As used in this chapter, the following terms
shall have the meanings indicated:
AUTHORITY
Any of the following city 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 §
59-3 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 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.
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.
[Amended 6-19-2001 by Ord. No. 2142]
[Amended 8-28-2007 by Ord. No.
2352; 7-23-2019 by Ord. No. 2622]
A. General
Records Schedule adopted. The City hereby adopts, by reference, the
Wisconsin Municipal Records Schedule (hereinafter, "Records Schedule"),
pertaining to the retention and destruction of public records, and
approved by the State of Wisconsin Public Records Board (hereinafter,
"Records Board") on August 27, 2018 and as amended. A copy of the
Records Schedule will be kept on file in the City Clerk's office
and made available for public viewing during regular office hours.
B. Other
records. In the event the City creates a record not contemplated by
the Records Schedule, the City may, subject to the Records Board's
prior approval, either adopt an applicable records retention schedule
set forth by the Records Board, if available, or create its own retention
schedule pertaining to the record. Any approved City retention schedule
in effect on the effective date of this ordinance, or portion thereof,
for any record not contemplated by the Records Schedule shall remain
in full force and effect.
[Amended 5-28-2013 by Ord. No. 2503]
Any City officer or the director of any department or division of City government may, subject to the approval of the Mayor and Common Council, keep and preserve public records in his her possession by means of microfilm or other reproductive device, optical imaging or electronic formatting. Such records shall meet the standards for said reproduction as set forth in §§ 16.61(7) and 16.612, Wis. Stats. Any reproduction of a record authorized to be reproduced under this section shall be considered an original record 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, as well as §§
59-4 through
59-6 of this chapter.