Town of Ledgeview, WI
Brown County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Town Board of the Town of Ledgeview 6-22-2010 by Ord. No. 2010-008; amended in its entirety 9-19-2017 by Ord. No. 2017-05. Subsequent amendments noted where applicable.]
GENERAL REFERENCES
Alcoholic beverages — See Ch. 5.
Building permits and construction — See Ch. 15, Art. I.
Parks and recreation — See Ch. 71.
Streets and sidewalks — See Ch. 94.
Taxation — See Ch. 101.
Water — See Ch. 126.
Zoning — See Ch. 135.
Sanitary District No. 2 — See Ch. A136.
As used in this chapter, the following terms shall have the meaning indicated:
AUTHORITY
Any of the following Town entities having custody of a Town 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 Town designated under § 3-3 or otherwise responsible by law to keep and preserve any Town records of 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.
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.
TOWN
The Town of Ledgeview, Brown County, Wisconsin, and its administrative subunits.
A. 
Except as provided under § 3-8, each officer and employee of the Town shall safely keep and preserve all records received from his or her predecessor or other persons and requested by law to be filed, deposited, or kept in his or her office or which are in the lawful possession or control of which he or she or they may be lawfully entitled as such officers and 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 Town Clerk, 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 an employee of his or her staff to act as the legal custodian.
B. 
Unless otherwise prohibited by law, the Town Clerk or the Clerk's designee shall act as legal custodian for the Town Board and for any committees, commissions, boards, or other authorities created by ordinance or resolution of the Town Board, except the Town Treasurer shall be the legal custodian for all records in his or her possession. In the event the Town Clerk is not available, then the Deputy Clerk shall act on his or her behalf as legal custodian.
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. 
The Town Clerk or, in his or her absence or disability, or in case of vacancy, the Deputy Clerk is hereby designated the legal custodian of all Town records.
E. 
The legal custodian shall have full legal power to render decisions and to carry out the duties of an authority under Ch. 19, Wis. Stats., and this chapter. The designation of a legal custodian does not affect the powers and duties of an authority under this chapter.
A. 
Except as provided in § 3-6, 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. 
A requestor shall be permitted to use facilities comparable to those available to Town employees to inspect, copy, or abstract a record.
D. 
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. No original public records of the Town shall be removed from the possession of the legal custodian.
E. 
A requestor shall be charged a fee to defray the cost of locating and copying records as follows:
(1) 
The cost of photocopying shall be set by the Town Board. Said cost will be calculated not to exceed the actual, necessary, and direct cost of reproduction.
(2) 
If the form of a written record does not permit copying, the actual and necessary cost of photographing and photograhic process shall be charged.
(3) 
The actual full cost of providing a copy of other records not in printed form on paper, such as films, computer printouts, and audiotapes or videotapes, shall be charged.
(4) 
A request for electronic transfer of records, including any records to be provided via e-mail, pdf, DVD, thumb drive, or other electronic format, shall be charged a fee using the calculation of a minimum of five minutes of staff time at the employee's current per-hour rate of pay and benefits, plus the cost of the physical medium used.
(5) 
If mailing or shipping is necessary, the actual cost thereof shall also be charged.
(6) 
The legal custodian shall estimate the cost of all applicable fees and may require a cost deposit adequate to assure payment if such estimate exceeds $5.
(7) 
Elected and appointed officials of the Town shall not be required to pay for public records they may reasonably require for the proper performance of their official duties.
(8) 
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.
(9) 
No record shall be released until fees for such record are received.
F. 
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, 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.
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 § 3-4E(6). A requester may be required to show acceptable identification 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 any authority's determination to deny the request in whole or in part and the reasons therefor. If the legal custodian, after conferring with the Town Attorney, determined 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 § 3-6. 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 of a writ of mandamus under § 19.37(1), Wis. Stats., or upon application of the Attorney General or a district attorney.
A. 
As provided by § 19.36, Wis. Stats., the following records are exempt from inspections under this chapter.
(1) 
Records specifically exempted from disclosure by state or federal law or authorized to be exempted from disclosure by state law or federal law or regulations;
(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, although the material used as input for a computer program or the material produced as a product of the computer program is subject to inspection; and
(4) 
Pursuant to § 905.08, Wis. Stats., a record or any portion of a record containing information qualifying as a common-law trade secret. "Trade secrets" are defined as unpatented, secret, commercially valuable plans, appliances, formulas, or processes, which are used for making, preparing, compounding, treating or processing articles, materials or information, which are obtained from a person and which are generally recognized as confidential.
