Village of Randolph, WI
Dodge County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Village Board of the Village of Randolph 10-7-1998 by Ord. No. 351 as Title 3, Ch. 3, of the 1998 Code. Amendments noted where applicable.]

§ 73-1 Definitions.

As used in this chapter, the following terms shall have the meanings indicated:
ACTUAL COST
The total cost of personnel, including wages, fringe benefits and all other benefits and overhead related to the time spent in search of records.
AUTHORITY
Any of the following Village of Randolph entities having custody of a Village record: an office, elected official, agency, board, commission, committee, council, department or public body corporate and politic created by constitution, law, ordinance, rule or order, or a formally constituted subunit of the foregoing.
CUSTODIAN
That officer, department head, division head, or employee of the Village designated under § 73-3 or otherwise responsible by law to keep and preserve any Village records or file, deposit or keep such records in his or her office or who is lawfully in possession or entitled to possession of such public records and who is required by this chapter to respond to requests for access to such records.
DIRECT COST
The actual cost of personnel, plus all expenses for paper, copier time, depreciation and supplies.
RECORD
Any material on which written, drawn, printed, spoken, visual or electromagnetic information is recorded or preserved, regardless of physical form or characteristics, which has been created or is being kept by an authority. "Record" includes, but is not limited to, handwritten, typed or printed pages, maps, charts, photographs, films, recordings, tapes (including computer tapes), computer printouts and optical disks. "Record" does not include drafts, notes, preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name of a person for whom the originator is working; materials which are purely the personal property of the custodian and have no relation to his or her office; materials to which access is limited by copyright, patent or bequest; and published materials in the possession of an authority other than a public library which are available for sale, or which are available for inspection at a public library.[1]
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II).

§ 73-2 Duty to maintain records.

A. 
Except as provided under §§ 73-7 and 73-8, each officer and employee of the Village shall safely keep and preserve all records received from his or her predecessor or other persons and required by law to be filed, deposited or kept in his or her office or which are in the lawful possession or control of the officer or employee or his or her deputies or to the possession or control of which he or she or they may be lawfully entitled as such officers or employees.
B. 
Upon the expiration of an officer's term of office or an employee's term of employment, or whenever the office or position of employment becomes vacant, each such officer or employee shall deliver to his or her successor all records then in his or her custody, and the successor shall receipt therefor to the officer or employee, who shall file said receipt with the Village Clerk-Treasurer. If a vacancy occurs before a successor is selected or qualifies, such records shall be delivered to and receipted for by the Village Clerk-Treasurer, on behalf of the successor, to be delivered to such successor upon the latter's receipt.

§ 73-3 Legal custodians.

A. 
Each elected official is the legal custodian of his or her records and the records of his or her office, but the official may designate the Village Clerk-Treasurer to act as the legal custodian.
B. 
Unless provided in Subsection C, the Village Clerk-Treasurer or the Village Clerk-Treasurer's designee shall act as legal custodian for the Village and for any committees, commissions, boards, or other authorities created by ordinance or resolution of the Village Board. The following offices or authorities shall have as a legal custodian of records the individual so named:
Authority
Designated Legal Custodian
General Village records (including Board records)
Village Clerk-Treasurer
Department of Public Works
Street Superintendent
Village Utilities
Utilities Superintendent
Police Department
Chief of Police
C. 
For every authority not specified in Subsections A and B, the authority's chief administrative officer is the legal custodian for the authority, but the officer may designate an employee of his or her staff to act as the legal custodian.
D. 
Each legal custodian shall name a person to act as legal custodian in his or her absence or in the absence of his or her designee, and each legal custodian shall send notice of the designated deputy to the Village Clerk-Treasurer.
E. 
The Village Clerk-Treasurer shall establish criteria for establishing the records system and shall cause the department/office records system to be reviewed on an annual basis.

§ 73-4 Public access to records.

