Grant County, WI Records

[1]

Editor's Note: This ordinance also repealed former Art. I, Charges for Public Records Requests, adopted 3-16-1999 by Ord. No. 36.

Fees to be Charged
1.	Fees for photocopies	$0.25 per page per side plus any mailing or shipping charges.
2.	Computer printouts onto paper of documents other than information from tax assessment rolls, parcel maps, aerial photos, or aerial maps	$0.35 per page plus any mailing or shipping charges.
3.	Computer printouts onto paper of tax assessment roll or printouts of information onto paper from the tax assessment rolls where the project takes one hour or more	$50 for the first hour and $6 per hour for each hour thereafter that it takes to produce the requested documents. Plus the requestor is also to furnish any computer labels and any other special supplies needed to meet the records request if the requestor does not want the printouts from the tax assessment roll or printout of information from the tax assessment roll to be on standard green and white computer paper. Requestor shall also pay Grant County for shipping and mailing charges to send the requestor the information.
4.	Copies of portions of the tax assessment rolls or printouts of information from the tax assessment rolls taking less than one hour	The requestor shall be charged $0.35 per page. Requestor shall also pay for any computer labels or computer supplies needed to meet the request if the requestor does not want the printout on standard green and white computer paper. For computer records, the requestor shall also be responsible for paying any mailing or shipping charges.
5.	Computer printouts onto paper of aerial photos, aerial maps, or parcel maps	$0.01 per square inch for each aerial photo map or parcel map. The requestor shall also be responsible for paying mailing or shipping charges.
6.	Requests to run off of the computer and onto disks (and not onto paper) copies of tax assessment rolls, aerial photos, aerial maps, parcel maps, or any other documents	$1 for every minute that it takes to produce the requested documents. Plus, the requestor shall pay an additional $1 for every disk used to meet the requestor's request to reimburse Grant County for the cost of purchasing the disks to satisfy the request. Furthermore, the requestor shall also be responsible for paying any mailing and shipping charges. Computer information shall not be run on disks provided by the requestor as this would pose a risk to Grant County computers developing a computer virus. If the requestor's computer system is not compatible with the computer system of the Grant County office furnishing the records request, the requestor shall be responsible for purchasing any needed computer programs, software, or other equipment to be installed in the requestor's own computer so that requestor's computer can read the information supplied by the Grant County office by putting the records request onto the disk. The County department processing the records request shall only use the size of disk typically used by the County office and shall not be expected to put the requested information on a disk of a different size.
7.	Fee for locating a record where the labor costs of locating a record or records requested in a in a public records request exceed $50 or more	$15 per hour for each employee used to locate the record or records requested public records request. This fee shall only be charged if the labor costs of locating the record is $50 or more. The requestor must also pay for the copying charges at the rate of $0.25 per page per side in addition to the labor charge fee. This labor fee does not apply to requests for computer printouts of tax assessment rolls or aerial photos, aerial maps, or parcel maps, which documents are subject to the fees set forth in paragraphs numbered 3, 4 and 5 above.

Size	Fee
Letter (8.5" x 11") Legal (8.5" x 14") Ledger (11" x 17")	$5
ANSI C (17" x 22")	$11.50
ANSI D (22" x 34")	$22.50
ANSI E (34" x 44")	$45
Arch C (18" x 24")	$13
Arch D (24" x 36")	$26
Arch E (36" x 48")	$52

Dataset	Format	Countywide Fee	Per Tile Fee
Public Distribution Layers	Geodatabase	Free	Not available
Orthophotos	SID FILE	Free	Not available
LiDAR DATASETS
2ft Contour	Shapefiles	$100	$20
Bare Earth Only	LAS/TXT	$100	$20
Breaklines	Shapefiles	$100	$20
Classified LAS	LAS	$100	$20
Raster DEM	TIF	$300	$20

[Amended 7-16-2024]

The following records maintained by Grant County departments shall be kept for the following minimum retention periods. Records listed in the "General" column apply to all Grant County departments that have such record.

