Record
|
Period of Retention After Creation or Event Date
|
Notice to State Historical Society of Wisconsin
| |
---|---|---|---|
PUBLIC SAFETY DEPARTMENT RECORDS:
| |||
Traffic citations (and accompanying documentation) sent through
Municipal Court
|
8 years (after closed)
|
Waived
| |
Ordinance citations
|
8 years (after closed)
|
Waived
| |
All accounting records
|
7 years
|
Waived
| |
Personnel records
|
8 years
|
Waived
| |
Property inventory records
|
8 years
|
Waived
| |
Citizen complaints against
|
8 years
|
Waived
| |
Investigation and citation records:
|
Waived
| ||
Arrest records
|
8 years
| ||
Incident records
|
10 years
| ||
Fingerprint cards
|
8 years
| ||
Evidence cards
|
10 years
| ||
Investigation records
|
10 years from close of investigation
| ||
Audio- and videotape recordings:
|
Waived
| ||
Police dispatch audiotapes
|
120 days
| ||
Police videotapes
|
120 days
| ||
Work schedules
|
7 years
|
Waived
| |
Accident reports
|
4 years
|
Waived
| |
Informational teletype messages
|
30 days
|
Waived
| |
Medical records regarding occupational exposure
|
30 years
|
Waived
| |
Training records for exposure control
|
3 years
|
Waived
| |
TOWN BOARD AND COMMITTEE/COMMISSION RECORDS:
| |||
Minute books
|
Permanent
|
N/A
| |
Audio tapes
|
1 year (90 days if made solely for the purpose of drafting minutes)
|
Waived
| |
Ordinances
|
Permanent
|
N/A
| |
Resolutions
|
Permanent
|
N/A
| |
Ordinance book
|
Permanent
|
N/A
| |
Affidavits of publication
|
3 years
|
Waived
| |
REAL PROPERTY RECORDS:
| |||
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
|
7 years after termination of lease
|
Waived
| |
Vacation or alteration of plat
|
Permanent
|
N/A
| |
LICENSES AND PERMITS:
| |||
Liquor- and beer-related license
|
4 years
|
Waived
| |
Other license applications
|
3 years
|
Waived
| |
Receipts
|
4 years
|
Waived
| |
License stubs:
|
Waived
| ||
All liquor- and beer-related
|
4 years
|
Waived
| |
Other
|
3 years
|
Waived
| |
Dog licenses monthly report to County Clerk (by Treasurer)
|
3 years
|
Waived
| |
MUNICIPAL BORROWING RECORDS:
| |||
Bond procedure record
|
7 years (after bond issues expires)
|
Waived
| |
Bond register
|
7 years (after bond issue expires)
|
Waived
| |
Bond payment register
|
7 years (after bond issue expires or following payment of all
outstanding matured bonds/notes, coupons, whichever is later)
|
Waived
| |
Canceled bonds, coupons
|
Until audited
|
Waived
| |
Certificates of destruction
|
7 years (after bond issue expires or following payment of all
outstanding matured bonds/notes, coupons, whichever is later)
|
Waived
| |
FIDELITY BOND RECORDS:
| |||
Fidelity bond
|
5 years (after bond expires)
|
Waived
| |
Fidelity bond book
|
5 years (after last bond expires)
|
Waived
| |
Oath of office
|
5 years (after the service covered by the oath expires)
| ||
LEGAL OPINIONS:
|
Permanent
| ||
ACCOUNTING RECORDS:
| |||
Accounts payable
| |||
Purchase invoices
|
FIS + 7 years
|
Waived
| |
Vouchers
|
FIS + 7 years
| ||
Accounts receivable
| |||
Accounts receivable invoices
|
FIS + 7 years
|
Waived
| |
Receipts
|
FIS + 7 years
| ||
Collection blotters
|
1 year (after audit)
| ||
JOURNALS, REGISTERS AND LEDGERS
| |||
Receipts journal
|
FIS + 15 years
|
Waived
| |
Voucher/order register
|
FIS + 15 years
|
Waived
| |
General journal
|
FIS + 15 years
|
Waived
| |
Journal voucher
|
FIS + 15 years
|
Waived
| |
Appropriation journal
|
FIS + 15 years
|
Waived
| |
General ledger
|
FIS + 15 years
|
Notify
| |
Trial balance
|
