Ill. Admin. Code tit. 2, § 5376.502 - Copying of Records; Fees
a) In
accordance with Section
5376.503,
unless a fee is otherwise fixed by statute, the Agency will provide copies of
records and certifications of records in accordance with the fee schedule set
forth in Appendix A.
b) In
calculating its actual cost for reproducing records or for the use of the
equipment of the Agency to reproduce records, the Agency will not include the
costs of any search for and review of the records or other personnel costs
associated with reproducing the records. (Section 6(b) of FOIA)
c) In order to expedite the copying of
records that the Agency cannot copy, due to the volume of the request or the
operational needs of the Agency, in the timelines established in Section
5376.401,
the requester may provide, at the requester's expense, the copy machine, all
necessary materials, and the labor to copy the public records at the Agency
headquarters in Section
5376.301,
or at another location agreed to by both the Agency and the requester. No
original record shall be removed from State-controlled premises except under
constant supervision of the agency responsible for maintaining the
record.
d) Copies of records will
be provided to the requester only upon payment of any fees due. The Agency may
charge the requester for the actual cost of purchasing the recording medium,
whether disc, diskette, tape, or other medium, but the Agency will not charge
the requester for the costs of any search for and review of the records or
other personnel costs associated with reproducing the records. (Section 6(a) of
FOIA) Payment must be by check or money order sent to the Agency, payable to
"Illinois Student Assistance Commission".
e) If a contractor is used to inspect or copy
records, the following procedures shall apply:
1) The requester, rather than the Agency,
must contract with the contractor;
2) The requester is responsible for all fees
charged by the contractor;
3) The
requester must notify the Agency of the contractor to be used prior to the
scheduled on-site inspection or copying;
4) Only Agency personnel may provide records
to the contractor;
5) The Agency
must have verification that the requester has paid the Agency, if payment is
due, for the copying of the records before providing the records to the
contractor; and
6) The requester
must provide to the Agency the contractor's written agreement to hold the
records secure and to copy the records only for the purpose stated by the
requester.
Notes
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