(a) In the conduct of his/her duties pursuant to these regulations, the ombudsman shall have access to all books, records, logs, reports, memoranda and any and all other materials or written documents in the possession of the division, its facilities or programs. The ombudsman may copy or make reference to any such report, document, memorandum, log entry or other material or written document and, where appropriate, may include a copy in his/her report. Consistent with applicable laws and regulations, the confidentiality of records and documents obtained by the ombudsmen shall be maintained by them.

(b) The facility or program director shall promptly forward to the facility ombudsman copies of all written reports concerning the use of room confinement, psychotropic medication and mechanical restraints. (See section 168.2[j] of this Title.)