(a) All requests to inspect or copy records shall be made in writing and directed to the records access officer at division headquarters; no oral requests to inspect or copy a record shall be permitted.

(b) Requests to inspect and copy blotter entries may be made orally, in person, or by a written request directed to the member in charge of the division installation where such blotter is kept.

(c) All written requests to inspect, copy, or to have copies made of a record or blotter entry shall be responded to within no more than five business days, unless such time limit cannot be met because of extraordinary circumstances. If extraordinary circumstances exist, the request shall nonetheless be acknowledged and the requesting party advised of the earliest date that such request will be acted upon.

(d) To assist the people in making their requests to inspect or copy a record, the division shall maintain a list, by subject matter, of all records in the possession of the division since September 1, 1974. Requests for a copy of this list shall be made in writing and directed to the records access officer.

(e) All requests to inspect or copy records, or to have copies made of records, shall adequately describe the record sought, and whenever possible, the requesting party shall supply information as to dates, file designations, and other information that may help to identify the record sought.