Green Lake County, WI
 
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Board of Supervisors of Green Lake County as indicated in article histories. Amendments noted where applicable.]
[Adopted 8-17-2004 by Ord. No. 800-04]

§ 74-1 Purpose; general provisions.

The purpose of this article is to establish a County-wide records retention schedule and authorize destruction of County records pursuant to that schedule on an annual basis. Record custodians do not have the authority to destroy records prior to the established retention period unless such records have been photographically reproduced as original records pursuant to § 16.61(7), Wis. Stats. If there is not a specific law requiring a specific retention period, all records must be retained seven years unless the Public Records and Forms Board fixes a shorter period.

§ 74-2 Historical records.

The State Historical Society of Wisconsin (SHSW) has waived the required statutory sixty-day notice under § 19.21(4), Wis. Stats., for the records marked "W" which designates waived notice. SHSW must be notified prior to the destruction of records marked "N" designating non-waiver. Notice is also required for any record not listed in this article. "N/A" indicates not applicable and applies to all County records designated for permanent retention.

§ 74-3 Destruction after request for inspection.

No requested record 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 a court order is issued and all appeals have been completed. [See § 19.35(5), Wis. Stats.]

§ 74-4 Destruction pending litigation.

No record subject to pending litigation shall be destroyed until the litigation has been resolved.

§ 74-5 Microfilming of department records.

Departments may keep and preserve public records through the use of microfilm, provided that the microfilming meets the applicable standards established in § 16.61(7), Wis. Stats. Departments should consider factors such as the retention period and estimated cost of the microfilming in deciding which records to microfilm. After verification, paper records can be destroyed if these records are to be preserved on microfilm. For microfilmed records not identified as permanent, the above records retention period applies.

§ 74-6 Optical disk and electronic record storage.

Departments may retain records in electronic format according to the standards established in § 16.612, Wis. Stats., with the guidance and preapproval by the IT Department/Committee.

§ 74-7 Information technology.

A. 
The County IT Department provides information technology services and facilities for other departments' technology needs. Record information stored electronically must be maintained pursuant to the guidelines established for the specific departmental records and County-wide records enumerated in this chapter.
B. 
As a computer utility, the IT Department is not designated as the legal custodian nor it shall be responsible for maintaining records generated by or transmitted to a County department utilizing electronic systems maintained by the IT Department. The IT Department is not responsible for monitoring the creation, maintenance, destruction or deletion of records stored within the electronic systems for which it has not be designated as the legal custodian as covered within this article.

§ 74-8 Electronic mail and voice mail.

A. 
Electronic mail and voice mail are transfer mediums for a variety of record and nonrecord messages. A particular message is a record if it meets the criteria in the definition of "record" in § 74-9 below. It must then be preserved as a record according to the appropriate retention schedule defined in §§ 74-10 to 74-32.
B. 
Departments and users of electronic mail and voice mail systems are responsible for ensuring that those records are retained as part of an appropriate record retention schedule.

§ 74-9 Definitions.

The following definitions shall be applicable in this article:
LEGAL CUSTODIAN
The individual responsible for maintaining records pursuant to § 19.33, Wis. Stats.
RECORD
As defined in § 19.32(2), Wis. Stats.

§ 74-10 County-wide records.

The following records are found throughout various departments in the County and are subject to uniform regulation unless otherwise specified:
Records
Retention
Authority
Contracts, leases, agreements (W)
7 years after last effective date
§ 59.52(4), Wis. Stats.
Claims made
7 years after expiration
§ 59.52(4), Wis. Stats.
Occurrence
Permanent
Canceled checks (W)
7 years*
§ 59.52(4), Wis. Stats.
Receipts (W)
7 years*
Accounts payable: purchasing/ invoices/detail listing/vendor listing (W)
7 years*
Accounts receivable/receipts (W)
7 years*
Receipt journals (W)
7 years*
Vouchers/order register (W)
7 years*
General journal (N)
7 years
Construction plans for County buildings and bridges (N)
Life of structure
Blueprints (N)
Until superseded by as-built tracings
As-built tracings (N)
Life of project
Personnel records (W)
8 years after termination*
Warranty records (W)
Life of product or end of warranty, whichever occurs first
Equipment and furnishings inventories (W)
Until superseded
Any record subject to litigation, claim, audit or other action (W)
Until permission to destroy obtained from Corporation Counsel
Citations (copies) (W)
2 years
*Time reduced to two years if the original records are maintained in the County Clerk's office.