A. 
Except as provided in § 73-6, any person has a right to inspect a record and to make or receive a copy of any record as provided in § 19.35(1), Wis. Stats.
B. 
Records will be available for inspection and copying during all regular office hours.
C. 
If regular office hours are not maintained at the location where records are kept, the records will be available for inspection and copying upon at least 48 hours' advance notice of intent to inspect or copy.
D. 
A requester shall be permitted to use facilities comparable to those available to Village employees to inspect, copy or abstract a record.
E. 
The legal custodian may require supervision during inspection or may impose other reasonable restrictions on the manner of access to an original record if the record is irreplaceable or easily damaged.
F. 
A requester shall be charged a fee as set by the Village Board to defray the cost of copying records.[1]
(1) 
If the form of a written record does not permit copying, the actual and necessary cost of photographing and photographic processing shall be charged.
(2) 
The actual full cost of providing a copy of other records not in printed form on paper, such as films, computer printouts and audiotapes and videotapes, shall be charged.
(3) 
If mailing or shipping is necessary, the actual cost thereof shall also be charged.
(4) 
There shall be no charge for locating a record unless the actual cost thereof exceeds $50, in which case the actual cost shall be determined by the legal custodian and billed to the requester.
(5) 
The legal custodian shall estimate the cost of all applicable fees and shall require a cash deposit adequate to assure payment, if such estimate exceeds $5.
(6) 
Elected and appointed officials of the Village shall not be required to pay for public records they may reasonably require for the proper performance of their official duties.
(7) 
The legal custodian may provide copies of a record without charge or at a reduced charge where he or she determines that waiver or reduction of the fee is in the public interest.
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II).
G. 
Pursuant to § 19.34, Wis. Stats., and the guidelines therein listed, each authority shall adopt, prominently display and make available for inspection and copying at its offices, for the guidance of the public, a notice containing a description of its organization and the established times and places at which, the legal custodian from whom, and the methods whereby the public may obtain information and access to records in its custody, make requests for records, or obtain copies of records, and the costs thereof. This subsection does not apply to members of the Village Board.

§ 73-5 Access procedures.

A. 
A request to inspect or copy a record shall be made to the legal custodian. A request shall be deemed sufficient if it reasonably describes the requested record or the information requested. However, a request for a record without a reasonable limitation as to subject matter or length of time represented by the record does not constitute a sufficient request. A request may be made orally, but a request must be in writing before an action to enforce the request is commenced under § 19.37, Wis. Stats. Except as provided below, no request may be refused because the person making the request is unwilling to be identified or to state the purpose of the request. No request may be refused because the request is received by mail, unless prepayment of a fee is required under § 73-4F(5). A requester may be required to show acceptable identification whenever the requested record is kept at a private residence or whenever security reasons or federal law or regulations so require.
B. 
Each custodian, upon request for any record, shall, as soon as practicable and without delay, either fill the request or notify the requester of the authority's determination to deny the request in whole or in part and the reasons therefor. If the legal custodian, after conferring with the Village Attorney, determines that a written request is so general as to be unduly time consuming, the party making the request may first be required to itemize his or her request in a manner which would permit reasonable compliance.
C. 
A request for a record may be denied as provided in § 73-6. If a request is made orally, the request may be denied orally unless a demand for a written statement of the reasons for denying the request is made by the requester within five business days of the oral denial. If a written request is denied in whole or in part, the requester shall receive a written statement of the reasons for denying the request. Every written denial of a request shall inform the requester that, if the request for the record was made in writing, then the determination is subject to review upon petition for a writ of mandamus under § 19.37(1), Wis. Stats., or upon application to the Attorney General or a District Attorney.

§ 73-6 Limitations on right to access.

