Records requests and inspection of records

(a)(1) Requests for information should be made to the appropriate administrator of the Department of Finance and Administration, or their designee, who is responsible for maintaining the requested information.

(2) A list of administrators, their designees, and the offices they are responsible for is available from the office of the Commissioner of Revenues.

(3) Requests for disclosable records must:

(A) Be in writing; and

(B) Specifically state the information desired in a manner sufficient to identify the requested records or information.
(b)(1) The administrator, or his or her designee, will provide reasonable:

(A) Access to the disclosable records or information; and

(B) Comforts and facilities to the requesting party for use in inspecting and copying the disclosable records and information.

(2) The requesting party must provide his or her own supplies and devices for use in inspecting and copying the disclosable records.

(c) If the requested records are disclosable but are in active use or in storage, the administrator will:

(1) Certify this fact, in writing, to the party requesting the records; and

(2) Set a date and hour, within three (3) days, when the records will be available to the requesting party.

(d) If the request is for regularly maintained, disclosable records, the administrator shall permit the inspection and copying of the records by the party making the request at a time and in a manner that does not interfere with normal office procedure.
(e)(1) If it is more convenient, economical, or expedient on behalf of the operation of the office of the custodian of the records, the custodian may elect to provide photocopies or compilations of disclosable records that are not regularly maintained in lieu of permitting inspecting of records at the office.

(2) If the party making the request agrees to photocopies or compilations of records in lieu of an individual inspection of records, the party making the request will be required to pay any extraordinary expenses incurred in compiling those records.