available upon payment or offer to pay established fees, if any, in accordance with section 7842.9 of this Part; or
   2. (ii) permits the requester to copy those records;
6. (6) upon request, certifies that a record is a true copy; and

7. (7) upon failure to locate records, certifies that:

   1. (i) the records are not in the possession of the board; or
   2. (ii) the records of which the board is a custodian cannot be found after diligent search.