Records
|
Period of Retention
|
SHSW Notice
| |
---|---|---|---|
Traffic citations (and accompanying documentation) sent through
Municipal Court
|
EVT + 8 years (after closed)
|
W
| |
Ordinance citations
|
EVT + 8 years (after closed)
|
W
| |
All accounting records
|
CR + 7 years
|
W
| |
Personnel records
|
EVT + 8 years
| ||
Property inventory records
|
EVT + 8 years
| ||
Citizen complaints against
|
EVT + 8 years
|
W
| |
Investigation and citation records:
| |||
Arrest records
|
EVT + 8 years
|
W
| |
Incident records
|
EVT + 10 years
|
W
| |
Fingerprint cards
|
EVT + 8 years
|
W
| |
Evidence cards
|
EVT + 10 years
|
W
| |
Investigation records
|
EVT + 10 years from date of closing of investigation
|
W
| |
Audio and video tape recordings:
| |||
Police dispatch audio tapes
|
CR + 120 days
|
W
| |
Police video tapes
|
CR + 120 days
|
W
| |
Work schedules
|
CR + 7 years
|
W
| |
Accident reports
|
EVT + 4 years
|
W
| |
Informational teletype messages
|
CR + 30 days
|
W
| |
Medical records, RE: occupational exposure
|
EVT + 30 years
|
W
| |
Training records for exposure control
|
CR + 3 years
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Minute books
|
Permanent
|
N/A
|
Audio tapes
|
CR + 1 year; CR + 90 days if made solely for the purpose of
drafting the minutes
|
W
|
Ordinances
|
Permanent
|
N/A
|
Resolutions
|
Permanent
|
N/A
|
Ordinance book
|
Permanent
|
N/A
|
Affidavits of publication
|
CR + 3 years
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
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
|
EVT + 7 years after termination of lease
|
W
|
Vacation or alteration of plat
|
Permanent
|
N/A
|
Records
|
Period of Retention
|
SHSW Notice
| |
---|---|---|---|
Liquor- and beer-related license
|
EVT + 4 years
|
W
| |
Other license applications
|
EVT + 3 years
|
W
| |
Receipts
|
CR + 4 years
|
W
| |
License stubs:
| |||
All liquor- and beer-related
|
CR + 4 years
|
W
| |
Other
|
CR + 3 years
|
W
| |
Dog licenses monthly report to County Clerk (by Treasurer)
|
CR + 3 years
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Bond procedure record
|
EVT + 7 years (after bond issue expires)
|
W
|
Bond register
|
EVT + 7 years (after bond issue expires
|
W
|
Bond payment register
|
EVT + 7 years (after bond issue expires or following payment
of all outstanding matured bonds/notes, coupons, whichever is later)
|
W
|
Canceled bonds, coupons and promissory notes
|
EVT (until audited)
|
W
|
Certificates of destruction
|
EVT + 7 years (after bond issue expires or following payment
of all outstanding matured bonds/notes/coupons, whichever is later)
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Fidelity bond
|
EVT + 5 years (after bond expires)
|
W
|
Fidelity bond book
|
EVT + 5 years (after last bond expires)
|
W
|
Oath of office
|
EVT + 5 years (after the term of service covered by the oath
has ended)
|
Records
|
Period of Retention
|
SHSW Notice
| |
Accounts payable:
| |||
Purchase invoices
|
FIS + 7 years
|
W
| |
Vouchers
|
FIS + 7 years
|
W
| |
Accounts receivable:
| |||
Accounts receivable invoices
|
FIS + 7 years
|
W
| |
Receipts
|
FIS + 7 years
|
W
| |
Collection blotters
|
EVT + 1 year (after audit)
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Receipts journal
|
FIS + 15 years
|
W
|
Voucher/order register
|
FIS + 15 years
|
W
|
General journal
|
FIS + 15 years
|
W
|
Journal voucher
|
FIS + 15 years
|
W
|
Appropriation journal
|
FIS + 15 years
|
W
|
Appropriation journal voucher
|
FIS + 15 years
|
W
|
General ledger
|
FIS + 15 years
|
N
|
Trial balance
|
EVT (until audited)
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Cashbook
|
FIS + 15 years
|
W
|
Daily cash drawer reconciliations
|
EVT + 1 year (after audit)
|
W
|
Bank reconciliations
|
FIS + 7 years
|
W
|
Bank statements
|
FIS + 7 years
|
W
|
Cancelled order checks
|
FIS + 7 years
|
