City of New Lisbon, WI
Juneau County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Common Council of the City of New Lisbon 4-2-2001 as Title 3, Ch. 3, of the 2001 Code. Amendments noted where applicable.]

§ 154-1 Definitions.

The following definitions shall be applicable in this chapter:
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 City of New Lisbon entities having custody of a City 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 City designated under § 154-3 or otherwise responsible by law to keep and preserve any City 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.
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 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]
[1]:
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II).

§ 154-2 Duty to maintain records.

A. 
Except as provided under §§ 154-7 and 154-8, each officer and employee of the City 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 City Clerk-Treasurer. If a vacancy occurs before a successor is selected or qualifies, such records shall be delivered to and receipted for by the City Clerk-Treasurer, on behalf of the successor, to be delivered to such successor upon the latter's receipt.

§ 154-3 Legal custodians.

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 City Clerk-Treasurer to act as the legal custodian.
B. 
Unless provided in Subsection C, the City Clerk-Treasurer or the City Clerk-Treasurer's designee shall act as legal custodian for the City and for any committees, commissions, boards, or other authorities created by ordinance or resolution of the Common Council. The following offices or authorities shall have as a legal custodian of records the individual so named:
Authority Designated Legal Custodian
General City records (including Council records) City Clerk-Treasurer
Fire Department Fire Chief
Police Department Chief of Police
C. 
As the custodian of the records of the City, the individuals in the positions designated in Subsection B shall be responsible to the Common Council for a timely response to any request for access to the public records of the City. The custodian shall be responsible for the release of the public records of the City, the conditions under which records may be inspected, and the collection of costs for the location, reproduction, and/or mailing or shipping of such records, as well as for the preparation of written statements denying access in whole or in part.
D. 
It is directed that all employees of the City be informed in writing that the above-described officers have been designated the custodians of the public records of the City. Employees shall further be informed of the duties of the custodians and shall also be made aware of the other requirements and provisions of this policy.
E. 
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.
F. 
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 City Clerk-Treasurer.
G. 
The City 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.

§ 154-4 Public access to records.

A. 
Powers of the custodian of the records of the City.
(1) 
All requests for the release, inspection and/or reproduction of the public records of the City shall be directed or referred to the responsible custodian.
(2) 
The custodian is hereby vested with full legal power to make all necessary decisions relative to the withholding of or release, inspection and reproduction of public records and is further granted all authority necessary to carry out all duties and responsibilities required by either the Wisconsin Public Records Law (§§ 19.31 to 19.39, Wis. Stats.) or this chapter.
B. 
Access policies.
(1) 
Except as provided in § 154-6, any person has a right to inspect a record and to make or receive a copy of any record of provided in § 19.35(1), Wis. Stats.
(2) 
Records will be available for inspection and copying during all regular office hours.
(3) 
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.
(4) 
A requester shall be permitted to use facilities comparable to those available to City employees to inspect, copy or abstract a record.
(5) 
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.
C. 
Adoption of fee schedule regarding the costs for the location and/or reproduction of the records of the City.
(1) 
The Common Council hereby adopts a fee schedule in accord with § 19.35(3), Wis. Stats., to cover the actual costs relating to the location, reproduction and mailing or shipping of any of the records of the City. It is intended that this fee schedule shall cover the payment of the actual, necessary and direct costs incurred in locating a document, in providing any person with a reproduction of any of the records of the City and in sending the same to the requestor. This schedule shall be reviewed periodically by the Common Council and adjusted by motion or resolution as the need arises. Exceptions to the fee schedule may be considered by the custodian.
(2) 
If the form of a written record does not permit copying, the actual and necessary cost of photographing and photographic processing 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 and videotapes, shall be charged.
(4) 
If mailing or shipping is necessary, the actual cost thereof shall also be charged.
(5) 
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.
(6) 
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.
(7) 
Elected and appointed officials of the City 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.
D. 
Notice.
(1) 
Pursuant to § 19.34(1), Wis. Stats., the City hereby adopts a notice as the official means of advising the public of the procedure of the City in responding to requests for release, inspection or reproduction of the records of the City.
(2) 
The notice is intended to provide all necessary information which might be required by a member of the public in order to obtain access to the records of the City. Any questions in regard to the notice shall be directed to the custodian of the records of the City.
(3) 
The notice may be modified from time to time by Common Council action, but absent such modification, the decisions of the custodian of the records of the City shall be in conformity with its provisions.
(4) 
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 Common Council.
E. 
Indemnification of the custodian of the records of the City. Any costs or fees incurred by the legal custodian of the records of the City shall be directly reimbursed by the City to the custodian and shall not be treated as the personal liability of the custodian.
F. 
Separation of information. If a record contains information which may not be made public, the custodian shall separate from it such information as may be made public and make the latter available for inspection and reproduction. There shall be no fee charged for separation costs.

§ 154-5 Access procedures.

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 § 154-4C(6). 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 City 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 § 154-6. 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.

§ 154-6 Limitations on right to access.

