Authority
|
Designated Legal Custodian
| |
---|---|---|
General City records
(including Council records)
|
City Clerk-Treasurer
| |
Fire Department
|
Fire Chief
| |
Police Department
|
Chief of Police
|
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.
|
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.
|
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
|
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
|
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
|
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EVT (until superseded)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
|
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
|
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
|
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
|
Authority
| |||
---|---|---|---|
Records
|
Period of Retention
|
SHSW Notice
| |
Policy
|
FIS + 7 years
|
W
| |
Policy bids, unsuccessful
|
EVT + 1 year
|
W
| |
Claims
|
EVT + 7 years
|
W
|
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
|
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
|
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
|
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
|
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
|
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
|
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
|
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
|
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
|
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
|
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
|
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
|
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
|