B. 
As provided by § 43.30, Wis. Stats., public library circulation records are exempt from inspection under this chapter.
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 Town 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 request 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 Town officer or employee, or the investigation of charges against a Town officer or employee, unless such officer or employee consents to such disclosure.
(4) 
Pursuant to § 19.85(1)(d), Wis. Stats., record 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 Town property, investing of Town funds or other Town 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 Town and any officer, agent or employee of the Town, when advice is being rendered concerning strategy with respect to current litigation in which the Town 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 or 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 legal 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 legal custodian shall confer with the Town Attorney prior to releasing any such record and shall follow the guidance of the Town Attorney when separating out the exempt material. If, in the judgment of the legal custodian and the Town 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.
Any Town officer, or the director of any department or division of Town government, may, subject to the approval of the Town Board, keep and preserve public records in his or her possession by means of Electronic Filing System. Such records shall meet the standards for photographic reproduction set forth in § 16.61(7)(a) and (b), Wis. Stats., and shall be considered original records for all purposes. Such records shall be preserved along with other files of the department or division and shall be open to public inspection and copying according to the provisions of state law and of §§ 3-4 through 3-6 of this chapter.
A. 
Purpose. This section is enacted to establish a schedule to ensure Town records are properly retained according to Wisconsin's Public Records Law while permitting the destruction of old and obsolete records which necessarily consume storage resources and make more difficult the location of pertinent records.
B. 
Retention schedule.
(1) 
Except as otherwise limited by statute, including, but not limited to, Wis. Stats. § 19.35(5) relating to the destruction of records after receipt of a public records request, the Town Clerk, on at least an annual basis, shall appropriately dispose of or destroy all records which have been retained beyond the period of time required in the schedule established herein. Pursuant to Wis. Stats. § 19.21(5)(c), all retention periods shorter than seven years and not specifically prescribed by statute were approved by the State of Wisconsin Public Records Board on [insert date].[1] This schedule further indicates all records for which the State Historical Society has expressly waived notice requirements pursuant to Wis. Stats. § 19.21(5)(d), for which notice shall be required and for which notice is inapplicable due to permanent retention requirements. All retention periods are considered to begin on the date of creation of the record if created by a Town official or employee or the day it became a public record by receipt from an external source. Retention periods for fiscal records, marked "FIS," begin after the expiration of the fiscal year to which the record applies.
[1]
Editor's Note: Said date will be inserted upon state approval of Ord. No. 2010-008.
(2) 
The following public records may be destroyed after the expiration of the designated retention period:
Record
Period of Retention After Creation or Event Date
Notice to State Historical Society of Wisconsin
PUBLIC SAFETY DEPARTMENT RECORDS:
Traffic citations (and accompanying documentation) sent through Municipal Court
8 years (after closed)
Waived
Ordinance citations
8 years (after closed)
Waived
All accounting records
7 years
Waived
Personnel records
8 years
Waived
Property inventory records
8 years
Waived
Citizen complaints against
8 years
Waived
Investigation and citation records:
Waived
Arrest records
8 years
Incident records
10 years
Fingerprint cards
8 years
Evidence cards
10 years
Investigation records
10 years from close of investigation
Audio- and videotape recordings:
Waived
Police dispatch audiotapes
120 days
Police videotapes
120 days
Work schedules
7 years
Waived
Accident reports
4 years
Waived
Informational teletype messages
30 days
Waived
Medical records regarding occupational exposure
30 years
Waived
Training records for exposure control
3 years
Waived
TOWN BOARD AND COMMITTEE/COMMISSION RECORDS:
Minute books
Permanent
N/A
Audio tapes
1 year (90 days if made solely for the purpose of drafting minutes)
Waived
Ordinances
Permanent
N/A