Until audited
| ||
TREASURER'S RECORDS:
| |||
Cashbook
|
FIS + 15 years
|
Waived
| |
Daily cash drawer reconciliations
|
1 year (after audit)
|
Waived
| |
Bank reconciliations
|
FIS + 7 years
|
Waived
| |
Bank statements
|
FIS + 7 years
|
Waived
| |
Canceled order checks
|
FIS + 7 years
|
Waived
| |
Lists of outstanding checks
|
FIS + 7 years
|
Waived
| |
Check register
|
FIS + 7 years
|
Waived
| |
Duplicate deposit tickets
|
1 year (after audit)
|
Waived
| |
Bank credit/debit notices
|
1 year (after audit)
|
Waived
| |
Investment records
|
FIS + 7 years
|
Waived
| |
All receipts
|
FIS + 7 years
|
Waived
| |
PAYROLL RECORDS:
| |||
Payroll support records
|
FIS + 2 years
|
Waived
| |
Employee's withholding allowance certificate
|
5 years (after being superseded)
|
Waived
| |
Employee's Wisconsin withholding exemption certificate
|
5 years (after being superseded)
|
Waived
| |
Employee enrollment and waiver cards
|
FIS + 5 years
|
Waived
| |
Employee earning records
|
FIS + 5 years
|
Waived
| |
Payroll check register
|
FIS + 5 years
|
Waived
| |
Payroll distribution record
|
FIS + 5 years
|
Waived
| |
Payroll voucher
|
FIS + 5 years
|
Waived
| |
Employee earning records
|
FIS + 5 years
|
Waived
| |
Payroll check register
|
FIS + 5 years
|
Waived
| |
Payroll distribution record
|
FIS + 5 years
|
Waived
| |
Payroll voucher
|
FIS + 5 years
|
Waived
| |
Canceled payroll checks
|
FIS + 5 years
|
Waived
| |
Wage and tax statement
|
FIS + 5 years
|
Waived
| |
Report of Wisconsin income tax
|
FIS + 5 years
|
Waived
| |
Employer's annual reconciliation of Wisconsin income tax
withheld from wages
|
FIS + 5 years
|
Waived
| |
Federal deposit tax stubs
|
FIS + 5 years
|
Waived
| |
Quarterly report of federal income tax withheld
|
FIS + 5 years
|
Waived
| |
Annual report of federal income tax withheld
|
FIS + 5 years
|
Waived
| |
State's quarterly report of wages paid
|
FIS + 5 years
|
Waived
| |
Monthly memorandum report
|
FIS + 5 years
|
Waived
| |
Quarterly report, payroll summary
|
FIS + 5 years
|
Waived
| |
Premium due notice
|
FIS + 5 years
|
Waived
| |
PURCHASING RECORDS:
| |||
Purchase requisitions
|
1 year (after PO issued)
|
Waived
| |
Purchase orders
|
FIS + 7 years
|
Waived
| |
Receiving report
|
FIS + 7 years
|
Waived
| |
Bids, successful
|
7 years (after contract has expired)
|
Waived
| |
Inventory of property
|
Retain until superseded
|
Waived
| |
BUDGET AND AUDIT REPORTS:
| |||
Budget worksheets
|
FIS + 3 years
|
N/A
| |
Minutes of the Board of Estimates
|
Permanent
|
N/A
| |
Final budget
|
Permanent
|
N/A
| |
Audit reports
|
Permanent
|
N/A
| |
SPECIAL ASSESSMENT RECORDS:
| |||
Preliminary resolution
|
2 years
|
Waived
| |
Report on special assessment
|
2 years
|
Waived
| |
Waiver of special assessment notice and hearing
|
1 year (after final resolution approved)
|
Waived
| |
Final resolution
|
Permanent
|
N/A
| |
Certified special assessment roll
|
Until all assessments are collected
|
Waived
| |
Statement of new special assessments
|
5 years
|
Waived
| |
Special assessment payment register
|
Until all assessments are collected
|
Waived
| |
BOARD OF REVIEW RECORDS:
| |||
Form of objection to property assessment and supporting documentation
|
7 years (after final action by Board of Review or completion
of appeal)
|
Waived
| |
Minute book of Board of Review
|
7 years (after final adjournment)
|
Notify
| |
Proceedings of the Board of Review on audiotape or stenographic
notices, including transcription thereof
|
