N.Y. Comp. Codes R. & Regs. tit. 21 § 5019.8

Current through Register Vol. 46, No. 51, December 18, 2024

Section 5019.8 - Copying of records

(a) The fee for copies of records is hereby fixed at 25 cents for each page or portion of a page measuring up to 9 x 14 inches. Fees for computer printouts or other copies exceeding 9 x 14 inches shall be reasonably commensurate with the cost to the system of producing the same. Copies will be made only when the required fee is paid to the records access officer.

(b) Copying may be done only by system personnel, and will be done only when such copying will not delay the use of system mechanical reproduction equipment for system business.

(c) In determining the actual cost of reproducing a record, the system may include only:

(1) an amount equal to the hourly salary attributed to the lowest paid system employee who has the necessary skill required to prepare a copy of the requested record;

(2) the actual cost of the storage devices or media provided to the person making the request in complying with such request;

(3) the actual cost to the system of engaging an outside professional service to prepare a copy of a record, but only when the system's information technology equipment is inadequate to prepare a copy, if such service is used to prepare the copy; and

(4) preparing a copy shall not include search time or administrative costs, and no fee shall be charged unless at least two hours of system employee time is needed to prepare a copy of the record requested. A person requesting a record shall be informed of the estimated cost of preparing a copy of the record if more than two hours of a system employee's time is needed, or if an outside professional service would be retained to prepare a copy of the record.

N.Y. Comp. Codes R. & Regs. Tit. 21 § 5019.8