(a) The records access officer of the division is the Public Information Officer, Division of Parole, 1450 Western Avenue, Albany, N.Y. 12203. The records access officer shall receive requests at the above location during any workday between the hours of 9 a.m. and 4 p.m. All requests for records shall be made in writing and shall describe, in reasonable detail, the records sought. The records access officer:

1. (1) shall maintain a current master subject list, sufficiently detailed to permit identification of the category of the record sought;
2. (2) shall, if necessary, assist the person requesting records in identifying the records requested. If the request is for payroll information, the records access officer shall refer the request to the person charged with certifying the division's payroll;

3. (3) shall search for the records requested, and if he is unable to locate them, he shall:

   1. (i) certify that the division is not the custodian of the record requested; or
   2. (ii) certify that, although the division is the custodian of the record requested, the record cannot be found after a diligent search;

4. (4) shall determine, after locating the records, that:

   1. (i) the record is available for public inspection and make it available for inspection and/or copying;
   2. (ii) the record is not available for public inspection, for reasons to be provided in writing, and deny access accordingly;
5. (5) may waive, at his discretion, any formality prescribed by this Part.