Resolutions
Permanent
N/A
Ordinance book
Permanent
N/A
Affidavits of publication
3 years
Waived
REAL PROPERTY RECORDS:
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
7 years after termination of lease
Waived
Vacation or alteration of plat
Permanent
N/A
LICENSES AND PERMITS:
Liquor- and beer-related license
4 years
Waived
Other license applications
3 years
Waived
Receipts
4 years
Waived
License stubs:
Waived
All liquor- and beer-related
4 years
Waived
Other
3 years
Waived
Dog licenses monthly report to County Clerk (by Treasurer)
3 years
Waived
MUNICIPAL BORROWING RECORDS:
Bond procedure record
7 years (after bond issues expires)
Waived
Bond register
7 years (after bond issue expires)
Waived
Bond payment register
7 years (after bond issue expires or following payment of all outstanding matured bonds/notes, coupons, whichever is later)
Waived
Canceled bonds, coupons
Until audited
Waived
Certificates of destruction
7 years (after bond issue expires or following payment of all outstanding matured bonds/notes, coupons, whichever is later)
Waived
FIDELITY BOND RECORDS:
Fidelity bond
5 years (after bond expires)
Waived
Fidelity bond book
5 years (after last bond expires)
Waived
Oath of office
5 years (after the service covered by the oath expires)
LEGAL OPINIONS:
Permanent
ACCOUNTING RECORDS:
Accounts payable
Purchase invoices
FIS + 7 years
Waived
Vouchers
FIS + 7 years
Accounts receivable
Accounts receivable invoices
FIS + 7 years
Waived
Receipts
FIS + 7 years
Collection blotters
1 year (after audit)
JOURNALS, REGISTERS AND LEDGERS
Receipts journal
FIS + 15 years
Waived
Voucher/order register
FIS + 15 years
Waived
General journal
FIS + 15 years
Waived
Journal voucher
FIS + 15 years
Waived
Appropriation journal
FIS + 15 years
Waived
General ledger
FIS + 15 years
Notify
Trial balance
Until audited
TREASURER'S RECORDS:
Cashbook
FIS + 15 years
Waived
Daily cash drawer reconciliations
1 year (after audit)
Waived
Bank reconciliations
FIS + 7 years
Waived
Bank statements
FIS + 7 years
Waived
Canceled order checks
FIS + 7 years
Waived
Lists of outstanding checks
FIS + 7 years
Waived
Check register
FIS + 7 years
Waived
Duplicate deposit tickets
1 year (after audit)
Waived
Bank credit/debit notices
1 year (after audit)
Waived
Investment records
FIS + 7 years
Waived
All receipts
FIS + 7 years
Waived
PAYROLL RECORDS:
Payroll support records
FIS + 2 years
Waived
Employee's withholding allowance certificate
5 years (after being superseded)
Waived
Employee's Wisconsin withholding exemption certificate
5 years (after being superseded)
Waived
Employee enrollment and waiver cards
FIS + 5 years
Waived
Employee earning records
FIS + 5 years
Waived
Payroll check register
FIS + 5 years
Waived
Payroll distribution record
FIS + 5 years
Waived
Payroll voucher
FIS + 5 years
Waived
Employee earning records
FIS + 5 years
Waived
Payroll check register
FIS + 5 years
Waived
Payroll distribution record
FIS + 5 years
Waived
Payroll voucher
FIS + 5 years
Waived
Canceled payroll checks
FIS + 5 years
Waived
Wage and tax statement
FIS + 5 years
Waived
Report of Wisconsin income tax
FIS + 5 years
Waived
Employer's annual reconciliation of Wisconsin income tax withheld from wages
FIS + 5 years
Waived
Federal deposit tax stubs
FIS + 5 years
Waived
Quarterly report of federal income tax withheld
FIS + 5 years
Waived
Annual report of federal income tax withheld
FIS + 5 years
Waived
State's quarterly report of wages paid
FIS + 5 years
Waived
Monthly memorandum report
FIS + 5 years
Waived
Quarterly report, payroll summary
FIS + 5 years
Waived
Premium due notice
FIS + 5 years
Waived
PURCHASING RECORDS:
Purchase requisitions
1 year (after PO issued)
Waived
Purchase orders
FIS + 7 years
Waived
Receiving report
FIS + 7 years
Waived
Bids, successful
7 years (after contract has expired)
Waived
Inventory of property
Retain until superseded
Waived
BUDGET AND AUDIT REPORTS:
Budget worksheets
FIS + 3 years
N/A
Minutes of the Board of Estimates
Permanent
N/A
Final budget
Permanent
N/A
Audit reports
Permanent
N/A
SPECIAL ASSESSMENT RECORDS:
Preliminary resolution
2 years
Waived
Report on special assessment
2 years
Waived
Waiver of special assessment notice and hearing
1 year (after final resolution approved)
Waived
Final resolution
Permanent
N/A
Certified special assessment roll
Until all assessments are collected
Waived
Statement of new special assessments
5 years
Waived
Special assessment payment register
Until all assessments are collected
Waived
BOARD OF REVIEW RECORDS:
Form of objection to property assessment and supporting documentation
7 years (after final action by Board of Review or completion of appeal)
Waived
Minute book of Board of Review
7 years (after final adjournment)
Notify
Proceedings of the Board of Review on audiotape or stenographic notices, including transcription thereof
