Authority
|
Designated Legal Custodian
| |
---|---|---|
General Village records (including Board records)
|
Village Clerk-Treasurer
| |
Department of Public Works
|
Street Superintendent
| |
Village Utilities
|
Utilities Superintendent
| |
Police Department
|
Chief of Police
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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EVT (until superseded)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
| ||
Village 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EVT (until superseded)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
meetings of Board and supporting documents submitted to the Board)
|
Permanent
|
N/A
| ||
Records of the Planning Board, if created (includes minutes
of meetings of the Planning Board and supporting documents submitted
to the Planning Board)
|
Permanent
|
N/A
|
Records
|
Period of Retention
|
Authority
|
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, 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
election
|
EVT + (4 years after the election for which they were created)
| |||
Canceled 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
|
Records
|
Period of Retention
|
Authority
|
SHSW Notice
| |
---|---|---|---|---|
Field notes
|
Permanent
|
N/A
| ||
Bench mark books
|
Permanent
|
N/A
| ||
Section corner monument logs
|
Permanent
|
N/A
| ||
Aerial photographs
|
EVT (until superseded)
|
W
| ||
Village 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 Village buildings and bridges
|
EVT (life of the structure)
|
N
| ||
Annual reports
|
Permanent
|
N/A
| ||
Records of the Planning Board, if created (includes minutes
of the meetings of the Planning Board and supporting documents submitted
to the Planning Board)
|
Permanent
|
N/A
| ||
Records of the Zoning 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 aide program records
|
FIS + 7 years
|
W
|
Records
|
Period of Retention
|
Authority
|
SHSW Notice
| |
---|---|---|---|---|
Oath of office
|
EVT + 5 years (after the term of service covered by the oath
has ended
|
W
|
Records
|
Period of Retention
|
Authority
|
SHSW Notice
| |
---|---|---|---|---|
Policy
|
FIS + 7 years
|
W
| ||
Policy bids, unsuccessful
|
EVT + 1 years
|
W
| ||
Claims
|
EVT + 7 years
|
W
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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
| ||
License stubs, other
|
CR + 3 years
|
W
| ||
Dog licenses, monthly reports to County Clerk
|
CR + 3 years
|
W
|
Records
|
Period of Retention
|
Authority
|
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, Village Attorney's copies
|
EVT + 6 years (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, a record of all money judgment
|
EVT + 20 years (after final docket entry)
|
W
|
Records
|
Period of Retention
|
Authority
|
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
| ||
Canceled 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
|
Records
|
Period of Retention
|
Authority
|
SHSW Notice
| ||
---|---|---|---|---|---|
Traffic citations (and accompanying documentation) sent through
Village 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
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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 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 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, 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
|
Pursuant to § NR 809.82, Wis. Adm. Code
|
W
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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
|
Records
|
Period of Retention
|
Authority
|
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
|