A. 
As provided in § 19.36, Wis. Stats., the following records are exempt from inspection under this chapter:
(1) 
Records specifically exempted from disclosure by state or federal law or authorized to be exempted from disclosure by state law;
(2) 
Any record relating to investigative information obtained for law enforcement purposes if federal law or regulations require exemption from disclosure or if exemption from disclosure is a condition to receipt of aids by the state;
(3) 
Computer programs and files, although the material used as input for a computer program/file or the material produced as a product of the computer program is subject to inspection; and
(4) 
A record or portion of a record containing information qualifying as a trade secret as defined in § 134.90(1)(c), Wis. Stats.[1]
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II).
B. 
As provided by § 43.30, Wis. Stats., public library circulation records are exempt from inspection under this section.
C. 
In responding to a request for inspection or copying of a record which is not specifically exempt from disclosure, the legal custodian, after conferring with the Village Attorney, may deny the request, in whole or in part, only if he or she determines that the harm to the public interest resulting from disclosure would outweigh the public interest in full access to the requested record. Examples of matters for which disclosure may be refused include, but are not limited to, the following:
(1) 
Records obtained under official pledges of confidentiality which were necessary and given in order to obtain the information contained in them.
(2) 
Pursuant to § 19.85(1)(a), Wis. Stats., records of current deliberations after a quasi-judicial hearing.
(3) 
Pursuant to § 19.85(1)(b) and (c), Wis. Stats., records of current deliberations concerning employment, dismissal, promotion, demotion, compensation, performance, or discipline of any Village officer or employee, or the investigation of charges against a Village officer or employee, unless such officer or employee consents to such disclosure.
(4) 
Pursuant to § 19.85(1)(d), Wis. Stats., records concerning current strategy for crime detection or prevention.
(5) 
Pursuant to § 19.85(1)(e), Wis. Stats., records of current deliberations or negotiations on the purchase of Village property, investing of Village funds, or other Village business whenever competitive or bargaining reasons require nondisclosure.
(6) 
Pursuant to § 19.85(1)(f), Wis. Stats., financial, medical, social or personal histories or disciplinary data of specific persons which, if disclosed, would be likely to have a substantial adverse effect upon the reputation of any person referred to in such history or data.
(7) 
Pursuant to § 19.85(1)(g), Wis. Stats., communications between legal counsel for the Village and any officer, agent or employee of the Village, when advice is being rendered concerning strategy with respect to current litigation in which the Village or any of its officers, agents or employees is or is likely to become involved, or communications which are privileged under § 905.03, Wis. Stats.
(8) 
Pursuant to § 19.85(1)(h), Wis. Stats., requests for confidential written advice from an ethics board, and records of advice given by such ethics board on such requests.
D. 
If a record contains information that may be made public and information that may not be made public, the custodian of the record shall provide the information that may be made public and delete the information that may not be made public from the record before release. The custodian shall confer with the Village Attorney prior to releasing any such record and shall follow the guidance of the Village Attorney when separating out the exempt material. If, in the judgment of the custodian and the Village Attorney, there is no feasible way to separate the exempt material from the nonexempt material without unreasonably jeopardizing nondisclosure of the exempt material, the entire record shall be withheld from disclosure.

§ 73-7 Retention and destruction of records.

