S T A T E   O F   N E W   Y O R K
 ________________________________________________________________________
 
                                   6816
 
                        2017-2018 Regular Sessions
 
                             I N  S E N A T E
 
                               June 20, 2017
                                ___________
 
 Introduced  by  Sen.  LANZA  -- read twice and ordered printed, and when
   printed to be committed to the Committee on Rules
 
 AN ACT to amend the  public  officers  law,  in  relation  to  accessing
   records under the freedom of information law
 
   THE  PEOPLE OF THE STATE OF NEW YORK, REPRESENTED IN SENATE AND ASSEM-
 BLY, DO ENACT AS FOLLOWS:
 
   Section 1. Subparagraph iii of paragraph  (b)  of  subdivision  2  and
 subdivision 3 of section 89 of the public officers law, subparagraph iii
 of  paragraph (b) of subdivision 2 as amended by section 11 of part U of
 chapter 61 of the laws of 2011 and subdivision 3 as amended  by  chapter
 223 of the laws of 2008, are amended to read as follows:
   iii. sale or release of lists of names OF NATURAL PERSONS and RESIDEN-
 TIAL  addresses  if  such  lists would be used for solicitation or fund-
 raising purposes;
   3. (a) Each entity subject to the provisions of this  article,  within
 five  business  days  of  the  receipt of a written request for a record
 reasonably described, shall make such record  available  to  the  person
 requesting  it,  deny  such  request  in  writing  or  furnish a written
 acknowledgement of the receipt of such request and a  statement  of  the
 approximate  date,  which shall be reasonable under the circumstances of
 the request, when [such request will be granted or  denied]  A  RESPONSE
 WILL  BE GIVEN, including, where appropriate, a statement that access to
 the record will be determined in accordance  with  subdivision  five  of
 this section.
   (B)  An  agency shall not deny a request on the basis that the request
 is voluminous or that locating, GENERATING or  reviewing  the  requested
 RECORD  OR  records  or  providing  the  requested  copies is burdensome
 because the agency lacks sufficient staffing or on any  other  basis  if
 the  agency  may engage an outside professional service to provide copy-
 ing, programming or other services required to  provide  the  copy,  the

  EXPLANATION--Matter in ITALICS (underscored) is new; matter in brackets
                       [ ] is old law to be omitted.
                                                            LBD11801-01-7
              

 S. 6816                             2
 
 costs  of  which  the  agency  may  recover pursuant to paragraph (c) of
 subdivision one of section eighty-seven of this article.
   (C)  An  agency  may  require  a  person requesting lists of names and
 addresses to provide a written certification that such person  will  not
 use such lists of names OF NATURAL PERSONS and RESIDENTIAL addresses for
 solicitation  or fund-raising purposes and will not sell, give or other-
 wise make available such lists of  names  and  addresses  to  any  other
 person  for  the  purpose  of  allowing that person to use such lists of
 names and addresses for solicitation or fund-raising purposes.
   (D) If [an agency determines to grant a request in whole or  in  part,
 and  if]  circumstances  prevent  AN  AGENCY  FROM  NOTIFYING THE PERSON
 REQUESTING THE RECORD OR RECORDS OF THE AGENCY'S DETERMINATION REGARDING
 THE RIGHTS OF ACCESS AND disclosure to the person requesting the  record
 or records within twenty business days from the date of the acknowledge-
 ment  of the receipt of the request, the agency shall state, in writing,
 both the reason for the inability to [grant the request]  DO  SO  within
 twenty  business  days  and  a  date certain within a reasonable period,
 depending on the circumstances, when [the request  will  be  granted  in
 whole or in part] A DETERMINATION REGARDING DISCLOSURE WILL BE RENDERED.
   (E) Upon payment of, or offer to pay, the fee prescribed therefor, the
 entity  shall  provide a copy of such record and certify to the correct-
 ness of such copy if so requested, or as the case may be, shall  certify
 that  it  does  not  have  possession of such record or that such record
 cannot be found after diligent search.
   (F) Nothing in this article shall be construed to require  any  entity
 to [prepare] CREATE any record not possessed or maintained by such enti-
 ty  except the records specified in subdivision three of section eighty-
 seven and subdivision three of section  eighty-eight  of  this  article.
 When  an  agency has the ability to retrieve or extract a record or data
 maintained in a computer storage system with reasonable effort, it shall
 be required to do so. When doing so requires  less  employee  time  than
 engaging  in manual retrieval or redactions from non-electronic records,
 the agency shall be required to retrieve or extract such record or  data
 electronically. [Any programming necessary to retrieve] THE RETRIEVAL OF
 a  record  OR  DATA maintained in a computer storage system and [to] THE
 transfer OF that record to the medium requested by  a  person  or  to  A
 MEDIUM  THAT  WOULD  allow  the transferred record to be read or printed
 shall not be deemed to be the [preparation or] creation of a new record.
   [(b)] (G) All entities shall,  provided  such  entity  has  reasonable
 means  available,  accept  requests for records submitted in the form of
 electronic mail and shall respond to such requests by  electronic  mail,
 using  forms,  to  the  extent  practicable, consistent with the form or
 forms developed by the committee on open government pursuant to subdivi-
 sion one of this section and provided that the written requests  do  not
 seek a response in some other form.
   § 2. This act shall take effect immediately.