Record	Record Retention Period	Authority	Waiver
A) General
Canceled checks and bank statements	7 years	§ 59.52, Wis. Stats.	Waived
Contracts, leases and agreements	7 years after the last effective day thereof	§ 59.52, Wis. Stats.	Waived
Notices of taking bids, bids and bid documents	7 years after the last effective day thereof	§ 59.52, Wis. Stats.	Waived
Payment vouchers and disbursements	7 years		Waived
Deeds, abstracts and title policies of County property	Permanent		N/A
Bond records	30 years after the bond issue expires or after payment of all bonds, whichever is later	PRFB rule	Waived
Inventory and equipment records	Until superseded		Waived
Budgets	7 years		Waived
Receipts and related records	7 years		Waived
Accounts payable and invoices	7 years		Waived
Financial journals	7 years		Notify
Construction plans, as-built tracings and blueprints	Life of structure		Notify
Warranty records	Life of product or end of warranty, whichever comes first		Waived
Tape recordings of meetings	90 days after minutes approved and published		Waived
Accounts receivable	7 years		Waived
Performance bonds	7 years after completion of contract		Waived
Workers' compensation claim documents	12 years after closure		Waived
Liability claim documents	12 years after closure		Waived
B) Register of Deeds
Plats and Assessor's plats	Permanent	§ 59.43, Wis. Stats.	N/A
Certified surveys and plats of survey
Deeds, conveyances of real estate, mortgages, maps, records relating to real estate and indexes of same	Permanent	§ 59.43, Wis. Stats.	N/A
Marriage, death and birth certificates	Permanent	§ 59.43, Wis. Stats.	N/A
Military records	Permanent	§ 59.43, Wis. Stats.	N/A
Records relating to organization of corporations, associations and banks and amendments thereto and indexes and records relating to corporations	Permanent	§ 59.43, Wis. Stats.	N/A
Lien records and security interest records and financing statement records	Permanent	§ 59.43, Wis. Stats.	N/A
Marital property records	Permanent	§ 59.43, Wis. Stats.	N/A
Statement of claim records and indexes	Permanent	§ 59.43, Wis. Stats.	N/A
Chattel documents	Permanent	§ 59.43, Wis. Stats.	N/A
Waste facility records	Permanent	§ 59.43, Wis. Stats.	N/A
Bulkhead records	Permanent	§ 30.11, Wis. Stats.	N/A
Certificate of execution and sale of real estate	Permanent		N/A
Index of records	Permanent		N/A
National Area Heritage records	Permanent	§ 23.29, Wis. Stats.	N/A
Annexation records	Permanent	§ 66.0217 et seq., Wis. Stats.	N/A
Family law documents which affect real estate	Permanent	§ 767.255, Wis. Stats.	N/A
Guardianship/ conservator appointment records	Permanent	§ 786.01 et seq., Wis. Stats.	N/A
Authorizations to execute conveyances	Permanent		N/A
Partnership records	Permanent	§ 178.39, Wis. Stats.	N/A
Cemetery association records and cemetery plats and records	Permanent	§ 157.062 et seq., Wis. Stats.	N/A
Census schedules	Permanent		N/A
Condemnation records	Permanent	§ 32.06 et seq., Wis. Stats.	N/A
Real estate records	Permanent		N/A
Certificates of conversion and reorganization	Permanent	Ch. 215, Wis. Stats.	N/A
Certificate of authorization to exercise fiduciary powers	Permanent		N/A
City certificate as to Official Map	Permanent	§ 62.23, Wis. Stats.	N/A
Condominium records	Permanent	§ 703.07, Wis. Stats.	N/A
Cooperative records	Permanent	§ 185.05 et seq., Wis. Stats.	N/A
Estate records regarding real estate	Permanent	§ 867.05 et seq., Wis. Stats.	N/A
Armed Forces discharge records	Permanent	§ 45.21, Wis. Stats.	N/A
Drainage records	Permanent	§ 88.34 et seq., Wis. Stats.	N/A
Credit union records	Permanent	§ 186.35 et seq., Wis. Stats.	N/A
Corporate names, merger, dissolution and consolidation records	Permanent	§ 180.0122 et seq., Wis. Stats.	N/A
Declaration of trust records	Permanent		N/A
Leases	Permanent		N/A
Farmland preservation agreement records	Permanent	§ 91.13 et seq., Wis. Stats.	N/A
Highway records	Permanent	§ 83.025 et seq., Wis. Stats.	N/A
Grantor/grantee index	Permanent		N/A
Forest land records and forest crop land records	Permanent	§ 77.82 et seq., Wis. Stats.	N/A
Federal tax lien, notices and certificates, and foreclosure records	Permanent	§ 779.97, Wis. Stats.	N/A
Surveys conducted to erect monuments	Permanent	§ 60.84, Wis. Stats.	N/A
Mineral records and mining records	Permanent	§ 706.055, Wis. Stats.	N/A
Lis pendens	Permanent	§ 840.10, Wis. Stats.	N/A
Levy and execution records	Permanent	§ 815.195, Wis. Stats.	N/A
Land patents	Permanent		N/A
Judgments	Permanent		N/A
Inland lake protection records	Permanent	§ 33.265, Wis. Stats.	N/A
Ice Age Trail records	Permanent	§ 23.293, Wis. Stats.	N/A
Name change records	Permanent	§ 786.36, Wis. Stats.	N/A
Powers of attorney	Permanent		N/A
Public land notices	Permanent	§ 840.11 et seq., Wis. Stats.	N/A
Railroad records	Permanent	§ 190.11 et seq., Wis. Stats.	N/A
Records relating to plat maps	Permanent	§ 236.02 et seq., Wis. Stats.	N/A
Proof of age	Permanent	§ 889.28 et seq., Wis. Stats.	N/A
Rental unit records	Permanent	§ 101.122, Wis. Stats.	N/A
Affidavits of publication of sale	Permanent	§ 985.12, Wis. Stats.	N/A
Savings bank incorporation records	Permanent	§ 214.25 et seq., Wis. Stats.	N/A
School district records	Permanent	§ 117.05 et seq., Wis. Stats.	N/A
Solar access records	Permanent	§ 66.0403, Wis. Stats.	N/A
Releases and satisfactions	Permanent
Sewer records and sanitation records	Permanent	§ 32.05 et seq., Wis. Stats.	N/A
Writs of attachment records	Permanent	§ 59.43 et seq., Wis. Stats.	N/A
Solid waste records	Permanent		N/A
Divorce, annulment and other vital records	Permanent	§ 69.07 et seq., Wis. Stats.	N/A
Woodland tax records	Permanent	§ 77.16, Wis. Stats.	N/A
Village and town records	Permanent	§ 61.187 et seq., Wis. Stats.	N/A
Trust records	Permanent		N/A
