In order to protect records from damage or disorganization:

(1) Copying of public documents shall be done by county road administration board personnel or, at the discretion of the county road administration board, under their supervision.

(2) No document shall be physically removed by a requestor from the area designated by the county road administration board for the public inspection of documents. The board may require that all inspection be done in the presence of a county road administration board employee.

(3) When a requestor requests to examine an entire file or group of documents, as distinguished from certain individual documents which can be identified and supplied by themselves, the county road administration board shall be allowed a reasonable time to inspect the file to determine whether information protected from disclosure is contained therein, and the board shall not be deemed in violation of its obligation to reply promptly to requests for public documents by reason of performing such inspection.