New York Codes, Rules and Regulations
Title 19 - DEPARTMENT OF STATE
Chapter II - Public Access To Records
Part 80 - Examination And Copying Of Records
Section 80.4 - Requests for public access to records
Current through Register Vol. 46, No. 12, March 20, 2024
(a) A request for access to records within the possession of the Department of State shall be in writing and substantially identified as a request under the Freedom of Information Law (Public Officers Law, article 6, sections 84-90) and shall reasonably describe the requested records. Such request shall be addressed to the Records Access Officer, NYS Department of State, One Commerce Plaza, 99 Washington Avenue, Albany, NY 12231-0001.
(b) A request for access to records may be made by electronic mail. Such request shall be responded to by electronic mail, using forms, to the extent practicable, developed by the Committee on Open Government.
(c) The records access officer may permit individuals to act as agent for or authorized representative of a requester of access to records.
(d) The records access officer shall respond within five business days to a request for access to records that are reasonably described by:
(e) In determining a reasonable time for granting or denying a request under the circumstances of a request, the records access officer shall consider the volume of the request, the ease or difficulty in locating, retrieving or copying records, the complexity of the request, the need to review records to determine the extent to which they must be disclosed, the number of requests received by the department, and similar factors that bear on the ability to grant access to records promptly and within a reasonable time.
(f) The records access officer may delete identifying details or particulars in order to prevent any possible unwarranted invasion of privacy as prescribed by the Freedom of Information Law (Public Officers Law, article 6, sections 87 [2][b]; 89[2], [2-a], 96). The records access officer shall be prohibited from disclosing any and all such other details and particulars as prescribed by such law, any other laws of the State of New York or the United States, or any agreements between the State of New York and another state or the United States, its agencies or instrumentalities.