(a) the information officer shall give reasons why the record could
not be availed in electronic form; and
(b) the record shall be provided in a format in which it can be
utilised by the person requesting it.
6.
Format of rccord
(1) Where access to a record involves giving a copy of the record to the
requester, the copy need not be provided in the requested format
if—
(a) the record does not exist in that format within the public body;
and
(b) the head of the public body considers, taking into account the
factors described in sub-regulation (3), that the conversion of the
record into the requested format is unreasonable.
(2) Where the head of the public body considers that the conversion of the
record into the requested format is unreasonable, a copy of the record shall be
provided in an alternative format chosen by the requester—
(a) from a format in which the record already exists within the
public body; or
(b) from a format, the conversion to which the head of the public
body considers is reasonable taking into account the factors described
in sub-regulation (3).
(3) The following factors shall be taken into account in determining if the
conversion of a document into the requested format is reasonable—
(a) the cost to the public body;
(b) the potential degradation of the record;
(c) if the requester is to be given access to only a part of a record,
the facility with which the record may be severed in the format
requested;
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