The following definitions shall be applicable in this chapter:
ACTUAL COST
The total cost of personnel, including wages, fringe benefits
and all other benefits and overhead related to the time spent in search
of records.
AUTHORITY
Any of the following City of Princeton entities having custody
of a City record; an office, elected official, agency, board, commission,
committee, council, department or public body corporate and politic
created by constitution, law, ordinance, rule or order; or a formally
constituted subunit of the foregoing.
CUSTODIAN
That officer, department head, division head, or employee of the City designated under §
99-3 or otherwise responsible by law to keep and preserve any City records or file, deposit or keep such records in his or her office, or is lawfully in possession or entitled to possession of such public records and who is required by this section to respond to requests for access to such records.
DIRECT COST
The actual cost of personnel plus all expenses for paper,
copier time, depreciation and supplies.
RECORD
Any material on which written, drawn, printed, spoken, visual
or electromagnetic information is recorded or preserved, regardless
of physical form or characteristics, which has been created or is
being kept by an authority. "Record" includes, but is not limited
to, handwritten, typed or printed pages, maps, charts, photographs,
films, recordings, tapes (including computer tapes), computer printouts
and optical disks. "Record" does not include drafts, notes, preliminary
computations and like materials prepared for the originator's
personal use or prepared by the originator in the name of a person
for whom the originator is working; materials which are purely the
personal property of the custodian and have no relation to his or
her office; materials to which access is limited by copyright, patent
or bequest; and published materials in the possession of an authority
other than a public library which are available for sale, or which
are available for inspection at a public library.
[Amended 2-26-2019 by Ord. No. 01-2019]
A. General records schedule adopted. The City hereby adopts, by reference,
the Wisconsin Municipal and Related Records Schedule pertaining to
the retention and destruction of public records and approved by the
State of Wisconsin Public Records Board on August 27, 2018.
B. Law enforcement records retention/disposition schedule as it relates
to the Police Department. The City hereby adopts, by reference, the
Wisconsin County Records Retention and Disposition Schedule pertaining
to the retention and destruction of public records, as it relates
to the Sheriff's Department, as approved May 2010.
C. Risk management and related records. The City hereby adopts, by reference,
the Wisconsin Risk Management and Related Records Schedule pertaining
to the retention and destruction of public records and approved by
the State of Wisconsin Public Records Board on February 25, 2013.
D. Human resources and related records. The City hereby adopts, by reference,
the Wisconsin Human Resources and Related Records Schedule pertaining
to the retention and destruction of public records and approved by
the State of Wisconsin Public Records Board on November 15, 2010.
E. Administrative and related records. The City hereby adopts, by reference,
the Wisconsin Administrative and Related Records Schedule pertaining
to the retention and destruction of public records and approved by
the State of Wisconsin Public Records board on August 23, 2010.
F. Information technology and related records. The City hereby adopts,
by reference, the Wisconsin Information Technology and Related Records
Schedule pertaining to the retention and destruction of public records
and approved by the State of Wisconsin Public Records Board on November
10, 2014.
G. Other records. In the event the City creates a record not contemplated
by the records schedules adopted, the City may, subject to the Wisconsin
Public Records Board's prior approval, either adopt an applicable
records retention schedule set forth by the Public Records Board,
if available, or create its own retention schedule pertaining to the
record.
H. Retention schedules as set forth by the Wisconsin Public Service
Commission, Wisconsin Elections Commission, Wisconsin State Statutes
and Wisconsin Administrative Code. If these other State agencies set
forth or establish retention schedules of any specific records which
may be in conflict with the above adopted schedules, the City will
consider these other established retention schedules and will retain
these specific records for the longest period specified.
I. Repeal. All ordinances, or portions thereof, in conflict with any
portion of the records schedules as adopted are hereby repealed. Any
approved City retention schedule, or portion thereof, for any record
not contemplated by the records schedules shall remain in full force
and effect.
J. A copy of these adopted records schedules will be kept on file in
the City Clerk's Office located at 531 S. Fulton Street, Princeton,
Wisconsin and made available for public viewing during normal business
hours.
[Amended 2-27-2018 by Ord. No. 01-2018]
Any City officer or the director of any department or division of City government may, subject to the approval of the City Administrator/Clerk-Treasurer, keep and preserve public records in his or her possession by means of microfilm, other photographic reproduction method, flash drives, disks, etc. Such records shall meet the standards for photographic reproduction set forth in § 16.61(7)(a) and (b), Wis. Stats., and shall be considered original records for all purposes. Such records shall be preserved along with other files of the department or division and shall be open to public inspection and copying according to the provisions of state law and of §§
99-4 through
99-6 of this chapter.