W
|
Lists of outstanding checks
|
FIS + 7 years
|
W
|
Check register
|
FIS + 7 years
|
W
|
Duplicate deposit tickets
|
EVT + 1 year (after audit)
|
W
|
Bank credit/debit notices
|
EVT + 1 year (after audit)
|
W
|
Investment records
|
FIS + 7 years
|
W
|
All receipts
|
FIS + 7 years
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Payroll support records
|
FIS + 2 years
|
W
|
Employee's withholding allowance certificate
|
EVT + 5 years (after being superseded)
|
W
|
Employee's Wisconsin withholding exemption certificate
|
EVT + 5 years being superseded)
|
W
|
Employee enrollment and waiver cards
|
EVT + 2 years (after being superseded or terminated)
|
W
|
Employee earning records
|
FIS + 5 years
|
W
|
Payroll check register
|
FIS + 5 years
|
W
|
Payroll distribution record
|
FIS + 5 years
|
W
|
Payroll voucher
|
FIS + 5 years
|
W
|
Employee earning records
|
FIS + 5 years
|
W
|
Payroll check register
|
FIS + 5 years
|
W
|
Payroll distribution record
|
FIS + 5 years
|
W
|
Payroll voucher
|
FIS + 5 years
|
W
|
Cancelled payroll checks
|
FIS + 5 years
|
W
|
Wage and tax statement
|
FIS + 5 years
|
W
|
Report of Wisconsin income tax
|
FIS + 5 years
|
W
|
Employer's annual reconciliation of Wisconsin income tax
withheld from wages
|
FIS + 5 years
|
W
|
Federal deposit tax stubs
|
FIS + 5 years
|
W
|
Quarterly report of federal income tax withheld
|
FIS + 5 years
|
W
|
Annual report of federal income tax withheld
|
FIS + 5 years
|
W
|
State's quarterly report of wages paid
|
FIS + 5 years
|
W
|
Monthly memorandum report
|
FIS + 5 years
|
W
|
Quarterly report, payroll summary
|
FIS + 5 years
|
W
|
Premium due notice
|
FIS + 5 years
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Purchase requisitions
|
EVT + 1 year (after PO issued)
|
W
|
Purchase orders
|
FIS + 7 years
|
W
|
Receiving report
|
FIS + 7 years
|
W
|
Bids, successful
|
EVT + 7 years (after contract has expired)
|
W
|
Bids, unsuccessful
|
EVT + 1 year (after PO issued)
|
W
|
Inventory of property
|
EVT (retain until superseded)
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Budget worksheets
|
FIS + 3 years
|
N/A
|
Final budget
|
Permanent
|
N/A
|
Audit reports
|
Permanent
|
N/A
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Preliminary resolution
|
CR + 2 years
|
W
|
Report on special assessment project
|
CR + 2 years
|
W
|
Waiver of special assessment notice and hearing
|
EVT + 1 year (after the final resolution is approved)
|
W
|
Final resolution
|
Permanent
|
N/A
|
Certified special assessment roll
|
EVT (retain until all assessments are collected)
|
W
|
Statement of new special assessments
|
CR + 5 years
|
W
|
Special assessment payment register
|
EVT (retain until all assessments are collected)
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Form of objection to property assessment and supporting documentation
|
EVT + 7 years (after final action by board of review or completion
of appeal)
|
W
|
Minute book of Board of Review
|
CR + 7 years
|
N
|
Proceedings of the Board of Review on audio tapes or as stenographic
notes including any transcriptions thereof
|
EVT + 7 years (after final action by board of review or completion
of appeal)
|
W
|
Notice of determinations of the Board of Review
|
EVT + 7 years (after final action by the Board of Review or
completion of appeal)
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Tax levy certification of the school district clerk
|
FIS + 3 years
|
W
|
Certificates of apportionment
|
FIS + 3 years
|
W
|
State shared aid payment notices
|
FIS + 6 years provided record has been audited
|
W
|
Final worksheet for determining allowable levy
|
FIS + 5 years
|
W
|
Statement of taxes
|
Permanently
|
N/A
|
Statement of new special assessments
|
FIS + 5 years
|
W
|
Statement of new sewer service charges
|
FIS + 5 years
|
W
|
General property tax credit certification
