New York Codes, Rules and Regulations › Title 4 - DEPARTMENT OF CIVIL SERVICE › Chapter V - Regulations Of The Department Of Civil Service (president's Regulations) › Part 80 - Public Access To Records › Section 80.4 - Procedures for obtaining access to records

Current through Register Vol. 46, No. 28, July 10, 2024
The procedures for obtaining access are designed to insure
				  full compliance with the letter and intent of the Freedom of Information Law,
				  as well as providing the public with optimum response to their requests.
(a) A public catalogue consisting of a list
				by subject matter of the records of the Department of Civil Service will be
				available for inspection at the main reception desk of the Department of Civil
				Service on the State Campus in Albany and at the department's New York City and
				Buffalo offices.
(b) Any person
				wishing to inspect and/or obtain a copy of any record listed in the catalogue
				should make application in duplicate to the records access officer on the form
				entitled, "Application for Public Access to Records". This form may be obtained
				either personally from the receptionist at the main reception desk of the
				Department of Civil Service in Albany, and at the department's New York City
				and Buffalo offices or by mail sent to the records access officer at his
				business address. Submission of the application for public access to records
				form will not be required for materials which have been customarily made
				readily available to the public by the department without written requests,
				such as examination announcements, brochures, etc. The records access officer
				may in his discretion provide access to records as the circumstances dictate
				without requiring the use of the public access to records application
				form.
(c) Completed copies of the
				application for public access to records may be either delivered personally to
				the receptionist at the main reception desk of the Department of Civil Service
				in Albany who will then forward them to the records access officer or mailed
				directly to the records access officer at his business address.
(d) The application for public access to
				records should be reasonably described by the requester to enable the
				department to locate the records requested within the five business day time
				limit mandated by law. Where possible, the requester should supply information
				regarding dates, titles, file designation or other information which may help
				the department identify the records. The records access officer shall see to it
				that agency personnel assist the requester in identifying requested records, if
				necessary. If, however, the department is unable to locate a requested record
				within five business days because it is unable to identify the record, the
				department shall so inform the person requesting such record.
(e) A request for any or all records falling
				within a specific category shall conform to the standard that records be
				identifiable.
(f) No records shall
				be removed by any person requesting access to records from any office within
				the Department of Civil Service where such record may be located without the
				express consent in writing of the head of the Department of Civil
				Service.