A. 
Historical records. Under § 19.21(4)(a), Wis. Stats., municipalities must notify the State Historical Society of Wisconsin (SHSW) prior to destroying records. However, the SHSW has waived the required 60 days' notice for any record marked "W" (waived notice). The SHSW must be notified prior to destruction of a record marked "N" (nonwaived). Notice is also required for any record not listed in § 73-8.
B. 
Microfilming or optical imaging of records. Local units of government may keep and preserve public records through the use of microfilm, providing the microfilm or optical imaging meets the applicable standards in § 16.612, Wis. Stats. Retention periods and estimated costs and benefits of converting records between media should be considered. After verification, paper records converted to microfilm or optical imaging should be destroyed. The retention periods identified in § 73-8 apply to records in any media.
C. 
Destruction after request for inspection. No requested records may be destroyed until after the request is granted or 60 days after the request is denied. If an action is commenced under § 19.37, Wis. Stats., the requested record may not be destroyed until after a court order is issued and all appeals have been completed. [See § 19.35(5), Wis. Stats.]
D. 
Destruction pending litigation. No record subject to pending litigation shall be destroyed until the litigation is resolved.
E. 
Review and approval by Public Records Board. This chapter and the retention periods of less than seven years have been reviewed and approved by the Public Records Board.[1]
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II).
F. 
Legend. The following terms shall be applicable in §§ 73-7 and 73-8:
AUTHORITY
Refers to any specific statute, administrative rule, or specific regulation that determines retention of the record. In most cases, this will be blank because units of government have discretion to establish a time period.
PERIOD OF RETENTION
Refers to the time that the identified records must be kept until destruction.
(1) 
Stands for creation, which usually refers to receipt or creation of the record.
(2) 
Stands for event, and refers to an occurrence that starts the retention clock ticking. Close of contract, termination of employees, and disposition of a case are common events.
(3) 
Stands for current fiscal year and the additional amount of time as indicated.
(4) 
P — Stands for permanent retention.
RECORDS DESCRIPTION
Provides a brief description of the records. Group specific items, such as forms, into logical groups that have the same function or purpose.
SHSH NOTIFY
Refers to whether or not the State Historical Society of Wisconsin has waived the required statutory notification prior to destruction of records.
(1) 
N — The records may have secondary historical value, and, therefore, SHSW notification is required on a case-by-case basis prior to destruction.
(2) 
N/A — Not applicable and refers to those circumstances where a local unit of government is retaining a record permanently.
(3) 
W — Records are not historical, and the required notification is waived.
TIME
Expressed in years, unless specifically identified as months or days.

§ 73-8 Records retention schedule.

