(a) A request for records shall be in writing; however, the requirement of a written request may be waived by the records access officer for the convenience of the council upon a showing of hardship by the person seeking access.

(b) A response shall be given regarding any request reasonably describing the record or records sought within five business days of receipt of the request.

(c) A request shall reasonably describe the record or records sought. Whenever possible, a person requesting records should supply information regarding dates, file designations or other information that may help to describe the records sought.

(d) If the records access officer does not provide or deny access to the record sought within five business days of receipt of a request, he or she shall furnish a written acknowledgment of receipt of the request and a statement of the approximate date when the request will be granted or denied. If access to records is neither granted nor denied within 10 business days after the date of acknowledgment of receipt of a request, the request may be construed as a denial of access that may be appealed.