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
(4) 
Any record or portion of a record containing information qualifying as a trade secret. "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or process, to which all of the following apply:[1]
(a) 
The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.
(b) 
The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
[1]:
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II).
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 City 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 City officer or employee, or the investigation of charges against a City 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 City property, investing of City funds, or other City 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 City and any officer, agent or employee of the City, when advice is being rendered concerning strategy with respect to current litigation in which the City 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 City Attorney prior to releasing any such record and shall follow the guidance of the City Attorney when separating out the exempt material. If, in the judgment of the custodian and the City 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.
E. 
Whenever the Assessor, in the performance of the Assessor's duties, requests or obtains income and expense information pursuant to § 70.47(7)(af), Wis. Stats., or any successor statute thereto, then such income and expense information that is provided to the Assessor shall be held by the Assessor on a confidential basis; except, however, that the information may be revealed to and used by persons in the discharge of duties imposed by law; in the discharge of duties imposed by office (including but not limited to use by the Assessor in performance of official duties of the Assessor's office and use by the Board of Review in performance of its official duties); or pursuant to order of a court. Income and expense information provided to the Assessor under § 70.47(7)(af), Wis. Stats., unless a court determines that is inaccurate, is, per § 70.47(7)(af), Wis. Stats., not subject to the right of inspection and copying under § 19.35(1), Wis. Stats.

§ 154-7 Retention and destruction of records.

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 § 154-8.
B. 
Microfilming or optical or digital imaging of records. Local units of government may keep and preserve public records through the use of microfilm, provided that 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 § 154-8 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.
E. 
Review and approval by Public Records and Forms Board. This chapter and the retention periods of less than seven years have been reviewed and approved by the Public Records and Forms Board.
F. 
Legend. The following terms shall be applicable in §§ 154-7 and 154-8:
(1) 
Records description. Provides a brief description of the records. Group specific items such as forms into logical groups that have the same function or purpose.
(2) 
Period of retention. Refers to the time that the identified records must be kept until destruction.
CR stands for creation which usually refers to receipt or creation of the record.
FIS stands for current fiscal year and the additional amount of time as indicated.
EVT stands for 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 stands for permanent retention.
(3) 
Time. Is expressed in years unless specifically identified as month or day.
(4) 
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.
(5) 
SHSW notice. Refers to whether or not the State Historical Society of Wisconsin has waived the required statutory notification prior to destruction of records.
W means records are not historical and the required notification is waived.
N means the records may have secondary historical value and therefore SHSW notification is required on a case-by-case basis prior to destruction.
N/A means not applicable and refers to those circumstances where a local unit of government is retaining a record permanently.

§ 154-8 Records retention schedules.

A. 
Accounting records. The following public records may be destroyed after the expiration of the designated retention period:
Authority
Records Period of Retention 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:
Authority
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 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:
Authority
Records Period of Retention 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:
Authority
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 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
City 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 Board and supporting documents submitted to Board) Permanent N/A
Records of the Plan Commission (includes minutes of meetings of Commission and supporting documents submitted to Commission) 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:
Authority
Records Period of Retention 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, inspectors' 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)
Cancelled 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:
Authority
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 City buildings and bridges EVT (life of the structure) N
Annual reports Permanent N/A
Records of the Plan Commission (includes minutes of meetings of the Commission and supporting documents submitted to the Commission) Permanent N/A
Records of the Zoning Board of Appeals (includes minutes of 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:
Authority
Records Period of Retention 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:
Authority
Records Period of Retention SHSW Notice
Policy FIS + 7 years W
Policy bids, unsuccessful EVT + 1 year 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:
Authority
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 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:
Authority
Records Period of Retention 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
Other CR + 3 years W
Dog license 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 City of New Lisbon 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:
Authority
Records Period of Retention 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, City Attorney's copies EVT + 6 months (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 and 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:
Authority
Records Period of Retention 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
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 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. 
Public safety records. The following public records may be destroyed after the expiration of the designated retention period:
Authority
Records Period of Retention SHSW Notice
Traffic citations (and accompanying documentation) sent through City 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:
Authority
Records Period of Retention 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:
Authority
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
Q. 
Real property records. The following public records may be destroyed after the expiration of the designated retention period:
Authority
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
R. 
Sewer, electric and water utility records. The following public records may be destroyed after the expiration of the designated retention period:[1]
Authority
Records Period of Retention SHSW Notice
Water stubs FIS + 2 years W
Receipts of current billings FIS + 2 years W
Customers' 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 that mortality data is 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 W
[1]:
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II).
S. 
Special assessment records. The following public records may be destroyed after the expiration of the designated retention period:
Authority
Records Period of Retention 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:
Authority
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 inventory ledger EVT (life of equipment and/or vehicle 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:
Authority
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 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. 
Clerk-Treasurer's records. The following public records may be destroyed after the expiration of the designated retention period:
Authority
Records Period of Retention 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

§ 154-9 Preservation through microfilm and digital storage.

Any City officer or the director of any department or division of City government may, subject to the approval of the City 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 §§ 154-4 through 154-6 of this chapter.