7 years (after final action by Board of Review or completion of appeal)
Waived
Notice of determination of Board of Review
7 years (after final action by Board of Review or completion of appeal)
Waived
TAX CALCULATION RECORDS:
Tax levy certification of the School District clerk
FIS + 3 years
Waived
Certificates of apportionment
FIS + 3 years
Waived
State shared aid payment notices
FIS + 6 years, provided record has been audited
Waived
Final worksheet for determining allowable levy
FIS + 5 years
Waived
Statement of taxes
Permanent
N/A
Statement of new special assessments
FIS + 5 years
Waived
Statement of new sewer service charges
FIS + 5 years
Waived
General property tax credit certification
FIS + 5 years
Waived
Explanation of property tax credit certification
FIS + 5 years
Waived
Real property tax roll
Record transferred to County Treasurer
N/A
Personal property tax roll
FIS + 15 years
Notify
TAX COLLECTION RECORDS:
Escrow account list
Until superseded
Waived
Receipts
FIS + 7 years
Waived
Receipt stub book
FIS + 7 years
Waived
Tax collection blotters
Until audited
Waived
Statement of taxes remaining unpaid
Retain with tax
N/A
Tax settlement receipt
FIS + 5 years
Waived
Municipal Treasurer's settlement
FIS + 5 years
Waived
Personal property tax roll
FIS + 15 years
Notify
ENGINEERING AND PUBLIC WORKS RECORDS
Field notes
Permanent
N/A
Benchmark books
Permanent
N/A
Section corner monument logs
Until superseded
Waived
Aerial photographs
Permanent
N/A
City maps
Permanent
N/A
Water, storm and sanitary sewer 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
Until superseded by final plat
Waived
Final subdivision plats
Permanent
N/A
Annexation plats
Permanent
N/A
Assessor's plats
Permanent
N/A
Structure plans for municipal buildings and bridges
Life of structure
Notify
Annual reports
Permanent
N/A
Records of the Board of Public Works (includes minutes of the meetings of the Board and supporting documents submitted to the Board)
Permanent
N/A
Records of the Plan Commission (includes minutes of the meetings of the Commission and supporting documents submitted to the Commission)
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
Retain for active reference life
Waived
Permits (includes permits for excavation of streets by private utility companies)
3 years
Waived
Petitions for street and sewer systems
2 years
Waived
Special assessment calculations
2 years
Waived
TV sewer inspection records
Until superseded
Waived
State highway aids program records
FIS + 7 years
PUBLIC WORKS PROJECTS AND CONTRACTS:
Notice to contractors
7 years (after completion of project) 2 years (for unsuccessful bidders)
Waived
Certified check
Until contract has been signed and return to bidder
N/A
Bid bond
7 years (after completion of project) 2 years (for unsuccessful bidders)
Waived
Bidder's proof of responsibility
7 years (after completion of project) 2 years (for unsuccessful bidders)
Waived
Bids
7 years (after completion of project) 2 years (for unsuccessful bidders)
Waived
Affidavit of organization authority
7 years (after completion of project) 2 years (for unsuccessful bidders)
Waived
Bid tabulations
2 years
Waived
Performance bond
7 years (after completion of project)
Waived
Contract
7 years (after completion of project)
Waived
Master project files
20 years (after life of structure)
Notify
Blueprints
Until superseded by as-built tracings
Waived
As-built tracings
Life of project
Notify
STREET AND HIGHWAY RECORDS:
Street operations file
2 years
Waived
Street and sidewalk maintenance and repair
25 years
Waived
Tree planting, inspection, trimming and removal
25 years
Waived
Stock control records
2 years
Waived
Fuel usage reports
2 years
Waived
Heavy equipment and vehicle
Life of equipment and/or vehicle inventory ledger or until inventory ledger is superseded
Waived
Vehicle maintenance histories
Life of vehicle
Waived
Vehicle expense reports
2 years
Waived
Vehicle usage reports
2 years
Waived
Payroll support records
2 years
Waived
Purchasing records
7 years
Waived
Complaint ledger
2 years
Waived
Monthly reports
3 years
Waived
Annual reports
Permanent
N/A
PARK RECORDS:
Master park plan
Permanent
N/A
Plats
Permanent
N/A
Aerial photographs
Permanent
N/A
Supervisor's daily report of work completed
2 years
Waived
Payroll support records
2 years
Waived
Reservation requests
30 days (if payment receipts are attached, 7 years)
Waived
Master reservation book
2 years
Waived
Record of the Board of Park Commissioners (includes minutes of the meetings of the Board and supporting documents submitted to the Board)
Permanent
N/A
BUILDING PERMITS AND INSPECTION RECORDS:
Applications and permits
Life of structure
Waived
Code compliance inspection reports
Life of structure
Waived
Inspection address file
Life of structure
Waived