Surveyor's records	Permanent		N/A
Surety bond records	Permanent	§ 344.36, Wis. Stats.	N/A
Time share records	Permanent	§ 707.21 et seq., Wis. Stats.	N/A
Airport records	Permanent	§ 114.135 et seq., Wis. Stats.	N/A
Surplus records	Permanent	§ 560.9810(4), Wis. Stats.	N/A
Trademark records	Permanent	§ 132.04, Wis. Stats.	N/A
Raze records	Permanent	§ 66.0413, Wis. Stats.	N/A
Applications for certified copies	2 years		Waived
Cash register tapes	Current fiscal year plus 4 years		Waived
Breeding service lien records	Permanent	§ 779.49, Wis. Stats.	N/A
Bill of sale records	6 years		Waived
Notification as to veterans and orders for failure to pay tax	Permanent	§ 45.53 et seq., Wis. Stats.	N/A
Indigent defendant records	Permanent	§ 757.66, Wis. Stats.	N/A
Liquidated insurer records	7 years after close of liquidation proceedings	Ch. 645, Wis. Stats.	Waived
Municipal redevelopment plan records	Permanent	§ 66.1303 et seq., Wis. Stats.	N/A
Request for vital records	1 year		Waived
Certificates of assignment-foreign wills	Permanent	§ 868.05, Wis. Stats.	N/A
Notice of will contest	Permanent	Ch. 856, Wis. Stats.	N/A
UCC fixture financing	Until satisfied	§ 409.502 et seq., Wis. Stats.	Waived
UCC non-fixture financing statements	5 years if no continuation statement is filed; if continuation is filed, upon expiration of continuation statement	§ 409.502 et seq., Wis. Stats.	Waived
UCC statewide lien record	Permanent	§ 409.528, Wis. Stats.	N/A
C) Sheriff's Department
Sheriff's Department dockets and cash books	8 years	§ 59.27, Wis. Stats.	Notify
Criminal investigation files and evidence records	10 years after conclusion of criminal proceedings		Waived
Daily jail records	8 years	§ 59.27, Wis. Stats.	Notify
Transport records, proofs of service, correspondence, receipts, canteen records, visitor logs, jail billing and jail meal records	8 years		Waived
Incident reports	10 years	§ 59.27, Wis. Stats.	Waived
Citations	10 years		Waived
Booking sheets	Permanent		N/A
Audio tapes	120 days		Waived
Telephone logs and radio logs	8 years		Waived
Inmate files, disciplinary records, inmate medical records and Huber records	8 years after the release of the inmate from the Grant County Jail	§ 59.27, Wis. Stats.	Waived
D) County Treasurer
Tax roles	15 years	§ 59.52, Wis. Stats.	Notify
Tax receipts	15 years	§ 59.52, Wis. Stats.	Waived
All other receipts contained in the County Treasurer's office	7 years	§ 59.52, Wis. Stats.	Waived
Certified special assessment roll	After assessment collected or 7 years, whichever is longer; if roll contains forest crop acreage, must get approval of the Secretary of Revenue to destroy		Waived
Statement of new special assessments	5 years		Waived
Special assessment payment register	Until all assessments collected or 7 years, whichever is longer.		Waived
Notice of tax apportionment	3 years	§ 59.52, Wis. Stats.	Waived
Lottery card records	4 years		Waived
Bankruptcy records	7 years		Waived
Appraisals	7 years		Waived
Real estate assessments	7 years		Notify
Correspondence	3 years		Waived
Tax foreclosure records and sale records	15 years		Waived as to records after 1940; notify as to pre 1940 records
Audit letters and balancing reports	Current fiscal year plus 4 years		Waived
Illegal tax certificates that are charged back to local taxing districts	3 years after the date of charging back such certificate	§ 59.52, Wis. Stats.	Waived
E) County Clerk
Notices of tax apportionment	3 years	§ 59.52, Wis. Stats.	Waived
Bounty claims	1 year	§ 59.52, Wis. Stats.	Waived
List of officers of a municipality that are certified to the County Clerk	After the date of expiration of the term listed	§ 59.52, Wis. Stats.	Notify
Crop reports	3 years	§ 59.52, Wis. Stats.	Notify
Notices of application for the taking of tax deeds and certificates of nonoccupancy, proof of service and tax certificates	15 years	§ 59.52, Wis. Stats.	Waived
Official bonds	6 years	§ 59.52, Wis. Stats.	Waived
Claims against the County and supporting documents for claims	7 years	§ 59.52, Wis. Stats.	Waived
Insurance policies insuring the County	7 years after the last effective date thereof	§ 59.52, Wis. Stats.	Waived
Reports of town treasurers that are submitted to the Clerk on dog licenses and records of dog licenses issued	3 years	§ 59.52, Wis. Stats.	Waived
Clerk's copies of all receipts issued by the Treasurer	4 years or until being completely audited, whichever is earlier	§ 59.52, Wis. Stats.	Waived
Oaths of office	7 years	§ 59.52, Wis. Stats.	Waived
Copies of notices given by Clerk to town assessors setting out lands owned by the County and lands sold by the County	3 years	§ 59.52, Wis. Stats.	Waived
Marriage license applications and records pertaining to the applications, including ante nuptial physical examinations and test certificates, consents of parent or guardian for marriage and orders of court waiving the waiting period	10 years	§ 59.52, Wis. Stats.	Waived
Apportionment maps	Until next apportionment	PRFB rule	Waived
Audit reports	7 years	PRFB rule	Notify
Bank statements	7 years	PRFB rule	Waived
Records of appointment of County officers	7 years	PRFB rule	Waived
Legislative documents	Retain until superseded by published statutes	PRFB rule	Waived
Petitions for amendment of zoning ordinance	7 years	PRFB rule	Waived
Equalization Board proceeding records	7 years	PRFB rule	Notify
Farmland preservation agreement applications	7 years	PRFB rule	Waived
Notice of cutting forest products	7 years	PRFB rule	Waived
Statement of forfeitures	7 years	PRFB rule	Waived
Bills for court costs and fees	7 years	§ 814.22, Wis. Stats.	Waived
Writs of certiorari	7 years	PRFB rule	Waived
Ballots, applications for absentee ballots, registration forms, or other records and papers requisite to voting at any federal election, other than registration cards	22 months	§ 7.23, Wis. Stats.	Waived