§ 74-11 Child support records.

Records
Retention
Authority
Expenditure reports and supporting documentation (W)
3 years
45 CFR 74.20 to 74.25
Statistical reports and supporting documentation (N)
3 years
45 CFR 73.20 to 74.25
Client/case records including client/attorney information (W)
3 years/6 years
45 CFR 74.53; § 59.40, Wis Stats.; Ch. 893, Wis. Stats.
Records of required client notification (W)
3 years
45 CFR 73.20 to 74.25

§ 74-12 Corporation Counsel records.

Records
Retention
Authority
Case files nonlitigation (W)
3 years
Case files litigation (W)
3 years after closure or when appeal time has run, whichever is longer or per SCR
Legal memos (W)
7 years
Legal opinions (N/A)
Permanent

§ 74-13 County Clerk records.

Records
Retention
Authority
Notices of tax apportionment from Secretary of State (W)
3 years
§ 59.52(4), Wis. Stats.
Copies of notices of tax apportionment sent to local taxing districts (W)
3 years
§ 59.52(4), Wis. Stats.
Redistricting maps, County Board Supervisor Districts (W)
Until next census
§ 59.10(3), Wis. Stats.
List of town, city and village officers certified to County Clerk (N)
After date of expiration of term listed
§ 59.52(4), Wis. Stats.
Reports of town treasurers on dog licenses sold and records of dog licenses issued (W)
3 years
§ 59.52(4), Wis. Stats
Mill rates from towns (W)
2 years
Crop reports by local assessors (N)
3 years
§ 59.52(4), Wis. Stats.
Claims paid by County and supporting papers (W)
7 years
§ 59.52(4), Wis. Stats.
Records of bounty claims forwarded to DNR (W)
1 year
§ 59.52(4), Wis. Stats
Official bonds (W)
6 years
§ 59.52(4), Wis. Stats
Oaths of office, County Officer (W)
7 years
§ 59.52(4), Wis. Stats
Journal of Proceedings
6 years after date of publication
Original papers, resolutions, ordinances and reports concerning County Board proceedings (N)
6 years after date of publication
Committee minutes (N)
6 years after date of publication
Annual reports by department heads (N)
3 years
Certified mileage lists (W)
Until next list is received
Contracts, bid notices and insurance policies (W)
10 years after effective date
Relocation orders/maps (W)
Retain latest revision for each project
Report on functional jurisdiction of roads (W)
10 years or until next report received.
Journal entries and any audits or journal entries (W)
7 years
Copies of receipts issued by Treasurer (W)
4 years or until audited, whichever is earlier
§ 59.52(4), Wis. Stats.
Check register/ Treasurer's cash
7 years
Deeds
Permanent or listing of when and where recorded
Marriage license applications and supporting papers (W)
10 years
§ 59.52(4), Wis. Stats.
Hunting, trapping, fishing licenses and other approvals (W)
3 years
License fee records: hunting, fishing trapping (W)
3 years provided the records have been audited

§ 74-14 Personnel records.

Records
Retention
Authority
Payroll registers, other payroll reports, and social security and retirement earnings reports (W)
10 years
Withholding allowance certificates, employee wage and tax statements, other tax records and 1099 forms and other tax records (W)
7 years
Time cards, attendance records, salary schedules and department training records (W)
7 years
Insurance records (W)
7 years
Performance evaluations, garnishment records and medical records (W)
5 years
EEO-4 reports, obsolete job descriptions and any personnel or employment records, made or kept, records of decisions pertaining to hiring, including test papers, promotion, demotion, transfer, layoff or termination, terms of compensation and selection of training (W)
3 years except where a charge of discrimination has been filed; all personnel records relevant to a charge or action shall be retained until final disposition of the charge or the action
Application forms of individuals selected for a position, retained in employee personnel file
8 years after end of service
Applications forms of individuals not selected for a position
1 year after submission of application date
Union contracts and grievance, mediation and arbitration records (N/A)
Permanent
Rough work papers used in payroll calculations (W)
3 years
Unemployment compensation records (W)
3 years
Individual employee personnel files and retirement records (W)
8 years after end of service
Accident reports; injury claims and settlements; injury frequency charges (W)
8 years after end of service
Deferred compensation payment records (W)
8 years after end of service
Directives and policies (W)
7 years after being updated or terminated

§ 74-15 Election records.

