Upon receiving an FOIA request, the FOIA officer, or his or her designee, shall:
A. Note the date the village received the written request;
B. Compute the day on which the period for response will expire and make a notation of that date on the written request (5 business days for requests for commercial purposes or for requests made by "recurrent requesters" as defined herein, 5 business days for an initial response, with a follow up response within 21 days after receipt of the request, and a final response within a reasonable period thereafter, considering the size and complexity of the request);
C. Maintain an electronic or paper copy of a written request, including all documents submitted with the request until the request has been complied with or denied;
D. Meet with requesters, if necessary, to inspect records in his or her presence;
E. Create a file for the retention of each original request, a copy of the response, a record of written communications with the requester, and a copy of other related communications;
F. Assemble and duplicate the requested records, except for records which are exempt, and redact any records which may be partially exempt, and/or coordinate retrieval of the requested records with the facility storing the records for the village;
G. Keep, and/or request from the designated personnel, and maintain a record of those hours over eight (8) hours which were spent by personnel in retrieving a requested record; and
H. Notify the requester in writing of the status of production of the requested records, i.e., that such records are ready and available for the requester, that production of the records is denied in whole or in part and the reasons therefor, and/or the amount of any fees and/or costs associated with the request, where applicable, prior to copying and/or production of such requested records, and whether such fees and/or costs must be paid by the requester prior to the village's copying of such records. (Ord. 2011-O-25, 11-1-2011)