Nonfederal ballots	30 days after the election	§ 7.23, Wis. Stats.	Waived
Official canvasses	10 years after the election	§ 7.23, Wis. Stats.	Waived
Any unused materials after an election and the contents of a blank ballot box after a primary	To be determined by the Clerk	§ 7.23, Wis. Stats.	Waived
Voting machine recorders- detachable	May be cleared and reactivated 14 days after any primary and 21 days after any other election; information must first be transferred to a disk or other recording medium	§ 7.23, Wis. Stats.	Waived
Absentee certificates- affidavit envelopes	90 days after date of local election and 22 months after federal election	PRFB rule	Waived
Canceled voter registration cards	4 years after cancellation	§ 7.23, Wis. Stats.	Waived
Certificate of election	7 years	PRFB rule	Waived
Financial reports	6 years after termination of registration	§ 7.23, Wis. Stats.	Waived
Financial registration statements	6 years after termination of registration	§ 7.23, Wis. Stats.	Waived
Certified list of candidates	90 days after local election and 22 months after federal election	§ 7.08, Wis. Stats.	Waived
Disks of election data	22 months after election	§ 7.23, Wis. Stats.	Waived
Election returns	90 days after local elections and 22 months after federal elections	§§ 7.23 and 7.51, Wis. Stats.	Waived
Nomination papers	90 days after election	PRFB rule	Waived
Registration and poll lists created at a nonpartisan primary or election	2 years after primary or election at which they were created, and registration and poll lists created at a partisan primary or election may be destroyed 4 years after the primary or election at which they were created	§ 7.23, Wis. Stats.	Notify for pre 1940 records. Waived as to records 1940 and after
Election notices, proofs of publication and correspondence filed in connection therewith	1 year after date of election	§§ 7.23 and 10.74, Wis. Stats.	Waived
All other materials and supplies associated with an election	90 days after election	§ 7.23, Wis. Stats.	Waived
If there is a demand for recount, notice of election contest or litigation with respect to an election, materials may be destroyed and recorders, units or compartments may be cleared only:	By the order of a judge. The Governor may by order permit the clearing of voting machine recorders on machines needed to conduct a special election prior to the time authorized unless there is a demand for recount, notice of election contest or a contest or litigation pending, or a court of record orders that the recorders not be cleared	§ 7.23, Wis. Stats.	Waived
Payroll records and reports	10 years		Waived
Garnishment records	7 years after conclusion of garnishment		Waived
Unemployment compensation records	10 years		Waived
Retirement records	8 years after end of service		Waived
Deferred comp records	8 years after end of service		Waived
Payroll tax records and reports	10 years		Waived
Time cards and attendance records	10 years		Waived
Ordinances and resolutions of County Board proceedings	Permanent		N/A
Board and committee minutes and agendas	7 years	PRFB rule	Notify
Consolidation of counties records	7 years	§ 59.08, Wis. Stats.	Waived
Court Commissioners' statement of proceedings	7 years	§ 59.64, Wis. Stats.	Waived
Detachment of farmland from city records	7 years	§ 62.075, Wis. Stats.	Waived
Payment vouchers	7 years or until audited, whichever is earlier		Waived
Publication affidavits and fee receipts	7 years except permanent as to affidavits of publication for ordinances		Waived
Reports and journal of proc.	6 years	PRFB rule	Notify
Removal from office and resignation records	7 years	§ 17.01 et seq., Wis. Stats.	Notify as to removals; waived as to resignations
School tuition claims	7 years	§ 121.77, Wis. Stats.	Waived
Town records	7 years	§ 60.05, Wis. Stats.	Notify
Statistical reports	2 years	PRFB rule	Notify
Automobile registration records	7 years	§ 341.17, Wis. Stats.	Waived
Notice of stray animals and list of dogs	2 years	§ 170.02 et seq., Wis. Stats.	Waived
Livestock claims	7 years	§ 174.11, Wis. Stats.	Waived
Hunting, fishing, trapping and other licenses and related records	3 years; fee records must be audited before destruction	§ 29.024, Wis. Stats.	Waived
Airport records	7 years	§ 114.33, Wis. Stats.	Notify
Condemnation records	7 years	§ 32.05 et seq., Wis. Stats.	Waived
County forest land records	7 years	§ 28.11, Wis. Stats.	Waived
County highway records	7 years	§ 83.08 et seq., Wis. Stats.	Waived
County improvement notice	7 years	§ 27.065, Wis. Stats.	Waived
Drainage district records	7 years	§ 88.83 et seq., Wis. Stats.	Waived
District protection records	7 years	§ 33.32 et seq., Wis. Stats.	Waived
County Park Commissioner appointments	7 years	§ 27.02, Wis. Stats.	Waived
County park/parkway records	7 years	§ 27.065, Wis. Stats.	Waived
Town highway petitions for repairs, appropriations and appeals	7 years	§ 82.08 et seq., Wis. Stats.	Waived
Flood works records	7 years	§ 87.04 et seq., Wis. Stats.	Waived
Highway and street records	7 years	§ 86.302 et seq., Wis. Stats.	Notify as to pre 1930; waived as to post 1930 records
Records of leasing of land under U.S. flood control	7 years	§ 24.39, Wis. Stats.	Waived
Resolutions to redefine metro sewage boundaries	7 years	§ 200.21, Wis. Stats.	Waived
Petitions and protests regarding zoning changes	7 years	§ 59.69, Wis. Stats.	Waived
Petitions and objections regarding public land, inland lake protection and rehab. district	7 years	§ 33.26 et seq., Wis. Stats.	Notify
Municipal power and water district records	7 years	§ 198.03 et seq., Wis. Stats.	Waived
Aid: administration of a record of disbursements	7 years	§ 45.14(2), Wis. Stats.	Waived
Annual report of trustees	7 years	§ 46.18(10), Wis. Stats.	Waived