Records
Retention
Authority
Financial registration statements and reports (W)
6 years after termination of registration
§ 7.23(1)(d), Wis. Stats.
Registration and poll lists (W):*
§ 7.23(1)(e), Wis. Stats.
Nonpartisan elections
2 years
Partisan election
4 years after election
Federal election records other than registration cards (W)
22 months
§ 7.23(1)(f), Wis. Stats.
Detachable recording units (W)
14 days for primary and 21 days after any other election; clear or erase after transfer to a disk or other recording medium
§ 7.23(1)(g), Wis. Stats.
Electronic ballot tallies (W)
22 months after date of election
§ 7.23(1)(g), Wis. Stats.
Ballots, nonfederal (W)
30 days after election
§ 7.23(1)(h), Wis. Stats.
Ballots, federal (W)
22 months
Official canvasses (W)
10 years after election
§ 7.23(1)(i), Wis. Stats.
Election notices and proofs of publication and correspondence (W)
1 year after date of election unless contested, then by court order; 22 months for federal
§ 7.23(1)(f) and (j), Wis. Stats.
Records transferred by registrants who submit dissolution reports after primary and general elections (W)
3 years after their last election
§ 10.74(8)(e), Wis. Stats.
Certificate of election (W)
7 years
§ 10.74(7)(c), Wis. Stats.
Certified lists of all candidates on file (W)
7 years
§ 7.08(2)(a), Wis. Stats.
Election returns including tally sheets, inspectors' statements (W)
90 days after election; 2 years (federal election)
§ 7.23(1)(f) and (h), Wis. Stats.
Nomination papers County offices (W)
2 years
*Note: Any registration or poll lists from 1940 or earlier need to be offered to the Wisconsin Historical Society. Records from 1941 and onward can be destroyed without notification.

§ 74-16 Finance records.

Records
Retention
Authority
All accounts of County, books of account (W)
7 years
General ledger (W)
15 years
Budgets and supporting detail (W)
7 years

§ 74-17 Court records.

All records maintained by the Clerk of Courts, Register in Probate, Juvenile Court or Juvenile Intake Office relating to Juvenile Court, and the Family Court Commissioner shall be retained in compliance with Supreme Court Rules Chapter 72. Records not specified therein of a general County-wide nature shall be retained pursuant to § 74-10, County-wide records.
Records
Retention
Authority
Shelter care records (W)
Until child's 21st birthday except permanent register of names of children and dates of admission and release
HFS 59.07(3)(b)
Secure juvenile facility records (W)
10 years after 18th birthday
HFS 346.13 and SCR 72

§ 74-18 District Attorney records.

District Attorney records are governed by state record retention schedules. Reference RDA numbers 475/142 to 475/148. Call the Public Records Board at 608-266-2996 or the State Prosecutor's Office at 608-267-2700 for information on retention and disposition of these records.
Records
Retention
Authority
DA case files — Adult (N) historically significant
50 years
RDA #475/147
Felony cases  — adult, punishable by life imprisonment (W*)
50 years
RDA #475/143
Felony cases  — adult, maximum imprisonment of more or equal to 20 years (W*)
20 years
RDA #475/144
Felony cases — adult, maximum imprisonment of less than 20 years (W*)
10 years
RDA #475-145
Juvenile cases — all types (W*)
3 years after 18th birthday
RDA #475/146
Traffic, misdemeanor, civil or related cases - adult (W*)
3 years
RDA #475/142
All other DA records (W)
6 years
RDA #475/148
*Note: Not waived if files are two inches or greater in thickness.

§ 74-19 Health and Human Services records.

The following records are found throughout various units in the Department and are subject to uniform regulation unless otherwise specified:
Record
Retention
Authority
Contracts, leases, agreements (W)
7 years
§ 59.52(4), Wis. Stats.
Receipts (W)
7 years*
Accounts payable: purchasing/invoices/vouchers/detail listing/vendor listing (W)
7 years*
Accounts receivable/receipts (W)
7 years*
Receipt journals (W)
7 years*
General journal (N)
7 years
*Time reduced to two years if the original records are maintained in the County Clerk's office.

