Papers, records and documents in the office of the secretary of state shall not be permitted to be taken from such office, or from the secretary of state’s possession or that of his or her clerks, except where reproduction of any such papers, records or documents cannot be made within the secretary of state’s office. The secretary of state shall establish procedures for the removal of any such papers, records and documents from the secretary of state’s office for the purpose of reproducing the same. Certified copies shall be given in all cases when required.