(d) If the board does not provide or deny access to the record sought within five business days of receipt of a request, the records access officer shall furnish a written acknowledgment of receipt of the request and a statement of the approximate date, which shall be reasonable under the circumstances of the request, when the request will be granted or denied, including, where appropriate, a statement that access to the record will be determined in accordance with section 7842.6 of this Part. If the board determines to grant a request in whole or in part, and if circumstances prevent disclosure to the person requesting the records within 20 business days from the date of the acknowledgment of the receipt of the request, the records access officer shall state, in writing, both the reason for the inability to grant the request within 20 business days and a date certain within a reasonable period, depending on the circumstances, when the request will be granted in whole or in part. Reasons for an inability to grant a request within 20 days may include, but are not limited to, the following:

1. (1) when it is necessary to search for and collect the requested records from board members or other entities that are separate from the board; or
2. (2) the request requires the search for, collection or examination of a voluminous amount of records The response may set forth a request on the part of the board to confer with the requester to review the request to determine which records will satisfy the objectives and needs of the requester. The board's failure to conform to these provisions shall constitute a denial of access to records subject to administrative appeal pursuant to section 7842.8 of this Part.