Village of Hobart, WI
Brown County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Village Board of the Village of Hobart as indicated in article histories. Amendments noted where applicable.]
[Adopted as § 1.8 of the 2000 Code]
A. 
The purpose of this article is to establish a Village records retention schedule and authorize destruction of Village records pursuant to the schedule on an annual basis. Records custodians may destroy a record prior to the time set forth in the schedule only if such a record has been photographically reproduced as an original record pursuant to § 16.61(7), Wis. Stats.
B. 
Any record not covered by this article or any regulation or law shall be retained seven years unless the record is added by amendment into the ordinance and the shorter time period approved by the State Public Records Board.
As used in this article, the following terms shall have the meanings indicated:
AUTHORITY
Refers to any specific statutory, 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.
BRIEF DESCRIPTION
Provide a brief description of the records. Group specific items such as forms into logical groups that have the same function or purpose.
LEGAL CUSTODIAN
The individual responsible for maintaining records pursuant to § 19.33, Wis. Stats.
PERIOD OF TIME
Is expressed in years unless specifically identified as month or day.
RECORD
Has the meaning defined in § 19.32(2), Wis. Stats.
RETENTION PERIOD
Refers to the time that the identified records must be kept until destruction.
A. 
"Creation," which usually refers to receipt or creation of the record.
B. 
"Current fiscal year" and the additional amount of time as indicated.
C. 
"Event" and refers to an occurrence that starts the retention "clock ticking." Close of contract, termination of employee, and disposition of a case are common events.
D. 
P — "Permanent" retention.
SHSW NOTIFY
Refers to whether or not the State Historical Society of Wisconsin has waived the required statutory notification prior to destruction of records.
A. 
W — Records are not historical and the required notification is waived.
B. 
N — The records may have secondary historical value and therefore SHSW notification is required on a case-by-case basis prior to destruction.
C. 
N/A — Not applicable and refers to those circumstances where a local unit of government is retaining a record permanently.
A. 
Historical records. Under § 19.21(4)(a), municipalities must notify the State Historical Society of Wisconsin (SHSW) prior to destroying records. However, the SHSW has waived the required sixty-day notice for any record marked "W" (waived notice). SHSW must be notified prior to destruction of a record marked "N" (non-waived). Notice is also required for any record not listed in this article. "N/A" indicates "not applicable" and applies to any record designated for permanent retention.
B. 
Microfilming of records. Local units of government may keep and preserve public records through the use of microfilm, providing the microfilm meets the applicable standards in Wis. Stats. 16.61(7). Retention periods and estimated costs and benefits of converting records between different media should be considered in deciding which records to microfilm. After verification, paper records converted to microfilm should be destroyed. The retention periods identified in this article apply to records in any media. [NOTE: When optical disk is expressly authorized in the statutes for local government use, this section should be revised to include its use.]
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 § 19.35, 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 article and the retention periods of less than seven years have been reviewed and approved by the Public Records Board.
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Traffic citations (and accompanying documentation) sent through Municipal Court
EVT + 8 years (after closed)
W
Ordinance citations
EVT + 8 years (after closed)
W
All accounting records
CR + 7 years
W
Personnel records
EVT + 8 years
Property inventory records
EVT + 8 years
Citizen complaints against
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
Investigation records
EVT + 10 years from date of closing of investigation
W
Audio and video tape recordings:
Police dispatch audio tapes
CR + 120 days
W
Police video tapes
CR + 120 days
W
Work schedules
CR + 7 years
W
Accident reports
EVT + 4 years
W
Informational teletype messages
CR + 30 days
W
Medical records, RE: occupational exposure
EVT + 30 years
W
Training records for exposure control
CR + 3 years
W
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Minute books
Permanent
N/A
Audio tapes
CR + 1 year; CR + 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
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
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
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Liquor- and beer-related license
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
Other
CR + 3 years
W
Dog licenses monthly report to County Clerk (by Treasurer)
CR + 3 years
W
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Bond procedure record
EVT + 7 years (after bond issue expires)
W
Bond register
EVT + 7 years (after bond issue expires
W
Bond payment register
EVT + 7 years (after bond issue expires or following payment of all outstanding matured bonds/notes, coupons, whichever is later)
W
Canceled bonds, coupons and promissory notes
EVT (until audited)
W
Certificates of destruction
EVT + 7 years (after bond issue expires or following payment of all outstanding matured bonds/notes/coupons, whichever is later)
W
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Fidelity bond
EVT + 5 years (after bond expires)
W
Fidelity bond book
EVT + 5 years (after last bond expires)
W
Oath of office
EVT + 5 years (after the term of service covered by the oath has ended)
Legal opinions rendered shall not be destroyed and shall be retained permanently.
Records
Period of Retention
SHSW Notice
Accounts payable:
Purchase invoices
FIS + 7 years
W
Vouchers
FIS + 7 years
W
Accounts receivable:
Accounts receivable invoices
FIS + 7 years
W
Receipts
FIS + 7 years
W
Collection blotters
EVT + 1 year (after audit)
W
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
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
N
Trial balance
EVT (until audited)
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Cashbook
FIS + 15 years
W
Daily cash drawer reconciliations
EVT + 1 year (after audit)
W
Bank reconciliations
FIS + 7 years
W
Bank statements
FIS + 7 years
W
Cancelled order checks
FIS + 7 years
W
Lists of outstanding checks
FIS + 7 years
W
Check register
FIS + 7 years
W
Duplicate deposit tickets
EVT + 1 year (after audit)
W
Bank credit/debit notices
EVT + 1 year (after audit)
W
Investment records
FIS + 7 years
W
All receipts
FIS + 7 years
W
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Payroll support records
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 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
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
Cancelled 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 stubs
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 notice
FIS + 5 years
W
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
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
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Budget worksheets
FIS + 3 years
N/A
Final budget
Permanent
N/A
Audit reports
Permanent
N/A
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. III).