Certificates of occupancy
Until suspended
Waived
Energy calculation worksheets
3 years
Waived
State-approved commercial building plans
4 years
Notify
Permit fee receipts
FIS + 7 years
Waived
Permit ledger
7 years
Waived
Town Attorney's case file copy
1 year (after case closed)
Waived
Quarter section maps
Until superseded
Waived
Records of Building Board of Appeals (includes minutes of meetings of the Board and supporting documents submitted to the Board)
Permanent
N/A
Records of the Zoning Board of Appeals (includes minutes of meetings of the Board and supporting documents submitted to Board)
Permanent
N/A
Records of the Plan Commission (includes minutes of meetings of the Commission and supporting documents submitted to Commission)
Permanent
N/A
SANITATION AND CONSUMER PROTECTION RECORDS:
Public swimming pool survey reports, campgrounds and camping survey reports, mobile home park survey reports, recreational and education camp survey reports, restaurant and tavern survey reports, hotels, motels, tourist rooms, and rooming houses survey reports, retail dairy case and milk products reports, retail and wholesale food establishment reports, nursing home survey reports, and vending machine survey reports
5 years
Waived
Restaurant license applications
3 years
Waived
Retail dairy products license
3 years
Waived
Food handling and sale permits
3 years
Waived
Septic tank permits
Permanent
N/A
Open air burning permits
6 months
Waived
Weights and measures, field test reports and package weighing reports
3 years
Waived
Complaints and follow-up reports
5 years (from date complaint resolved)
Waived
Utility disconnections in private residence investigation reports
3 years
Waived
Request to declare a medical emergency
3 years
Waived
SEWER AND WATER UTILITY RECORDS:
Water stubs
FIS + 2 years
Waived
Receipts of current billings
FIS + 2 years
Waived
Customer's ledgers of municipal utilities
FIS + 2 years
Waived
All other utility records
7 years
Waived
Water quality laboratory tests (deep well and landfill well water analysis detail has been transferred to a permanent summary report; chemical and test site location file, bacteriological analysis of municipal drinking water detail and summary reports; municipal drinking water fluoride analysis; swimming pool water bacteriological analysis; public bathing beach water bacteriological analysis; and water quality control readings)
5 years (if information has been transferred to a permanent test site location file, 1 year)
Waived
Maps showing the location and physical characteristics of the utility plant
Until superseded
Waived
Engineering records in connection with construction
Until superseded or 6 years after plant is retired, provided mortality data retained
Waived
Operating records:
Station pumpage records
15 years or 3 years after source is abandoned
Waived
Interruption records
6 years
Waived
Meter test records
See PSC 185.46
Waived
Meter history record
Life of meter
Waived
Annual meter accuracy summary
10 years
Waived
Pressure records
6 years
Waived
Customer records:
Complaint records
3 years
Waived
Customer deposit
6 years (after refund)
Waived
Meter reading sheets or cards
6 years
Waived
Billing records
6 years
Filed rates and rules
Permanent
Waived
Analyses of any water samples taken from the water system
10 years
Waived
ELECTION RECORDS:
Contents of a blank ballot box-unused ballots and materials
3 business days after canvass completed
Waived
Voter serious number slips
3 business days after canvass completed
Waived
Voting machine recorders
14 days after primary; 21 days after election
Waived
Detachable recording units on electronic voting equipment
14 days after primary; 21 days after election
Waived
Ballots (state, county, local)
30 days after election
Waived
Ballots (federal offices)
22 months after election
Waived
Applications for absentee ballots (for federal election ballots)
90 days after election; 22 months after election of federal offices
Waived
Forms associated with election such as tally sheets, inspector's statements and nomination papers
90 days after election; 22 months after election for federal offices
Waived
Official canvass statements
10 years after election
Waived
Registration and poll lists — nonpartisan primaries and elections
2 years after election
Waived
Registration and poll lists — partisan primaries and general elections
4 years after election
Waived
Canceled registration cards
4 years after cancellation
Waived
Election notices
1 year after election; 22 months for federal election
Waived
Proofs of publication and correspondence relative to publications
1 year after election; 22 months for federal election
Waived
Campaign registration statements
6 years after termination by registrant
Waived
Campaign finance reports
6 years after date of receipt
Waived