§ 74-20 Aging and Long-Term Care/Clinical Services Unit.

All financial and programmatic records, supporting documents, statistical records, and other records which are required to be maintained by the terms of the grant/contract or otherwise reasonably considered as pertinent to the grant/contract are governed by Federal DHFS Regulations, Title 45, Part 74, Subpart D.
Records
Retention
Authority
Records as defined above (W)
3 years from date the Office on Aging submits to HFS the last federal expenditure report for each grant award
HFS Office on Aging Memo to Area Agency on Aging, Executive Dir. 2/15/88
Litigation, claims, audit or other action involving records (W)
Completion of action and resolution of all issues or the regular 3-year period, whichever is later
Equipment records (W)
3 years from date of disposition or replacement or transfer (direction of awarding agency)
Indirect cost rate proposals and cost allocation plans (W)
3 years from the end of the contract covered by the plan or proposal
Nonexpendable property acquired with Title III or other federal or state funds (W)
At least 3 years after final sale or disposition
51.42/437 treatment records (W)
7 years unless minor, then until 19 years of age or 7 years after treatment completed, whichever is longer
Long-term care programming (W)
3 years after closing case
In case of litigation, claim, audit or other action involving records or records concerning nonexpendable property (W)
Such records may not be disposed until authorization has been obtained by the awarding agency to dispose of records
Benefit specialist records (W)
10 years from closing date except "brief advice" files at 3 years from closing date
Payee records (N/A)
Permanent
Payee misc. documents (W)
3 months after audit completed
Licensing and certification, adult family homes (W)
2 years after the license records or certificate is no longer active
Undergoing federal or state audit (W)
Until completion of audit
Relating to legal actions (W)
Until completion of legal action
Client collection files (W):
Active client records
Active as long as liability exists except for inpatient mental services when third party sources are exhausted and it has been determined the responsible parties have a permanent inability or unlikely future ability to pay
Inactive client records
5 years except where liability for inpatient mental health services remains, then 10 years after last transaction posted to record

§ 74-21 Fox River Industries records.

Record
Retention
Authority
Annual Audit of FRI Inc. books (W)
7 years
Billing of DVR monthly billing (W)
7 years

§ 74-22 Economic Support Unit.

Record
Retention
Authority
Case records and other materials of all public assistance kept as required under Ch. 49, Wis. Stats. (N)
If no payments have been made for at least 3 years and a fact sheet and financial records retained per DHFS
Original fiscal records (W)
7 years
Juvenile examination records, § 48.59, Wis. Stats. (W)
7 years
Open public assistance case records (W):
All data forms; case determination sheets; work sheets; medical assistant certification sheets; sheets which document the verification of changeable items, such as income or health status; correspondence to and from applicants and recipients; and any other documents needed to support income maintenance agency decision
To cover most recent 6-year period
Sheets which document the verification of unchangeable items, such as social security numbers, birth dates, and citizenship
As long as case is open
Financial record for all payments not on file in DHFS computer
As long as case is open
Closed public assistance cases and denied cases (N):
Records specified in HFS 245.03(1)(a)
36 months following date of closing
Most recent data, records specified in HFS 245.03(1)(b) and (c) and materials relating to any lack of cooperation on the part of the recipient
6 years from date of closing
Denied cases: most recent data form and records specified in HFS 245.03(1)(b)
36 months from date of denial

§ 74-23 Health Unit.

