[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.]
As used in this chapter, the following terms shall have the
meanings indicated:
The total cost of personnel, including wages, fringe benefits
and all other benefits and overhead related to the time spent in search
of records.
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.
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.
The actual cost of personnel, plus all expenses for paper,
copier time, depreciation and supplies.
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]
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.
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
|
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.
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.
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.
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.
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
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.
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.
F.
AUTHORITY
PERIOD OF RETENTION
(1)
(2)
(3)
(4)
RECORDS DESCRIPTION
SHSH NOTIFY
(1)
(2)
(3)
TIME
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.
Refers to the time that the identified records must be kept
until destruction.
CRStands for creation, which usually refers to receipt or creation of the record.
EVTStands 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.
FISStands for current fiscal year and the additional amount of time as indicated.
P — Stands for permanent retention.
Provides a brief description of the records. Group specific
items, such as forms, into logical groups that have the same function
or purpose.
Refers to whether or not the State Historical Society of
Wisconsin has waived the required statutory notification prior to
destruction of records.
N — The records may have secondary historical
value, and, therefore, SHSW notification is required on a case-by-case
basis prior to destruction.
N/A — Not applicable and refers to those circumstances
where a local unit of government is retaining a record permanently.
W — Records are not historical, and the required
notification is waived.
Expressed in years, unless specifically identified as months
or days.
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
|
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
|