7 years (after final action by Board of Review or completion
of appeal)
|
Waived
| |
Notice of determination of Board of Review
|
7 years (after final action by Board of Review or completion
of appeal)
|
Waived
| |
TAX CALCULATION RECORDS:
| |||
Tax levy certification of the School District clerk
|
FIS + 3 years
|
Waived
| |
Certificates of apportionment
|
FIS + 3 years
|
Waived
| |
State shared aid payment notices
|
FIS + 6 years, provided record has been audited
|
Waived
| |
Final worksheet for determining allowable levy
|
FIS + 5 years
|
Waived
| |
Statement of taxes
|
Permanent
|
N/A
| |
Statement of new special assessments
|
FIS + 5 years
|
Waived
| |
Statement of new sewer service charges
|
FIS + 5 years
|
Waived
| |
General property tax credit certification
|
FIS + 5 years
|
Waived
| |
Explanation of property tax credit certification
|
FIS + 5 years
|
Waived
| |
Real property tax roll
|
Record transferred to County Treasurer
|
N/A
| |
Personal property tax roll
|
FIS + 15 years
|
Notify
| |
TAX COLLECTION RECORDS:
| |||
Escrow account list
|
Until superseded
|
Waived
| |
Receipts
|
FIS + 7 years
|
Waived
| |
Receipt stub book
|
FIS + 7 years
|
Waived
| |
Tax collection blotters
|
Until audited
|
Waived
| |
Statement of taxes remaining unpaid
|
Retain with tax
|
N/A
| |
Tax settlement receipt
|
FIS + 5 years
|
Waived
| |
Municipal Treasurer's settlement
|
FIS + 5 years
|
Waived
| |
Personal property tax roll
|
FIS + 15 years
|
Notify
| |
ENGINEERING AND PUBLIC WORKS RECORDS
| |||
Field notes
|
Permanent
|
N/A
| |
Benchmark books
|
Permanent
|
N/A
| |
Section corner monument logs
|
Until superseded
|
Waived
| |
Aerial photographs
|
Permanent
|
N/A
| |
City maps
|
Permanent
|
N/A
| |
Water, storm and sanitary sewer 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
|
Until superseded by final plat
|
Waived
| |
Final subdivision plats
|
Permanent
|
N/A
| |
Annexation plats
|
Permanent
|
N/A
| |
Assessor's plats
|
Permanent
|
N/A
| |
Structure plans for municipal buildings and bridges
|
Life of structure
|
Notify
| |
Annual reports
|
Permanent
|
N/A
| |
Records of the Board of Public Works (includes minutes of the
meetings of the Board and supporting documents submitted to the Board)
|
Permanent
|
N/A
| |
Records of the Plan Commission (includes minutes of the meetings
of the Commission and supporting documents submitted to the Commission)
|
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
|
Retain for active reference life
|
Waived
| |
Permits (includes permits for excavation of streets by private
utility companies)
|
3 years
|
Waived
| |
Petitions for street and sewer systems
|
2 years
|
Waived
| |
Special assessment calculations
|
2 years
|
Waived
| |
TV sewer inspection records
|
Until superseded
|
Waived
| |
State highway aids program records
|
FIS + 7 years
| ||
PUBLIC WORKS PROJECTS AND CONTRACTS:
| |||
Notice to contractors
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
Certified check
|
Until contract has been signed and return to bidder
|
N/A
| |
Bid bond
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
Bidder's proof of responsibility
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
Bids
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
Affidavit of organization authority
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
Bid tabulations
|
2 years
|
Waived
| |
Performance bond
|
7 years (after completion of project)
|
Waived
| |
Contract
|
7 years (after completion of project)
|
Waived
| |
Master project files
|