|
FIS + 5 years
|
W
|
Explanation of property tax credit certification
|
FIS + 5 years
|
W
|
Real property tax roll
|
EVT (record is transferred to the County Treasurer)
|
N/A
|
Personal property tax roll
|
FIS + 15 years
|
N
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Escrow account list
|
EVT (retain until superseded)
|
W
|
Receipts
|
FIS + 7 years
|
W
|
Receipt stub book
|
FIS + 7 years
|
W
|
Tax collection blotters
|
EVT (until audited)
|
W
|
Statement of taxes remaining unpaid
|
EVT (retain with tax)
|
N/A
|
Tax settlement receipt
|
FIS + 5 years
|
W
|
Municipal Clerk-Treasurer's settlement
|
FIS + 5 years
|
W
|
Personal property tax roll
|
FIS + 15 years
|
N
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Field notes
|
Permanent
|
N/A
|
Benchmark books
|
Permanent
|
N/A
|
Section corner monument logs
|
Permanent
|
N/A
|
Aerial photographs
|
EVT (until superseded)
|
W
|
City maps
|
Permanent
|
N/A
|
Water, storm, and sanitary sewer main 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
|
EVT (until superseded by final plat)
|
W
|
Final subdivision plats
|
Permanent
|
N/A
|
Annexation plats
|
Permanent
|
N/A
|
Assessor's plats
|
Permanent
|
N/A
|
Structure plans for municipal buildings and bridges
|
EVT (life of the structure
|
N
|
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 Planning and Zoning Commission (includes minutes
of the meetings of the Commission and supporting documents submitted
to the Commission)
|
Permanent
|
N/A
|
Records of the 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
|
EVT (retain for active reference life)
|
W
|
Permits (includes permits for the excavation of streets by private
utility companies)
|
EVT + 3 years
|
W
|
Petitions for street and sewer systems
|
EVT + 2 years
|
W
|
Special assessment calculations
|
EVT + 2 years
|
W
|
TV sewer inspection records
|
EVT (until superseded)
|
W
|
State highway aids program records
|
FIS + 7 years
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Notice to contractors
|
EVT + 7 years (after completion of project)
EVT + 2 years (for unsuccessful bidders)
|
W
|
Certified check
|
EVT (retain until contract has been signed and return to bidder)
|
N/A
|
Bid bond
|
EVT + 7 years (after completion of project)
EVT + 2 years (for unsuccessful bidders)
|
W
|
Bidder's proof of responsibility
|
EVT + 7 years (after completion of project)
EVT + 2 years (for unsuccessful bidders)
|
W
|
Bids
|
EVT + 7 years (after completion of project)
EVT + 2 years (for unsuccessful bidders)
|
W
|
Affidavit of organization authority
|
EVT + 7 years (after completion of project)
EVT + 2 years (for unsuccessful bidders)
|
W
|
Bid tabulations
|
EVT + 2 years
|
W
|
Performance bond
|
EVT + 7 years (after completion of project)
|
W
|
Contract
|
EVT + 7 years (after completion of project)
|
W
|
Master project files
|
EVT + 20 years (after life of structure)
|
N
|
Blueprints
|
EVT (until superseded by the as-built tracings)
|
W
|
As-built tracings
|
EVT (life of the project)
|
N
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Street operations file
|
CR + 2 years after created
|
W
|
Street and sidewalk maintenance and repair
|
CR + 25 years
|
W
|
Tree planting, inspection, trimming, and removal
|
CR + 25 years
|
W
|
Stock control records
|
CR + 2 years
|
W
|
Fuel usage reports
|
CR + 2 years
|
W
|
Heavy equipment and vehicle
|
EVT (life of equipment and/or vehicle inventory ledger or until
inventory ledger is superseded)
|
W
|
Vehicle maintenance histories
|
EVT (life of vehicle)
|
W
|
Vehicle expense reports
|
EVT (life of vehicle)
|
W
|
Vehicle usage reports
|
CR + 2 years
|
W
|
Payroll support records
|
CR + 2 years
|
W
|
Purchasing records
|
CR + 7 years
|
W
|
Complaint ledger
|
CR + 2 years
|
W
|
Monthly reports
|
CR + 3 years
|
W
|
Annual reports
|
Permanent
|
N/A