Audit by State Department of Health and Family Services and administrative review of general relief policy	7 years	§ 46.206, Wis. Stats.	Waived
Audits of claim against County	7 years	§ 46.18, Wis. Stats.	Waived
Bonds furnished by conservator of county hospital patient or county home resident or guardian for mentally ill patient	7 years	§ 880.295(1), Wis. Stats.	Waived
Clerk of court for juvenile matters: appointment of	7 years	§ 48.04, Wis. Stats.	Waived
Power of attorney for health care instrument forms	7 years	§ 155.30(3), Wis. Stats.	Waived
Soldiers graves: record for the care of	7 years	§ 45.185(2), Wis. Stats.	Waived
Veterans burials and record of financial assistance	7 years	§ 45.17, Wis. Stats.	Waived
Veterans Service Commission: individual member's surety bond	7 years	§ 45.12(2), Wis. Stats.	Waived
Living will forms	7 years	§ 154.03(2), Wis. Stats.	Waived
Correspondence	3 years		Waived
Illegal tax certificates charged back to local tax districts	3 years after charging back	§ 59.52, Wis. Stats.	Waived
Local assessors: reports detailing the work of	7 years	§ 73.06(5), Wis. Stats.	Waived
Receipts	7 years		Waived
Clerks copy of service of notice of owner of record of original title	7 years	§ 75.28(2), Wis. Stats.	Waived
Tax Appeal Commission: appeals to	7 years	§ 70.64(6), Wis. Stats.	Waived
Tax Appeals Commission: notice of hearing	7 years	§ 70.64(4), Wis. Stats.	Waived
Clerk's copy of tax deeds	7 years	§ 75.16, Wis. Stats.	Waived
Tax deeds: cancellation of	7 years	§ 75.23, Wis. Stats.	Waived
Clerk's copy of tax receipts	15 years	§ 59.52, Wis. Stats.	Waived
Taxes levied on taxable property: statement of	7 years	§ 69.62, Wis. Stats.	Waived
Woodland tax law: copy of DNR action request to place under law	7 years	§ 77.16(9), Wis. Stats.	Waived
Grant records	7 years after expiration of the grant agreement		Waived
Inventory lists and personal property records	7 years after disposal of property		Waived
Fiscal records	7 years		Notify
F) Zoning Department
Certified surveys, code compliance inspection reports, Board of Adjustment records and real estate records	Permanent		N/A
Zoning permits, applications and variance records	Permanent		N/A
G) Emergency Government
Emergency government grant records	7 years after expiration of grant agreement		Waived
Emergency response records	7 years		Waived
Management plans, operations plans and facility plans	Until updated		Waived
H) Clerk of Courts
Civil case files	20 years after entry of final order	SCR 72.01	Notify
History and index of civil court proceedings	20 years after entry of final order	SCR 72.01	Notify
Civil minute records	20 years after entry of final order	SCR 72.01	Notify
Liens for services performed or materials provided	Until satisfaction, expiration or entry of judgment, whichever occurs first	SCR 72.01	Waived
Construction liens	2 years after the date of filing if no action is brought and no summons or complaint is filed	SCR 72.01	Waived
Condominium liens	3 years after the date of filing if no action is brought to foreclose lien	SCR 72.01	Waived
Delinquent tax liens and delinquent unemployment compensation payments that have the effect of a final judgment	20 years after final docket entry	SCR 72.01	Waived
Judgment dockets	20 years after final docket entry	SCR 72.01	Waived
Small claims case files	20 years after entry of final order for contested cases, stipulated dismissals and default judgments; 1 year from date of filing for dismissed cases	SCR 72.01	Waived
Small claims history and index of proceedings kept in book or card form	20 years after entry of final order for contested cases, stipulated dismissals and default judgments; 1 year from date of filing for dismissed cases	SCR 72.01	Waived
Small claims minute records	20 years after entry of final order for contested cases, stipulated dismissals and default judgments; 1 year from date of filing for dismissed cases	SCR 72.01	Waived
Family case files	30 years after entry of judgment of divorce or entry of final order, except that after 30 years, for any case file for which support or maintenance payments are continuing to be made, 7 years after final payment or after order terminating maintenance is filed	SCR 72.01	Notify
History and index of Family Court proceedings kept in books, cards, electronic or optical format	30 years after entry of judgment of divorce or entry of final order, except that after 30 years, for any case file for which support or maintenance payments are continuing to be made, 7 years after final payment or after order terminating maintenance is filed	SCR 72.01	Notify
Family court minute records	30 years after entry of judgment of divorce or entry of final order, except that after 30 years, for any case file for which support or maintenance payments are continuing to be made, 7 years after final payment or after order terminating maintenance is filed	SCR 72.01	Notify
Records of family maintenance and child support payments previously received by the Clerk of Circuit Court	30 years after entry of judgment of divorce or entry of final order, except that after 30 years, for any case file for which support or maintenance payments are continuing to be made, 7 years after final payment or after order terminating maintenance is filed	SCR 72.01	Waived
Felony case files and Chapter 980 commitment files	50 years after entry of final judgment; for Class A felonies 75 years after final judgment	SCR 72.01	Notify
History and index of felony criminal proceedings kept in books, cards, electronic or optical format	50 years after entry of final judgment; for Class A felonies 75 years after final judgment	SCR 72.01	Notify
Felony minute records	50 years after entry of final judgment; for Class A felonies 75 years after final judgment	SCR 72.01	Notify