20 years (after life of structure)
|
Notify
| |
Blueprints
|
Until superseded by as-built tracings
|
Waived
| |
As-built tracings
|
Life of project
|
Notify
| |
STREET AND HIGHWAY RECORDS:
| |||
Street operations file
|
2 years
|
Waived
| |
Street and sidewalk maintenance and repair
|
25 years
|
Waived
| |
Tree planting, inspection, trimming and removal
|
25 years
|
Waived
| |
Stock control records
|
2 years
|
Waived
| |
Fuel usage reports
|
2 years
|
Waived
| |
Heavy equipment and vehicle
|
Life of equipment and/or vehicle inventory ledger or until inventory
ledger is superseded
|
Waived
| |
Vehicle maintenance histories
|
Life of vehicle
|
Waived
| |
Vehicle expense reports
|
2 years
|
Waived
| |
Vehicle usage reports
|
2 years
|
Waived
| |
Payroll support records
|
2 years
|
Waived
| |
Purchasing records
|
7 years
|
Waived
| |
Complaint ledger
|
2 years
|
Waived
| |
Monthly reports
|
3 years
|
Waived
| |
Annual reports
|
Permanent
|
N/A
| |
PARK RECORDS:
| |||
Master park plan
|
Permanent
|
N/A
| |
Plats
|
Permanent
|
N/A
| |
Aerial photographs
|
Permanent
|
N/A
| |
Supervisor's daily report of work completed
|
2 years
|
Waived
| |
Payroll support records
|
2 years
|
Waived
| |
Reservation requests
|
30 days (if payment receipts are attached, 7 years)
|
Waived
| |
Master reservation book
|
2 years
|
Waived
| |
Record of the Board of Park Commissioners (includes minutes
of the meetings of the Board and supporting documents submitted to
the Board)
|
Permanent
|
N/A
| |
BUILDING PERMITS AND INSPECTION RECORDS:
| |||
Applications and permits
|
Life of structure
|
Waived
| |
Code compliance inspection reports
|
Life of structure
|
Waived
| |
Inspection address file
|
Life of structure
|
Waived
| |
Certificates of occupancy
|
Until suspended
|
Waived
| |
Energy calculation worksheets
|
3 years
|
Waived
| |
State-approved commercial building plans
|
4 years
|
Notify
| |
Permit fee receipts
|
FIS + 7 years
|
Waived
| |
Permit ledger
|
7 years
|
Waived
| |
Town Attorney's case file copy
|
1 year (after case closed)
|
Waived
| |
Quarter section maps
|
Until superseded
|
Waived
| |
Records of Building Board of Appeals (includes minutes of meetings
of the Board and supporting documents submitted to the Board)
|
Permanent
|
N/A
| |
Records of the Zoning Board of Appeals (includes minutes of
meetings of the Board and supporting documents submitted to Board)
|
Permanent
|
N/A
| |
Records of the Plan Commission (includes minutes of meetings
of the Commission and supporting documents submitted to Commission)
|
Permanent
|
N/A
| |
SANITATION AND CONSUMER PROTECTION RECORDS:
| |||
Public swimming pool survey reports, campgrounds and camping
survey reports, mobile home park survey reports, recreational and
education camp survey reports, restaurant and tavern survey reports,
hotels, motels, tourist rooms, and rooming houses survey reports,
retail dairy case and milk products reports, retail and wholesale
food establishment reports, nursing home survey reports, and vending
machine survey reports
|
5 years
|
Waived
| |
Restaurant license applications
|
3 years
|
Waived
| |
Retail dairy products license
|
3 years
|
Waived
| |
Food handling and sale permits
|
3 years
|
Waived
| |
Septic tank permits
|
Permanent
|
N/A
| |
Open air burning permits
|
6 months
|
Waived
| |
Weights and measures, field test reports and package weighing
reports
|
3 years
|
Waived
| |
Complaints and follow-up reports
|
5 years (from date complaint resolved)
|
Waived
| |