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Preliminary resolution
CR + 2 years
W
Report on special assessment project
CR + 2 years
W
Waiver of special assessment notice and hearing
EVT + 1 year (after the 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
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
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 audio tapes 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
Records
Period of Retention
SHSW Notice
Tax levy certification of the school district clerk
FIS + 3 years
W
Certificates of apportionment
FIS + 3 years
W
State shared aid payment notices
FIS + 6 years provided record has been audited
W
Final worksheet for determining allowable levy
FIS + 5 years
W
Statement of taxes
Permanently
N/A
Statement of new special assessments
FIS + 5 years
W
Statement of new sewer service charges
FIS + 5 years
W
General property tax credit certification
FIS + 5 years
W
Explanation of property tax credit certification
FIS + 5 years
W
Real property tax roll
EVT (record is transferred to the County Treasurer)
N/A
Personal property tax roll
FIS + 15 years
N
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
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)
N/A
Tax settlement receipt
FIS + 5 years
W
Municipal Clerk-Treasurer's settlement
FIS + 5 years
W
Personal property tax roll
FIS + 15 years
N
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Field notes
Permanent
N/A
Benchmark books
Permanent
N/A
Section corner monument logs
Permanent
N/A
Aerial photographs
EVT (until superseded)
W
City 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 municipal buildings and bridges
EVT (life of the structure
N
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 Planning and Zoning Commission (includes minutes of the meetings of the Commission and supporting documents submitted to the Commission)
Permanent
N/A
Records of the 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 aids program records
FIS + 7 years
W
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Notice to contractors
EVT + 7 years (after completion of project)
EVT + 2 years (for unsuccessful bidders)
W
Certified check
EVT (retain until contract has been signed and return to bidder)
N/A
Bid bond
EVT + 7 years (after completion of project)
EVT + 2 years (for unsuccessful bidders)
W
Bidder's proof of responsibility
EVT + 7 years (after completion of project)
EVT + 2 years (for unsuccessful bidders)
W
Bids
EVT + 7 years (after completion of project)
EVT + 2 years (for unsuccessful bidders)
W
Affidavit of organization authority
EVT + 7 years (after completion of project)
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
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
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
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
Master park plan
Permanent
N/A
Plats
Permanent
N/A
Aerial photographs
Permanent
N/A
Supervisor's daily report of work completed
CR + 2 years
W
Payroll support records
CR + 2 years
W
Reservation requests
CR + 30 days; if payment receipts are attached, CR + 7 years
W
Master reservation book
CR + 2 years
W
Records of the Board of Park Commissioners (includes minutes of the meetings of the Board and minutes of the meetings of the Board and supporting documents submitted to the Board)
Permanent
N/A
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
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 suspended)
W
Energy calculation worksheets
CR + 3 years
W
State-approved commercial building plans
EVT + 4 years
N
Permit fee receipts
FIS + 7 years
W
Permit ledger
CR + 7 years
W
Village Attorney's case file copy
EVT + 1 years (after case has been closed)
W
Quarter section maps, copies
EVT (until superseded)
W
Records of the Board of Appeals (includes minutes of meetings of the Board and supporting documents submitted to Board)
Permanent
W
Records of the Board of Appeals (includes minutes of meetings of Board and supporting documents submitted to Board)
Permanent
N/A
Records of the Planning and Zoning Commission (includes minutes of meetings of Commission and supporting documents submitted to the Commission)
Permanent
N/A
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. III).
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
SHSW Notice
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
EVT + 5 years
W
Restaurant license applications
EVT + 3 years
W
Retail dairy products license
EVT + 3 years
W
Food handling and sale permits
EVT + 3 years
W
Septic tank permits
Permanent
N/A
Open air burning permits
EVT + 6 months
W
Weights and measures, field test reports and package weighing reports
CR + 3 years
W
Complaints and follow-up reports
EVT + 5 years (from the date the complaint was resolved)
W
Utility disconnections in private residence investigation reports
CR + 3 years
E
Request to declare a medical emergency
EVT + 3 years
W
The following public records may be destroyed after the expiration of the designated retention period:
Records
Period of Retention
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 and landfill well water analysis detail and summary reports; chemical and 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)
EVT + 5 years (if information has been transferred to a permanent test site location file, 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)
W
Meter history record
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 Wis. Adm. Code § NR 809.82)
W
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
SHSW Notice
Contents of a blank ballot box-unused ballots and materials
EVT (3 business days after the canvas is completed)
W
Voter serial number slips
EVT (3 business days after the canvas is completed)
W
Voting machine recorders
EVT (14 days after a primary) (21 days after an election)**
W
Detachable recording units on electronic voting equipment
EVT (14 days after a primary) (21 days after an election)***
W
Ballots (state, county, local)
EVT (30 days after the election
W
Ballots (federal offices)****
EVT (22 months after election)
W
Applications for absentee ballots (for federal election 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 elections
EVT (4 years after the election)
W
Canceled registration cards
EVT + 4 years (after cancellation)
W
Election notices
EVT + (1 year after the election) (22 months for federal election)
W
Proofs of publication and correspondence relative to publications
EVT + (1 year after the election) (22 months for federal election)
W
Campaign registration statements
EVT + (6 years after termination by the registrant)
W
Campaign finance reports
EVT + (6 years after date of receipt)
W
NOTES:
**
The Governor may by order permit the clearing of voting machine recorders before this date if a special election is called.
***
Before units can be cleared or erased, the information must be transferred to a disk or other recording medium and retained for 22 months.
****
Federal offices are President of the U.S., U.S. Senator, and Congress.