Record
Retention
Authority
Administrative records (W)
Mission Statement, philosophy, purpose
7 years
§ 19.21, Wis. Stats.
Agency goals, objectives, short- and long-term strategic plans
7 years
§ 19.21, Wis. Stats.
Agency program evaluation
7 years
§ 19.21, Wis. Stats.
Job descriptions, other personnel records
7 years
§ 19.21, Wis. Stats.
Incident/injury reports
7 years
§ 19.21, Wis. Stats.
Inventories: facilities and equipment
7 years
§ 19.21, Wis. Stats.
Program policies, procedures
7 years
§ 19.21, Wis. Stats.
Daily activity reports
7 years
§ 19.21, Wis. Stats.
Fiscal records, accounting, billing, budget
90 days after approval and publication
§ 19.21, Wis. Stats.
Taped meeting minutes
7 years unless otherwise specified
§ 19.21, Wis. Stats.
Grants
7 years disposal of property
§ 19.21, Wis. Stats.
Inventory or nonexpendable personal
Permanent
§ 19.21, Wis. Stats.
Meeting agendas/minutes
7 years
§ 19.21, Wis. Stats.
Annual reports
3 full fiscal years plus 150 days
§ 19.21, Wis. Stats.
General correspondence
7 years
§ 19.21, Wis. Stats.
W.I.C.
7 years
§ 19.21, Wis. Stats.
Patient records (Home Health) (W)
7 years from last day of service or date of death whichever is earlier
7 CFR 246.25
Immunization (Public Health) (W)
10 years after date of immunization, except minors which records will be kept until 21
Signature of person receiving vaccine or person authorized to make request for immunization (W)
10 years
Correspondence from/to 1-Sep-82
Immunization administration record (W)
Permanent
National Childhood Injury Act of 1986, 42 U.S.C. § 300aaa-25 (Supp 1987)
Tuberculosis and communicable disease records (W)
10 years after person to which they pertain was last seen by staff
Communicable disease reports (4151)- local copy (original to State Epidemiologist) (W)
7 years
STD Report (4343)- local copy (original to State Epidemiologist) (W)
7 years
Communicable disease outbreak records [DOH 4142 (Rev. 8/86) and is complete DOH 9081] (original to State Epidemiologist) (W)
Until investigation is complete
Community education (W)
Curriculum
7 years
Educational materials
7 years
Program materials
7 years
Evaluation
7 years
Environmental health records (W)
Licensed establishments; inspection reports
3 years
Variance approvals
Permanent
On-site waste
Hold until system is abandoned
Well/septic permits
Hold until system is abandoned
Water sample reports
7 years
Health hazard investigations
7 years
Case record (W)
Parent may request that the records be destroyed after 5 years (if parent is unable to make this request, records will be kept until age 20)
HFS 90 and the Family Educational Rights and Privacy Act (FERPA)

§ 74-24 Children and Family Services Unit.

Record
Retention
Authority
Social Services case files (N):
DHFS Memo (82-1A)
State required case documentation; initial contact sheet, notice of agency action, Social Services fact sheet, Social Services agreement, Social Services narrative, financial information, any other records documenting client eligibility and activity.
3 years after case is closed or final resolution of any audit commenced prior to the expiration, whichever is longer
State required and County developed case documentation; assessment or diagnostic forms, records and narratives, social and medical histories, copies of court reports pertinent to the case, release of information forms, client or service agreement, forms and documentation of eligibility or financial status
3 years after case is closed
Services records - licensing and certification record (W)
2 years after closure
Social Services records for cases not opened for services, applications, referral actions not resulting in case opening, miscellaneous requests and correspondence about individual clients from consumer and other agencies which do not result in case opening
1 year after final action/determination
License or certification not approved.
1 year
Juvenile Court intake case records (W)
10 years after child's 18th birthday
Child abuse/neglect cases (W)
10 years after child's 18th birthday
Case management files (W)
7 years
Child placing agency records (W)
Register identifying information about children accepted for service or placement
Permanent
Individual case records for each child served and family
7 years after case closed
Individual foster home records for each foster home used by the agency, which includes signed applications and agreements.
7 years
Individual records of studied adoptive applicants
7 years
Personnel records
7 years
Financial reports and audits
7 years
Licensing and certification records for in-home and family day care; adult family homes; foster homes; and group foster homes for children
2 years after the license or certificate is no longer active
Application or other request forms, inspection and observation checklists, correspondence, other documentation relating to licensing or certification, approved license or certificate
Licensing and certification records for above types of facilities where license or certificate was not approved
1 year after final action/determination
Adoption records of County agencies providing child welfare services under § 48.56, Wis. Stats., or child placing agencies licensed under § 48.60, Wis. Stats., should follow the detailed procedures for adoption information search and disclosure detailed in HFS 53
Permanent
Third-party recovery records (W)
1 year after case closure; recommend microfilming essential information
Fraud referral records (W):
Unfounded
3 years after determination; recommend microfilming essential information
Founded - referred DA
7 years after determination; recommend microfilming essential information
Founded - other
5 years after determination; recommend microfilming essential information
Nonresident relief claims (W)
7 years

§ 74-25 Maintenance records.

