S T A T E   O F   N E W   Y O R K
 ________________________________________________________________________
 
                                  1726--A
 
                        2023-2024 Regular Sessions
 
                             I N  S E N A T E
 
                             January 13, 2023
                                ___________
 
 Introduced  by Sen. HARCKHAM -- read twice and ordered printed, and when
   printed to be committed to the Committee on Investigations and Govern-
   ment Operations -- recommitted to the Committee on Investigations  and
   Government  Operations  in  accordance  with  Senate Rule 6, sec. 8 --
   committee discharged, bill amended, ordered reprinted as  amended  and
   recommitted to said committee
 
 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 2 of part GGG of
 chapter 59 of the laws of 2019, subdivision 3 as amended by chapter  223
 of the laws of 2008 and paragraph (c) of subdivision 3 as added by chap-
 ter 47 of the laws of 2018, 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 or  reviewing  the  requested  RECORD  OR
 
  EXPLANATION--Matter in ITALICS (underscored) is new; matter in brackets
                       [ ] is old law to be omitted.
                                                            LBD04958-05-4
              

 S. 1726--A                          2
 
 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  copying,  programming
 or  other  services required to provide the copy, the 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  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.
   [(c)]  (H)  Each  state agency, as defined in subdivision five of this
 section, that maintains a website shall ensure its website provides  for
 the online submission of a request for records pursuant to this article.
   § 2. This act shall take effect immediately.