Normally, the custodian shall make public records available for inspection by an applicant without demanding a written request. However, the custodian may require a written request if the custodian reasonably believes that the Act or any other law may prevent the disclosure of the record to the applicant or when the custodian believes that a written request will materially assist the Department in responding to the request. If the applicant is requesting a copy of any public record, the custodian may require a written request.