If the public record is in active use, in storage, or not otherwise available, the official custodian shall so immediately notify the applicant and shall designate a place, time, and date for inspection of the public records, not to exceed five (5) days (excepting Saturdays, Sundays, and legal holidays) from receipt of the application, unless a detailed explanation of the cause is given for further delay and the place, time, and earliest date on which the public record will be available for inspection. (KRS 61.872(5))