Record
Retention
Authority
Blueprints (W)
Permanent or until building disposed of
Shop drawings (W)
Permanent
Equipment and machine maintenance (W)
Life of equipment
Utility usage (W)
5 years
Inventory (W)
Until superseded
Receipts from County Treasurer (W)
4 years or until audited, whichever is sooner
Keying list (W)
Until superseded
Material safety data sheets (W)
30 years

§ 74-26 Coroner records.

Record
Retention
Authority
Homicide or suspicious deaths (N)
75 years
All other records (W)
7 years unless subject to litigation and then until litigation resolved

§ 74-27 Land use planning and zoning records.

Record
Retention
Authority
Animal waste
Permits (N/A)
50 years
Permit log (W)
7 years
BOA and PZ Committee (N/A)
Item files
50 years
Proof of publication, minutes, agendas
Permanent
Recordings
7 years
Comprehensive Plan (W)
Plans/paperwork (County, city, town, village)
Until superseded
Vision report
50 years
Contract
7 years
§ 59.52(4)(a)10
Correspondence (W)
Membership info
7 years
City, town, village — section/town/range
7 years
Public waters
7 years
DNR actions
7 years
Department operating records (W)
SOP's, forms, work programs
Until superseded
Mail logs, phone logs, receipt books, CSM logs, affidavit logs
7 years
Departmental reports (W)
Monthly reports
7 years
Farmland preservation
Zoning certificates, correspondence (W)
50 years
GIS (W)
Data layers
7 years or until superseded
Land use files
Parcel files (N/A)
50 years
Permits (N/A)
50 years
Permit database (N/A)
50 years
WI administrative permits (N/A)
50 years
Maps (N)
Zoning district, mining reclamation, floodplain, wetland, shoreland, population, Comprehensive Plan, orthophotography (N)
Until superseded
Nonmetallic mining (W)
Annual reports, maps, correspondence
10 years
NR 135.36(5)
Reclamation plan
50 years
Office equipment/vehicles (N/A)
Manuals, recalls, mileage logs
Life of equipment
Ordinances (W)
Zoning, shoreland, floodplain, private sewage, subdivision/land division, nonmetallic mining
Until superseded
§ 19.33(4), Wis. Stats.
Rental weatherization (W)
Correspondence, stipulations, waivers
7 years
Sanitation (W)
WI Fund documentation
50 years
Holding and septic tank maintenance records
7 years
Soil tests
20 years
Permits (N/A)
50 years
Database
50 years
Surveys and other supporting documents (N/A)
Certificate of Survey maps - large and small format
Permanent
§ 59.45(1)(a)2, Wis. Stats.
Certified survey map review packets - active
Permanent
§ 59.45(1)(a)2, Wis. Stats.
Certified survey maps copies
Permanent
§ 59.45(1)(a)2, Wis. Stats.
City of Berlin block — corner records
Permanent
§ 59.45(1)(a)2, Wis. Stats.
County Surveyor notes 1845-1930
Permanent
§ 59.45(1)(a)2, Wis. Stats.
High Accuracy Reference Network (HARN) data
Permanent
§ 59.45(1)(a)2, Wis. Stats.
Original government survey notes and plats
Permanent
§ 59.45(1)(a)2, Wis. Stats.
Public Land Survey System (PLSS) corner records
Permanent
§ 59.45(1)(a)2, Wis. Stats.
Various highway R/W maps - state, County
Permanent
§ 59.45(1)(a)2, Wis. Stats.

§ 74-28 Register of Deeds records.

Record
Retention
Authority
Obsolete documents, pertaining to chattels, including final books of entry (W)
6 years
§ 59.52(4), Wis. Stats.
Receipts from Treasurer (W)
7 years
§ 59.52(4), Wis. Stats.
Census reports (N/A)
Permanent
Accident reports: (W)
Currently subject of litigation
Corporation Counsel permission to destroy
Other
7 years
Bank Statements (W)
7 years
Canceled checks
7 years
§ 59.52(4)(a)16, Wis. Stats.
Wisconsin identification card applications and lamination notices (W)
7 years
UCC statewide lien system; information entered into computer from financing statements, etc. (N/A)
Permanent on computer
§ 409.528, Wis. Stats.
UCC 11 hard copies (W)
2 years
Accounts payable (W)
7 years
Accounts receivable (W)
7 years
Accounts receivable, paid (W)
2 years
Airport protection plans, specifications and amendments (W)
7 years
§ 114.136, Wis. Stats.
Applications for certified copies (W)
2 years
As-built tracings (W)
Life of project
Bills of sale (W)
6 years
Real estate records (W)
Permanent
§ 59.43, Wis. Stats.
Vital records (W)
Permanent
Ch. 69, Wis. Stats.
Vital record, request for copy of (W)
1 year
Report for final disposition of corpse (W)
2 years from date of death
Department of Health and Family Services directive
Blueprints (W)
Until superseded by as-built tracings

