[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:
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.
Provide a brief description of the records. Group specific
items such as forms into logical groups that have the same function
or purpose.
The individual responsible for maintaining records pursuant
to § 19.33, Wis. Stats.
Is expressed in years unless specifically identified as month
or day.
Has the meaning defined in § 19.32(2), Wis. Stats.
Refers to the time that the identified records must be kept
until destruction.
CR"Creation," which usually refers to receipt or creation of the record.
FIS"Current fiscal year" and the additional amount of time as indicated.
EVT"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.
P — "Permanent" retention.
Refers to whether or not the State Historical Society of
Wisconsin has waived the required statutory notification prior to
destruction of records.
W — Records are not historical and the required
notification is waived.
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.
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
|
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
|
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.
|