A. 
Accounting records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Accounts payable:
Purchase invoices
FIS + 7 years
W
Vouchers
FIS + 7 years
W
Accounts receivable:
A/R invoices
FIS + 7 years
W
Receipts
FIS + 7 years
W
Collection blotters
EVT + 1 year (after audit)
W
B. 
Board of Review records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Form of objection to property assessment and supporting documentation
EVT + 7 years (after final action by Board of Review or completion of appeal)
W
Minute book of Board of Review
CR + 7 years
N
Proceedings of the Board of Review on audiotapes or as stenographic notes, including any transcriptions thereof
EVT + 7 years (after final action by Board of Review or completion of appeal)
W
Notice of determinations of the Board of Review
EVT + 7 years (after final action by the Board of Review or completion of appeal)
W
C. 
Budget and audit records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Budget worksheets
FIS + 3 years
W
Minutes of the Board of Estimates
Permanent
N/A
Final budget
Permanent
N/A
Audit reports
Permanent
N/A
D. 
Building permits and inspection records. The following records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Applications and permits
EVT (life of structure)
W
Code compliance inspection reports
EVT (life of structure)
W
Inspection address file
EVT (life of structure)
W
Certificates of occupancy
EVT (until superseded)
W
Energy calculation worksheets
CR + 3 years
State-approved commercial building plans
EVT + 4 years
W
Permit fee receipts
FIS + 7 years (provided record has been audited)
W
Permit ledger
CR + 7 years
W
Village Attorney's case file, copy
EVT + 1 year (after case has been closed)
W
Quarter-section maps, copies
EVT (until superseded)
W
Records of the Zoning Board of Appeals (includes minutes of meetings of Board and supporting documents submitted to the Board)
Permanent
N/A
Records of the Planning Board, if created (includes minutes of meetings of the Planning Board and supporting documents submitted to the Planning Board)
Permanent
N/A
E. 
Election records. All materials and supplies associated with an election may be destroyed according to the following schedule, unless there is a recount or litigation pending with respect to the election:
Records
Period of Retention
Authority
SHSW Notice
Voter serial number slips
EVT + (14 days after a primary) (21 days after an election)
W
Applications for absentee ballots
EVT + (90 days after the election) (22 months after the election for federal offices)
W
Forms associated with election, such as tally sheets, inspector's statements and nomination papers
EVT + (90 days after the election) (22 months after the election for federal offices)
W
Official canvass statements
EVT + (10 years after the election)
W
Registration and poll lists, nonpartisan primaries and elections
EVT + (2 years after the election for which they were created)
W
Registration and poll lists, partisan primaries and general election
EVT + (4 years after the election for which they were created)
Canceled registration cards
EVT + (4 years after cancellation)
W
Election notices
EVT + (1 year after the election) (22 months for federal elections)
W
Proofs of publication and correspondence relative to publications
EVT + (1 year after the election) (22 months for federal elections)
W
Campaign registration statements
EVT + (6 years after termination by the registrant)
W
Campaign finance reports
EVT + (6 years after date of receipt)
W
F. 
Engineering and public works records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Field notes
Permanent
N/A
Bench mark books
Permanent
N/A
Section corner monument logs
Permanent
N/A
Aerial photographs
EVT (until superseded)
W
Village maps
Permanent
N/A
Water, storm, and sanitary sewer main maps
Permanent
N/A
Profile and grade books
Permanent
N/A
Excavation plans of private utilities
Permanent
N/A
Index to maps
Permanent
N/A
Preliminary subdivision plats
EVT (until superseded by final plat)
W
Final subdivision plats
Permanent
N/A
Annexation plats
Permanent
N/A
Assessor's plats
Permanent
N/A
Structure plans for Village buildings and bridges
EVT (life of the structure)
N
Annual reports
Permanent
N/A
Records of the Planning Board, if created (includes minutes of the meetings of the Planning Board and supporting documents submitted to the Planning Board)
Permanent
N/A
Records of the Zoning Board of Appeals (includes minutes of the meetings of the Board and supporting documents submitted to the Board
Permanent
N/A
House number and address change file
Permanent
N/A
Street vacations and dedications, copies
EVT (retain for active reference life)
W
Permits (includes permits for the excavation of streets by private utility companies)
EVT + 3 years
W
Petitions for street and sewer systems
EVT + 2 years
W
Special assessment calculations
EVT + 2 years
W
TV sewer inspection records
EVT (until superseded)
W
State highway aide program records
FIS + 7 years
W
G. 
Fidelity bond records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Oath of office
