(1)
Where a person has been notified under section
15(1)
that the request for access has been granted, that person shall, subject to subsections (3) and (10)-
(a)
where an access fee is payable, upon payment of that fee; or
(b)
where no access fee is payable, immediately, be given access in the applicable forms referred to in subsection (2) as the person indicated in the request for access.
(2)
The forms of access to a record in respect of which a request of access has been granted are-
(a)
if the record is in written or printed form, by supplying a copy of the record or by making arrangements for the inspection of the record;
(b)
if the record is not in written or printed form-
(i)
in the case of a record from which visual images or printed transcriptions of those images are capable of being reproduced by means of equipment which is ordinarily available to the public body concerned, by making arrangements to view those images or be supplied with copies or transcriptions of them;
(ii)
in the case of a record in which words or information are recorded in a manner that they are capable of being reproduced in the form of sound by equipment which is ordinarily available to the public body concerned-
(A)
by making arrangements to hear those sounds; or
(B)
if the public body is capable of producing a written or printed transcription of those sounds by the use of equipment which is ordinarily available to it, by supplying that transcription;
(iii)
in the case of a record which is held on computer, or in electronic or machine-readable form, and from which the public body concerned is capable of producing a printed copy of-
(A)
the record, or a part of it; or
(B)
information derived from the record, by using computer equipment and expertise ordinarily available to the public body, by supplying such a copy;
(iv)
in the case of a record available or capable of being made available in computer readable form, by supplying a copy in that form; or
(v)
in any other case, by supplying a copy of the record.
(3)
Where a person has requested access in a particular form, access shall, subject to section
17
, be given in that form, unless to do so would-
(a)
interfere unreasonably with the effective administration of the public body concerned;
(b)
be detrimental to the preservation of the record; or
(c)
amount to an infringement of copyright not owned by the State or the public body concerned.
(4)
Where a person has requested access in a particular form and for a reason referred to in subsection (3), access in that form is refused but access is given in another form, the fee charged may not exceed what would have been charged if the person had been given access in the form requested.
(5)
Where a person with a disability is prevented by that disability from reading, viewing or listening to the record concerned in the form in which it is held by the public body concerned, the information officer shall, if that person so requests, take reasonable steps to make the record available in a form in which it is capable of being read, viewed or heard by that person.
(6)
Where access to a record is to be given to a person with a disability and the person requests that access to be given in an alternative format, a copy of the record shall be given in an alternative format-
(a)
immediately, if the record exists in the alternative format that is acceptable to that person; or
(b)
within a reasonable period, to allow the public body to prepare or cause to be prepared the alternative format, unless the making of the alternative format is considered outrageously expensive compared to the information required.
(7)
Where a record is made available in accordance with subsection (5), the person shall not be required to pay an access fee which is more than the fee which that person would have been required to pay, but for the disability.
(8)
Where a record is made available in terms of this section to a person for inspection, viewing or hearing, that person may make copies of, or transcribe the record using his or her equipment, unless to do so would-
(a)
interfere unreasonably with the effective administration of the public body concerned;
(b)
be detrimental to the preservation of the record; or
(c)
amount to an infringement of copyright not owned by the State or the public body concerned.
(9)
Where this section requires the supply to a person of a copy of a record, the copy shall, if so requested by that person, be supplied by posting it to that person.
(10)
Where an internal appeal or an application to the court, as the case may be, is lodged against the granting of a request for access to a record, access to the record may be given only when the decision to grant the request is finally confirmed.