§ 74-29 Sheriff Department records.

Record
Retention
Authority
Administrative: (w)
Legal correspondence
8 years
§ 59.27(8), Wis. Stats.
Employee training records
8 years
§ 59.27(8), Wis. Stats.
Employee work schedules
8 years
§ 59.27(8), Wis. Stats.
Employee overtime slips
8 years
§ 59.27(8), Wis. Stats.
Employee leave slips
8 years
§ 59.27(8), Wis. Stats.
Accounts payable
8 years
§ 59.27(8), Wis. Stats.
Checkbooks and statements
8 years
§ 59.27(8), Wis. Stats.
Committee minutes
8 years
§ 59.27(8), Wis. Stats.
Annual budgets
8 years
§ 59.27(8), Wis. Stats.
Incident/accident reports and photos not referred to below
8 years
§ 59.27(8), Wis. Stats.
Requests for copies
§ 59.27(8), Wis. Stats.
Citations and related paperwork
8 years
§ 59.27(8), Wis. Stats.
Civil process records
8 years
§ 59.27(8), Wis. Stats.
DNR audit information
8 years
§ 59.27(8), Wis. Stats.
Labor contracts
8 years
§ 59.27(8), Wis. Stats.
Administrative: (w)
[Amended 9-21-2006 by Ord. No. 875-06]
Personnel records
8 years after end of service
§ 59.27(8), Wis. Stats.
Employee uniform purchase records
8 years
Job descriptions
8 years after discontinued use
Employment applications and testing results for applicants not hired
8 years after closing application date
Annual report
10 years
Policy and procedure
8 years after discontinued use
911 log
[Amended 3-17-2009 by Ord. No. 948-2009]
8 years from date of call
§ 59.27(8), Wis. Stats.
Radio logs
[Amended 3-17-2009 by Ord. No. 948-2009]
8 years from date of call
§ 59.27(8), Wis. Stats.
Reports and photos as follows:
[Amended 3-17-2009 by Ord. No. 948-2009]
Felony cases wherein someone died, but did not die of natural causes
25 years from date of filing
Felony sexual assault cases
25 years from date of filing
Felony cases in which someone was assaulted and required medical treatment
25 years from date of filing
Felony drug cases
25 years from date of filing
All other reports and photos
8 years from date of filing
Missing Persons cases where the person is still missing
100 years from date of filing
§ 59.27(8), Wis. Stats.
Biological physical evidence: no charges anticipated, or possible misdemeanor or municipal charges are anticipated
[Amended 3-17-2009 by Ord. No. 948-2009]
90 days from date the case was closed by the officer
Physical evidence: misdemeanor or municipal case
[Amended 3-17-2009 by Ord. No. 948-2009]
90 days from judgment of conviction, unless it is appealed, then 90 days after a decision is rendered in the final appeal. However, biological materials shall be retained until discharge date of all persons sentenced in the case as per § 968.205, Wis. Stats.
Physical evidence: felony cases
[Amended 3-17-2009 by Ord. No. 948-2009]
90 days after the completion of the sentence of all persons charged in the case
Nonbiological physical evidence: felony cases
[Added 3-17-2009 by Ord. No. 948-2009]
90 days after the date of the judgment judgment of conviction with approval of the District Attorney or upon completion of the sentence of all persons charged in the case, whichever comes first
Physical evidence: in possible felony cases where charges could be filed
[Amended 3-17-2009 by Ord. No. 948-2009]
8 years
Alcohol in municipal cases
Immediately
Alcohol in misdemeanor or felony cases
Same as misdemeanor or felony cases listed above
Dispatch: (w)
Audio recordings
120 days
Jail: (w)
Booking information
Permanent
Fingerprint cards
Permanent
O.C.A. records
Permanent
Jail register (N)
8 years
§ 59.27(8), Wis. Stats.
Jail: (w)
Bond receipts
8 years
§ 59.27(8) Wis. Stats.
Cash books
8 years
§ 59.27(8), Wis. Stats.
Check books and bank statements
8 years
§ 59.27(8), Wis. Stats.
Canteen records
8 years
§ 59.27(8), Wis. Stats.
Huber accounting information
8 years
§ 59.27(8), Wis. Stats.
Jail billing
8 years
§ 59.27(8), Wis. Stats.
Jail/inmate daily activity log
8 years
§ 59.27(8), Wis. Stats.
Medical records
8 years
§ 59.27(8), Wis. Stats.
Visitors log
8 years
§ 59.27(8), Wis. Stats.
Inmate files including
8 years
§ 59.27(8), Wis. Stats.
Disciplinary forms
Huber revocation forms
Employer information
Employer job search info
Inmate request forms
Court orders
Photographs