EVT + 5 years (after the term of service covered by the oath has ended
W
H. 
Insurance records and policies. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Policy
FIS + 7 years
W
Policy bids, unsuccessful
EVT + 1 years
W
Claims
EVT + 7 years
W
I. 
Journals, registers and ledger. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Receipts journal
FIS + 15 years
W
Voucher/order register
FIS + 15 years
W
General journal
FIS + 15 years
W
Journal voucher
FIS + 15 years
W
Appropriation journal
FIS + 15 years
W
Appropriation journal voucher
FIS + 15 years
W
General ledger
FIS + 15 years
W
Trial balance
EVT (until audited)
W
J. 
Legal opinions. Legal opinions rendered shall not be destroyed and shall be retained permanently.
K. 
Licenses and permits. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Liquor- and beer-related license applications
EVT + 4 years
W
Other license applications
EVT + 3 years
W
Receipts
CR + 4 years
W
License stubs, all liquor- and beer-related
CR + 4 years
W
License stubs, other
CR + 3 years
W
Dog licenses, monthly reports to County Clerk
CR + 3 years
W
L. 
Municipal Court records. The legal custodian, as defined in § 19.33, Wis. Stats., of the following records concerning the Village of Randolph Municipal Court (if one is created), or his or her designee(s), may destroy the following public records after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Audiotape recordings of trials or juvenile matters
EVT (until expiration of statute of limitations to appeal to Circuit Court)
W
Municipal Court case files
EVT + 6 years (after entry of final judgment)
W
Municipal Court case files, Village Attorney's copies
EVT + 6 years (after entry of final judgment)
W
Municipal Court minutes record
EVT + 5 years (after entry of final judgment)
W
Municipal Court record
EVT + 5 years (after entry of final judgment)
W
Municipal Court judgment docket, a record of all money judgment
EVT + 20 years (after final docket entry)
W
M. 
Payroll records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Payroll support record
FIS + 2 years
W
Employee's withholding allowance certificate
EVT + 5 years (after being superseded)
W
Employee's Wisconsin withholding exemption certificate
EVT + 5 years (after being superseded)
W
Employee enrollment and waiver cards
EVT + 2 years (after being superseded or terminated)
W
Employee earning records
FIS + 5 years
W
Payroll check register
FIS + 5 years
W
Payroll distribution record
FIS + 5 years
W
Payroll voucher
FIS + 5 years
W
Canceled payroll checks
FIS + 5 years
W
Wage and tax statement
FIS + 5 years
W
Report of Wisconsin income tax
FIS + 5 years
W
Employer's annual reconciliation of Wisconsin income tax withheld from wages
FIS + 5 years
W
Federal deposit tax stub
FIS + 5 years
W
Quarterly report of federal income tax withheld
FIS + 5 years
W
Annual report of federal income tax withheld
FIS + 5 years
W
State's quarterly report of wages paid
FIS + 5 years
W
Monthly memorandum report
FIS + 5 years
W
Quarterly report, payroll summary
FIS + 5 years
W
Premium due notices
FIS + 5 years
W
N. 
Police Department records. The following public records may be destroyed after the expiration of the designated retention period:[1]
Records
Period of Retention
Authority
SHSW Notice
Traffic citations (and accompanying documentation) sent through Village Municipal Court (if created)
EVT + 1 year (after closed)
W
Ordinance citations
EVT + 2 years (after closed)
W
All accounting records
CR + 7 years
W
Electronic recordings of court proceedings which were appealed
EVT + 7 years
W
Court statistical reports
CR + 7 years
N
Arraignment calendars
CR + 7 years
W
Warrant and commitment listings
CR + 7 years
W
Municipal Court correspondence
CR + 7 years
W
Electronic recordings of court proceedings which were not appealed
EVT + 6 months
W
Personnel records
EVT + 8 years
W
Property inventory records
EVT + 8 years
W
Citizen complaints against police officers
EVT + 8 years
W
Investigation and citation records:
Arrest records
EVT + 8 years
W
Incident records
EVT + 10 years
W
Fingerprint cards
EVT + 8 years
W
Evidence cards
EVT + 10 years
W
Work schedules
CR + 7 years
W
Accident reports
EVT + 4 years
W
Investigation reports
EVT + 10 years (from date of closing investigation)
W
Audiotape and videotape recordings:
Police dispatch audiotapes
CR + 120 days
W
Police videotapes
CR + 120 days
W
Information teletype messages
CR + 30 days
W
Medical records, re: occupational
EVT + 30 years
W
Training records for exposure control
CR + 3 years
W
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II).
O. 
Public works projects and contracts. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Notice to contractors
EVT + 7 years (after completion of project)
W
EVT + 2 years (for unsuccessful bidders)
W
Certified check
EVT (retain until contract has been signed and return to bidder)
W
Bid bond
EVT + 7 years (after completion of project)
W
EVT + 2 years (for unsuccessful bidders)
W