Misdemeanor case files including criminal traffic offenses	20 years after entry of final judgment	SCR 72.01	Waived
History and index of misdemeanor offenses including criminal traffic offenses kept in book or card form	20 years after entry of final judgment	SCR 72.01	Waived
Misdemeanor minute records including criminal traffic minute records	20 years after entry of final judgment	SCR 72.01	Waived
Receipts, canceled checks and bank statements	7 years after issuance	SCR 72.01	Waived
Traffic forfeiture, conservation forfeiture and ordinance violation case files	5 years after entry of final judgment	SCR 72.01	Waived
History and index of traffic forfeitures, conservation forfeitures and ordinance violation proceedings kept in books, cards, electronic or optical form	5 years after entry of final judgment	SCR 72.01	Waived
Traffic forfeiture, conservation forfeiture and ordinance violation minute records	5 years after entry of final judgment	SCR 72.01	Waived
Records of John Doe proceedings	50 years after the date of final proceedings; for cases involving the investigation of Class A felonies, 75 years after date of final proceedings	SCR 72.01	Notify
Search warrants	75 years after filing with the court unless filed with a case file	SCR 72.01	Waived
Records of Grand Jury proceedings	50 years after date of final proceeding; for cases involving the investigation of Class A Felonies, 75 years after date of final proceedings	SCR 72.01	Notify
Case exhibits	1 year after time for appeal has expired provided that return of the exhibit has been offered to the proffering party	SCR 72.01	Waived
Court reporter notes	10 years after hearing	SCR 72.01	Waived
Inquest records	Delivered to coroner or medical examiner	SCR 72.01	N/A
Correspondence	3 years		Waived
Incarcerated person records in files containing prisoner litigation correspondence, pleadings and other documents, usually a writ of habeas corpus or certiorari, that are kept in group files until they are reviewed by a judge to determine if the action can be filed without payment of filing fees and court costs	5 years after date of submission; if the action meets filing criteria as a civil action, it becomes a civil case and is retained in accordance with schedule above	SCR 72.01	Waived
Certificate of payment by court	7 years after filing	SCR 72.01	Waived
Jury payroll records	7 years	SCR 72.01	Waived
Juror questionnaire, jury array and records of jurors	4 years after panel service	SCR 72.01	Waived as to questionnaire and array; notify as to jury records
Minister's credentials	20 years after filing	SCR 72.01	Notify
Notary public appointments	Upon expiration of term	SCR 72.01	Waived
Oaths of office filed with the Clerk of Circuit Court	7 years after expiration of term	SCR 72.01	Waived
Register of officials filed with the Clerk of Circuit Court	2 years after expiration of term	SCR 72.01	Notify
Naturalization records	Permanent	SCR 72.01	N/A
Records no longer created, utilized or maintained by court	20 years after modification, repeal, amendment or suppression	SCR 72.01	Notify
I) Register in Probate
Juvenile Court search warrants	15 years after filing with the Court unless filed with a case file	SCR 72.01	Waived
Estate case files	75 years after entry of final judgment or order discharging personal representative or trustee	SCR 72.01	Notify
History and index of probate proceedings kept in book or card form	75 years after entry of final judgment or order discharging personal representative or trustee	SCR 72.01	Notify
Probate minute records	75 years after entry of final judgment or order discharging personal representative or trustee	SCR 72.01	Waived
Guardianship case files	7 years after termination of guardianship	SCR 72.01	Waived
History and index of guardianship proceedings kept in book or card form	7 years after termination of guardianship	SCR 72.01	Waived
Receipts for money received	7 years after issuance	SCR 72.01	Waived
Deposit slips, bank statements and canceled checks	7 years	SCR 72.01	Waived
Guardianship minute records	7 years after termination of guardianship	SCR 72.01	Waived
Wills deposited for safekeeping	100 years after filing	SCR 72.01	Notify
Wills not admitted into probate	100 years after filing	SCR 72.01	Notify
Index of wills deposited or delivered prior to probate	100 years after final entry	SCR 72.01	Notify
Mental health case files	10 years after entry of final order of commitment or extension	SCR 72.01	Waived
History and index of mental health proceedings kept in book or card form	10 years after entry of final order of commitment or extension	SCR 72.01	Waived
Mental health minute records	10 years after entry of final order of commitment or extension	SCR 72.01	Waived
Juvenile delinquency, juveniles in need of protection and services and children in need of protection and services case files	4 years after the 18th birthday of a juvenile or child; 8 years after the 18th birthday of the juvenile or child if he or she was adjudicated delinquent for committing an act punishable as a Class A or Class B Felony if committed by an adult	SCR 72.01	Waived
Case exhibits	1 year after appeal has expired provided that return of the exhibit has been offered to the proffering party	SCR 72.01	Waived
Juvenile minute records	4 years after the 18th birthday of a juvenile or child; 8 years after the 18th birthday of the juvenile or child if he or she was adjudicated delinquent for committing an act punishable as a Class A or Class B Felony if committed by an adult	SCR 72.01	Waived
Termination of parental rights and adoption case files	Permanent	SCR 72.01	N/A
