(1) supervise a staff of division personnel as may be assigned by the superintendent. This staff shall assist the records access officer in responding to requests for records and shall whenever necessary, assist anyone requesting access to a record;

(2) except as provided for in section 483.7 of this Part, make a determination to grant or deny a request to inspect and copy a record, or to permit the requesting party to copy from a photocopy of the original record with portions deleted therefrom;

(3) if a request to inspect and copy a record is granted, advise the requesting party as to when and where such inspection and copying shall take place;

(4) if a request to examine or copy a record is denied, in whole or in part, advise the requesting party of the reasons for the denial in writing;

(5) If a request to inspect and copy a record is granted, advise the requesting party as to the cost thereof, according to the fee schedule set forth in section 483.8 of this Part, and when such copy will be forwarded to the requesting party;

(6) if a request for a copy is denied in whole or in part, advise the requesting party of the reasons for the denial in writing;

(7) if the requesting party seeks to made a copy of a record, permit the requesting party to make such copy only in accordance with the procedure set forth in section 483.5 of this Part; and

(8) upon request, certify that a transcript is a true copy of a record copied or that the division is not the legal custodian of such record, or that the requested record cannot be found.