Bidder's proof of responsibility
EVT + 7 years (after completion of project)
W
EVT + 2 years (for unsuccessful bidders)
W
Bids
EVT + 7 years (after completion of project)
W
EVT + 2 years (for unsuccessful bidders)
W
Affidavit of organization and authority
EVT + 7 years (after completion of project)
W
EVT + 2 years (for unsuccessful bidders)
W
Bid tabulations
EVT + 2 years
W
Performance bond
EVT + 7 years (after completion of project)
W
Contract
EVT + 7 years (after completion of project)
W
Master project files
EVT + 20 years (after life of structure)
N
Blueprints
EVT (until superseded by the as-built tracings)
W
As-built tracings
EVT (life of the project)
N
P. 
Purchasing records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Purchase requisitions
EVT + 1 year (after PO issued)
W
Purchase orders
FIS + 7 years
W
Receiving report
FIS + 7 years
W
Bids, successful
EVT + 7 years (after contract has expired)
W
Bids, unsuccessful
EVT + 1 year (after PO issued)
W
Inventory of property
EVT (retain until superseded)
W
Q. 
Real property records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Deeds
Permanent
N/A
Opinions of title
Permanent
N/A
Abstracts and certificates of title
Permanent
N/A
Title insurance policies
Permanent
N/A
Plats
Permanent
N/A
Easements
Permanent
N/A
Leases
EVT + 7 years (after termination of lease)
W
Vacation or alteration of plat
Permanent
N/A
R. 
Sewer and Water Utility records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Water stubs
FIS + 2 years
W
Receipts of current billings
FIS + 2 years
W
Customer's ledgers of municipal utilities
FIS + 2 years
W
All other utility records
CR + 7 years
W
Water quality laboratory tests (deep well water analysis detail and summary reports; chemical and bacteriological analysis of municipal drinking water detail and summary reports; municipal drinking water fluoride analysis; and water quality control readings)
EVT + 5 years (if information has been transferred to a permanent test site file location, EVT + 1 year)
W
Maps showing the location and physical characteristics of the utility plant
EVT (until map is superseded)
W
Engineering records in connection with construction projects
EVT (until record is superseded or 6 years after plant is retired, provided mortality data are retained)
W
Operating records:
Station pumpage records
CR + 15 years or EVT + 3 years (after the source is abandoned)
W
Interruption records
CR + 6 years
W
Meter test records
EVT
See § PSC 185.46, Wis. Adm. Code
W
Meter history records
EVT (life of meter)
W
Annual meter accuracy summary
CR + 10 years
W
Pressure records
CR + 6 years
W
Customer records:
Complaint records
CR + 3 years
W
Customer deposit
EVT + 6 years (after refund)
W
Meter reading sheets or cards
CR + 6 years
W
Billing records
CR + 6 years
W
Filed rates and rules
Permanent
W
Analyses of any water samples taken from the water system
EVT + 10 years
Pursuant to § NR 809.82, Wis. Adm. Code
W
S. 
Special assessment records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Preliminary resolution
CR + 2 years after created
W
Report on special assessment project
CR + 2 years after created
W
Waiver of special assessment notice and hearing
EVT + 1 year (after final resolution is approved)
W
Final resolution
Permanent
N/A
Certified special assessment roll
EVT (retain until all assessments are collected)
W
Statement of new special assessments
CR + 5 years
W
Special assessment payment register
EVT (retain until all assessments are collected)
W
T. 
Street and highway records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Street operations file
CR + 2 years after created
W
Street and sidewalk maintenance and repair
CR + 25 years
W
Tree planting, inspection, trimming and removal
CR + 25 years
W
Stock control records
CR + 2 years
W
Fuel usage reports
CR + 2 years
W
Heavy equipment and vehicle
EVT (life of equipment and/or vehicle inventory ledger or until inventory ledger is superseded)
W
Vehicle maintenance histories
EVT (life of vehicle)
W
Vehicle expense reports
EVT (life of vehicle)
W
Vehicle usage reports
CR + 2 years
W
Payroll support records
CR + 2 years
W
Purchasing records
CR + 7 years
W
Complaint ledger
CR + 2 years
W
Monthly reports
CR + 3 years
W
Annual reports
Permanent
N/A
U. 
Tax calculation records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Escrow account list
EVT (retain until superseded)
W
Receipts
FIS + 7 years
W
Receipt stub book
FIS + 7 years
W
Tax collection blotters
EVT (until audited)
W
Statement of taxes remaining unpaid
EVT (retain with tax roll)
W
Tax settlement receipt
FIS + 5 years
W
Municipal Treasurer's settlement
FIS + 5 years
W
Personal property tax roll
FIS + 15 years
N
V. 
Treasurer's records. The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
Authority
SHSW Notice
Minute books
Permanent
N/A
Audiotapes
CR + 1 year; 90 days if made solely for the purpose of drafting the minutes
W
Ordinances
Permanent
N/A
Resolutions
Permanent
N/A
Ordinance book
Permanent
N/A
Affidavits of publication
CR + 3 years
W