History and index of juvenile court proceedings kept in books, cards, electronic or optical form	4 years after the 18th birthday of a juvenile or child; 8 years after the 18th birthday of the juvenile or child if he or she was adjudicated delinquent for committing an act punishable as a Class A or Class B Felony if committed by an adult	SCR 72.01	Waived
Certificates of payment by court	7 years	SCR 72.01	Waived
Jury payroll records	7 years	SCR 72.01	Waived
Court reporter notes	10 years after hearing	SCR 72.01	Waived
Correspondence	3 years	SCR 72.01	Waived
Juror questionnaires, jury array and record of jurors	4 years after panel service	SCR 72.01	Waived as to questionnaire and array; notify as to jury records
J) Veterans Office
Regulations	Until superseded		Waived
Military separation records of veterans	Permanent		N/A
News releases and annual reports	7 years		Waived
Grave registration files	Permanent		N/A
Veterans' benefit case files	2 years after death		Waived
Wisconsin Department of Veterans Affairs bulletins	Until superseded		Waived
Correspondence	3 years		Waived
K) Highway Department
Permits	Permanent		N/A
Accident reports	10 years		Waived
Insurance reports	7 years		Waived
Vehicle maintenance records	Life of vehicle		Waived
Annual reports	7 years		Waived
Bridge inspection reports	Life of bridge		Waived
Road sign records	Until superseded		Waived
Daily work assignments	7 years		Waived
Plans	Life of road/bridge		Waived
Log of roads	Until superseded		Waived
Material safety data records	7 years		Waived
Equipment inventory records	Until superseded		Waived
Gas records	Current fiscal year plus 4 years		Waived
Work orders	7 years from completion		Waived
Correspondence	3 years		Waived
Receipts and statements	7 years		Waived
Easement, right-of-way records and acquisition records	Permanent		N/A
Records of highway layout, alteration or discontinuance	Permanent	§ 83.01, Wis. Stats.	N/A
Equipment/machinery usage records	1 year after machinery replaced		Waived
Stock control records	2 years		Waived
L) Tax Lister's Office
Parcel maps	Until superseded		Waived
Assessment rolls	7 years		Waived
Real estate records	Permanent		N/A
Correspondence	3 years		Waived
M) Personnel Office
Department training records	7 years		Waived
Performance evaluations and medical records	7 years		Waived
EEO-4 reports, obsolete job descriptions and any personnel or employment records made or kept, including but not limited to application forms or test papers by applicants and other records or decisions pertaining to hiring, promotion, demotion, transfer, layoff or termination, terms of compensation, selection and training	7 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 action		Waived
Union contracts and grievance, mediation and arbitration records	Permanent		N/A
Individual employee personnel records	7 years after end of service		Waived
Directives and policies	7 years after being updated or terminated		Waived
Unemployment compensation records	10 years		Waived
N) Center on Aging
All financial, programmatic, statistical records, and any other records required to maintained by federal statutes	3 years from date Center submits last federal expenditure report for each grant award	45 CFR 74	Waived
Equipment records	3 years from date of replacement, disposition, or sale		Waived
Indirect cost rate proposals and cost allotment plans	3 years from the end of the contract covered by the plan or proposal		Waived
Records relating to nonexpendable property acquired with Title III or other federal or state funds	At least 3 years after final sale or disposition		Waived
O) Orchard Manor
In service and orientation programs (including subject matter, instructors and attendance records)	2 years	HFS 132.45	Waived
Transfer agreements	2 years	HFS 132.45	Waived
Funds and property statements of residents	2 years from date of resident's discharge, transfer from facility or death	HFS 132.45	Waived
Court orders and consent forms	5 years after discharge or death	HFS 132.45	Waived
Drug control sheets	5 years	Phar 7.05	Waived
Utilization review and other committee meeting minutes	7 years		Waived
Receipts/bank statements and canceled checks	7 years		Waived
Purchase orders (copy)	3 years		Waived
Resident's medical records	5 years after discharge or death	HFS 132.45	Waived
Master resident index containing names of all residents, final diagnosis, physician for each resident, and dates of admission and discharge of each resident	Permanent	HFS 132.45	N/A
Disease index	Permanent	HFS 132.45	N/A
Patient incident reports	5 years	HFS 132.45	Waived
Census reports	5 years	HFS 132.45	Waived
Documents authorizing another person to speak or act on behalf of the resident	5 years after discharge or death	HFS 132.45	Waived
Personnel/employee records	7 years after end of service		Waived
Professional consultation records if not routinely maintained as part of medical chart	5 years after discharge or death	HFS 132.45	Waived
Dietary records (all menus and therapeutic diets)	2 years	HFS 132.45	Waived
Staff work and time schedules	2 years	HFS 132.45	Waived
Safety test records of fire detection, alarm and extinguishment tests	2 years	HFS 132.45	Waived
P) Social Services
Public assistance case records
1. Case records and other record material of all public assistance that are kept as required under Ch. 49, Wis. Stats., if no payments have been made for at least 3 years and if a face sheet or similar record of all payments for each aid account are preserved in accordance with rules adopted by the Department of Health and Family Services or by the Department of Workforce Development. If the Department of Health and Family Services or the Department of Workforce Development has preserved such case records and other record material on computer disc or tape or similar device, Social Services may destroy the original records and record material under rules adopted by the department that has preserved those case records or other record material.	3 years after last payment	§ 59.52, Wis. Stats.	Notify
