[Adopted as Title 3, Ch. 3, of the 1993 Code of Ordinances]
As used in this article, the following terms shall have the
meanings indicated:
ACTUAL COST
The total cost of personnel including wages, fringe benefits,
and all other benefits and overhead related to the time spent in search
of records.
AUTHORITY
Any of the following Village of Howards Grove entities having
custody of a Village record: an office, elected official, agency,
board, commission, committee, council, department or public body corporate
and politic created by constitution, law, ordinance, rule or order,
or a formally constituted subunit of the foregoing.
CUSTODIAN
That officer, department head, division head, or employee of the Village designated under §
110-3 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 article to respond to requests for access to such records.
DIRECT COST
The actual cost of personnel plus all expenses for paper,
copier time, depreciation, and supplies.
RECORD
Any material on which written, drawn, printed, spoken, visual,
or electromagnetic information or electronically generated or stored
data is recorded or preserved, regardless of physical form or characteristics,
that 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, optical discs, and
any other medium on which electronically generated or stored data
is recorded or preserved. "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 that 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 that are available for sale, or that are
available for inspection at a public library.
Any Village officer or the director of any department or division of Village government may, subject to the approval of the Village Clerk-Treasurer, keep and preserve public records in his or her possession by means of microfilm or other photographic reproduction method. 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 §§
110-4 through
110-6 of this article.
[Adopted 9-19-2016 by Ord. No. 2016-02]
The purpose of this article is to:
A. Establish a Village of Howards Grove Record Retention and Disposition
Schedule.
B. Provide the legal custodians of the Village of Howards Grove public
records with the authority to destroy certain obsolete public records
in the possession of the Village of Howards Grove in accordance with
§ 19.21(4), Wis. Stats.
As used in this article, the following terms shall have the
meanings indicated:
DISPOSITION/DESTRUCTION
Physical destruction of obsolete records by shredding, burning,
or in the case of electronic records, by deleting from a computer
hard drive and reformatting or destroying the tape(s)/disk(s).
LEGAL CUSTODIAN
Each elected official is the legal custodian of his or her
records and the records of his or her office as defined in § 19.33,
Wis. Stats. The official may designate the Village Clerk-Treasurer
to act as the legal custodian of his or her records.
RECORD
The meaning as defined in § 19.32(2), Wis. Stats.
RECORD RETENTION AND DISPOSITION SCHEDULE
A list of Village records attached to and made a part of
this article, which specifies the legal custodians and the period
of time the records must be kept until destruction or transfer to
the Wisconsin State Historical Society.
SHSW
State Historical Society of Wisconsin