Utility disconnections in private residence investigation reports
|
3 years
|
Waived
| |
Request to declare a medical emergency
|
3 years
|
Waived
| |
SEWER AND WATER UTILITY RECORDS:
| |||
Water stubs
|
FIS + 2 years
|
Waived
| |
Receipts of current billings
|
FIS + 2 years
|
Waived
| |
Customer's ledgers of municipal utilities
|
FIS + 2 years
|
Waived
| |
All other utility records
|
7 years
|
Waived
| |
Water quality laboratory tests (deep well and landfill well
water analysis detail has been transferred to a permanent summary
report; chemical and test site location file, bacteriological analysis
of municipal drinking water detail and summary reports; municipal
drinking water fluoride analysis; swimming pool water bacteriological
analysis; public bathing beach water bacteriological analysis; and
water quality control readings)
|
5 years (if information has been transferred to a permanent
test site location file, 1 year)
|
Waived
| |
Maps showing the location and physical characteristics of the
utility plant
|
Until superseded
|
Waived
| |
Engineering records in connection with construction
|
Until superseded or 6 years after plant is retired, provided
mortality data retained
|
Waived
| |
Operating records:
| |||
Station pumpage records
|
15 years or 3 years after source is abandoned
|
Waived
| |
Interruption records
|
6 years
|
Waived
| |
Meter test records
|
See PSC 185.46
|
Waived
| |
Meter history record
|
Life of meter
|
Waived
| |
Annual meter accuracy summary
|
10 years
|
Waived
| |
Pressure records
|
6 years
|
Waived
| |
Customer records:
| |||
Complaint records
|
3 years
|
Waived
| |
Customer deposit
|
6 years (after refund)
|
Waived
| |
Meter reading sheets or cards
|
6 years
|
Waived
| |
Billing records
|
6 years
| ||
Filed rates and rules
|
Permanent
|
Waived
| |
Analyses of any water samples taken from the water system
|
10 years
|
Waived
| |
ELECTION RECORDS:
| |||
Contents of a blank ballot box-unused ballots and materials
|
3 business days after canvass completed
|
Waived
| |
Voter serious number slips
|
3 business days after canvass completed
|
Waived
| |
Voting machine recorders
|
14 days after primary; 21 days after election
|
Waived
| |
Detachable recording units on electronic voting equipment
|
14 days after primary; 21 days after election
|
Waived
| |
Ballots (state, county, local)
|
30 days after election
|
Waived
| |
Ballots (federal offices)
|
22 months after election
|
Waived
| |
Applications for absentee ballots (for federal election ballots)
|
90 days after election; 22 months after election of federal
offices
|
Waived
| |
Forms associated with election such as tally sheets, inspector's
statements and nomination papers
|
90 days after election; 22 months after election for federal
offices
|
Waived
| |
Official canvass statements
|
10 years after election
|
Waived
| |
Registration and poll lists — nonpartisan primaries and
elections
|
2 years after election
|
Waived
| |
Registration and poll lists — partisan primaries and general
elections
|
4 years after election
|
Waived
| |
Canceled registration cards
|
4 years after cancellation
|
Waived
| |
Election notices
|
1 year after election; 22 months for federal election
|
Waived
| |
Proofs of publication and correspondence relative to publications
|
1 year after election; 22 months for federal election
|
Waived
| |
Campaign registration statements
|
6 years after termination by registrant
|
Waived
| |
Campaign finance reports
|
6 years after date of receipt
|
Waived
|