2. Sheets which document the verification of unchangeable items, such as Social Security numbers, birth certificates, Medicare card and citizenship	As long as case is open	DWD 18.03	Waived
3. Records consisting of third party verifications, written case comments, medical exam forms, child care payment calculations, receipts and verifications, school attendance and financial aid information, documentation of unusual or unique assets, and other records that are not duplicated by CARES	36 months following date of closing	DWD 18.03	Waived
4. Records involving overpayment, fraud, intentional program violation, federal quality control review, and divestment/asset allocation for Medicaid	Cannot be destroyed until state approves	DWD 18.03	Waived
5. Social Services shall retain in case records copies of records that verify earned and unearned income, assets, residence and rent and utility expenses, medical expenses and medical insurance coverage	Until the next certification period or 6 months after closing a public assistance case if the information is duplicated in CARES; if eligibility verification contained in items is not duplicated in CARES, the records are to be kept 3 years from the closing date	DWD 18.03	Waived
Billing records	7 years		Waived
Program policies, procedures and goal records	7 years		Waived
Grants	7 years after last effective date of grant agreement		Waived
Correspondence	7 years		Waived
Annual reports	Permanent		N/A
Committee agendas and minutes	7 years		Notify
JOBS participant records	Retain closed JOBS participant records for a minimum of 7 years from the last date of JOBS eligibility	DHFS Admin. Memo 94.18	Waived
Case management files	7 years		Waived
Payee misc. documents	3 months after audit completed		Waived
Protective payee records	7 years		Waived
Child placement agency records:
a. A register identifying information about children accepted for service or placement	Permanent	HFS 54.06	Waived
b. Individual case records for each child served and his/her family	7 years after case closed	HFS 54.06	Waived
Individual foster home records for each foster home used by the agency, which includes signed applications and agreements	7 years	HFS 54.06	Waived
Individual records of studied adoptive applicants	7 years	HFS 54.06	Waived
Financial reports and audits	7 years	HFS 54.06	Waived
Licensing and certification records for in-home and family day care; adult family homes; foster homes; and group foster homes for children; application or other request forms; inspection and observation checklists; correspondence; other documentation relating to licensing or certification; approved license or certification	2 years after the license or certification is no longer valid	DCS Memo 92-12	Waived
Licensing and certification records for above types of facilities where license or certificate was not approved	1 year after final action/ determination	DCS Memo 92-12	Waived
Adoption records	Permanent	HFS 53.07	Waived
Third-party recovery records	7 years after case closure		Waived
Social Services case files:
a. State-required case documentation; initial contact sheets; notices of agency action; Social Services fact sheets; Social Services agreements; Social Services narratives; financial information; any other records documenting client eligibility and activity	3 years after case is closed	DHFS Memo 82-1A	Waived
b. State-required and County-developed case documentation; assessment or diagnostic forms; records and narratives; social and medical histories; copies of court reports pertinent to case; release of information forms; client or service agreements; forms and documentation of eligibility or financial status	3 years after case is closed	DCS Memo 92-12	Waived
c. Social Service records for cases 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	DCS Memo 92-12	Waived
Q) Health Department
Medical records, home care records, family care records, pharmacy records and patient care records	7 years after individual stops receiving care if adult; if a minor, 5 years after the child turns age 18 years		Waived
R) Child Support
Child support expenditure records and supporting documentation	3 years	45 CFR 74 et seq.	Waived
Child support statistical reports and supporting documentation	3 years	45 CFR 74	Notify
Records of required child support client notification	3 years		Waived
Child support client case records including client/ attorney information	3 years after case is closed if no legal action taken and 6 years after case is closed if legal action is taken by IV-D agency		Waived
S) Corporation Counsel
Corporation Counsel non-child-support files	12 years after closure of case and any appeals		Waived
Corporation Counsel child support files	6 years after case is closed		Waived
Legal opinions and memos	Permanent	PRFB rule	N/A
Correspondence	3 years		Waived
T) Coroner
Homicide or suspicious death records	75 years		Notify
All other records	7 years		Waived
U) Sanitation Department
Sanitation permits and applications	Permanent		N/A
Code compliance and inspection records	Permanent		N/A
Correspondence	3 years		Waived
V) University Extension
No records covered at this time
W) Land Conservation
Soil erosion control, soil and water resource program and grant records	10 years after project	§ 92.14, Wis. Stats.	Waived
Conservation plan	Useful life		Notify
Conservation practice design records	10 years		Waived
Records regarding reimbursement programs	10 years	§ 92.14, Wis. Stats.	Waived
Watershed records	10 years after completion		Waived

1/4 Hour Minimum	$15
1/2 Hour	$30
1 Hour	$60
Expedited processing: +$10/hour to customization labor fee