§ 74-30 Highway Department records.

Record
Retention
Authority
Machinery, time sheets (including costings and summary sheets) (W)
7 years
Permits (W):
Moving
1 year
Right-of-way
Permanent
State gas reports (W)
3 years
Accident reports (copies) (W)
3 years
Insurance reports (copies) (including liability, collision, workers' compensation) (W)
3 years
Inventory records (stock) (W)
2 years
Fuel usage reports (including gas cards, bulk slips, summary sheets and costings) (W)
2 years
Heavy equipment and vehicle inventory (W)
1 year after replaced or discarded
Vehicle maintenance history (including equipment operation sheets and state green sheets) (W)
Life of vehicle
Vehicle expense reports (W)
Life of vehicle
Vehicle usage reports (W)
2 years
Time cards (W)
7 years
General ledger (W)
7 years
Payroll ledger (W)
10 years
Personnel records (W)
7 years
Materials (including summary sheets, charge-out slips and costings) (W)
7 years
Annual reports (W)
7 years
Check register (W)
3 years
Labor (including costings and summary sheets) (W)
7 years

§ 74-31 Treasurer records.

Record
Retention
Authority
Bank statements (W)
7 years
General receipts and settlement receipts (W)
7 years
§ 59.52(4), Wis. Stats.
Municipal tax rolls (N)
15 years
§ 59.52(4), Wis. Stats
Balancing reports (W)
3 years
Audit letters (W)
3 years
Accounts payable/detail listing/check register (copies) (W)
3 years
General ledger, trial balance (W)
7 years
Journal entries, resolutions, general receipts, Treasurer's cash (W)
3 years
Budget, vendor listing, general receipts combined payables (W)
3 years
Bank reconciliation's (W)
7 years
Outstanding checks (W)
7 years
Check register (W)
7 years
Deposit tickets (W)
1 year after audit
Bank credit/debit notices (W)
1 year after audit
Cash drawer reconciliations (W)
1 year after audit
Tax receipts (W)
15 years
§ 59.52(4), Wis. Stats
All other receipts of County Treasurer (W)
7 years
§ 59.52(4), Wis. Stats
Canceled bonds, coupons and promissory notes (W)
Until audited
Bond and coupon record book, general obligation bonds (W)
7 years after bond issue expires or following payment of all outstanding matured bonds, notes, coupons, whichever is later
Certified special assessment roll (W)
After assessment collected or 7 years, whichever is longer
Statement of new special assessments (W)
5 years
Investment papers (W)
7 years
Illegal tax certificates charged back to local tax district (W)
3 years after charging back
§ 59.52(4), Wis. Stats
Notices of application for taking of tax deeds and certificates of nonoccupancy, proofs of service and tax certificates filed (W)
15 years
§ 59.52(4), Wis. Stats
Abstracts and certificates of title, title insurance policies (W)
Permanent or as long as land owned

§ 74-32 Veterans Service Office records.

Records
Retention
Authority
Regulations (W)
Until superseded
Military separation records (N/A)
Permanent
Grave registration files (N)
Permanent
Veterans' benefit case files (N)
2 years after inactive
Wisconsin Department of Veterans Affairs bulletins (W)
Until superseded