The key phrase is “readily retrievable.” Would you say having to assemble information from multiple pieces of paper in multiple file folders in multiple drawers in multiple filecabinets is “readily retrievable” to you as opposed to grabbing one sheet of paper or one file folder? The answer is no.
It’s easy for a DBA to run queries but was the law written with that in mind? I doubt it. To administer vital statistics records, a lowly clerk has access to a software application that allows them to access data in the database in a specific manner. They can use that software to do only those functions programmed into the software. It’s likely that in considering the difference between what is “readily available” and what isn’t, the HDoH considers what their software is programmed to do and what it isn’t. If a DBA has to run a specialized query to retrieve data rather than a clerk pressing buttons in pre-programmed software to retrieve records, then the information isn’t “readily available.”
So with that in mind, you asked if the 1961 - 1964 index was readily retrievable? There are two answers. For a DBA? Yes. For a clerk using special software? No.
Regarding the date of birth verses the date accepted, the index data contains only the date of birth. They’re not required to provide the date accepted.
Can you tell what field was queried? Yes, if you’re a DBA.
Here is a qwestion. Under UIPA laws and FOIA.... is the entire index database subject for release under those laws?
Forcing the release of THAT to a party capable of disseminating the information it contains..... Thats an interesting question no?