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Master park plan
|
Permanent
|
N/A
|
Plats
|
Permanent
|
N/A
|
Aerial photographs
|
Permanent
|
N/A
|
Supervisor's daily report of work completed
|
CR + 2 years
|
W
|
Payroll support records
|
CR + 2 years
|
W
|
Reservation requests
|
CR + 30 days; if payment receipts are attached, CR + 7 years
|
W
|
Master reservation book
|
CR + 2 years
|
W
|
Records of the Board of Park Commissioners (includes minutes
of the meetings of the Board and minutes of the meetings of the Board
and supporting documents submitted to the Board)
|
Permanent
|
N/A
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Applications and permits
|
EVT (life of structure)
|
W
|
Code compliance inspection reports
|
EVT (life of structure)
|
W
|
Inspection address file
|
EVT (life of structure)
|
W
|
Certificates of occupancy
|
EVT (until suspended)
|
W
|
Energy calculation worksheets
|
CR + 3 years
|
W
|
State-approved commercial building plans
|
EVT + 4 years
|
N
|
Permit fee receipts
|
FIS + 7 years
|
W
|
Permit ledger
|
CR + 7 years
|
W
|
Village Attorney's case file copy
|
EVT + 1 years (after case has been closed)
|
W
|
Quarter section maps, copies
|
EVT (until superseded)
|
W
|
Records of the Board of Appeals (includes minutes of meetings
of the Board and supporting documents submitted to Board)
|
Permanent
|
W
|
Records of the Board of Appeals (includes minutes of meetings
of Board and supporting documents submitted to Board)
|
Permanent
|
N/A
|
Records of the Planning and Zoning Commission (includes minutes
of meetings of Commission and supporting documents submitted to the
Commission)
|
Permanent
|
N/A
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
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
|
EVT + 5 years
|
W
|
Restaurant license applications
|
EVT + 3 years
|
W
|
Retail dairy products license
|
EVT + 3 years
|
W
|
Food handling and sale permits
|
EVT + 3 years
|
W
|
Septic tank permits
|
Permanent
|
N/A
|
Open air burning permits
|
EVT + 6 months
|
W
|
Weights and measures, field test reports and package weighing
reports
|
CR + 3 years
|
W
|
Complaints and follow-up reports
|
EVT + 5 years (from the date the complaint was resolved)
|
W
|
Utility disconnections in private residence investigation reports
|
CR + 3 years
|
E
|
Request to declare a medical emergency
|
EVT + 3 years
|
W
|
Records
|
Period of Retention
|
SHSW Notice
| |
---|---|---|---|
Water stubs
|
FIS + 2 years
|
W
| |
Receipts of current billings
|
FIS + 2 years
|
W
| |
Customer's ledgers of municipal utilities
|
FIS + 2 years
|
W
| |
All other utility records
|
CR + 7 years
|
W
| |
Water quality laboratory tests (deep well and landfill well
water analysis detail and summary reports; chemical and 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)
|
EVT + 5 years (if information has been transferred to a permanent
test site location file, EVT + 1 year)
|
W
| |
Maps showing the location and physical characteristics of the
utility plant
|
EVT (until map is superseded)
|
W
| |
Engineering records in connection with construction projects
|
EVT (until record is superseded or 6 years after plant is retired
provided mortality data are retained)
|
W
| |
Operating records:
| |||
Station pumpage records
|
CR + 15 years or EVT + 3 years after the source is abandoned
|
W
| |
Interruption records
|
CR + 6 years
|
W
| |
Meter test records
|
EVT (see § PSC 185.46)
|
W
| |
Meter history record
|
EVT (life of meter)
|
W
| |
Annual meter accuracy summary
|
CR + 10 years
|
W
| |
Pressure records
|
CR + 6 years
|
W
| |
Customer records:
| |||
Complaint records
|
CR + 3 years
|
W
| |
Customer deposit
|
EVT + 6 years (after refund)
|
W
| |
Meter reading sheets or cards
|
CR + 6 years
|
W
| |
Billing records
|
CR + 6 years
|
W
| |
Filed rates and rules
|
Permanent
|
W
| |
Analyses of any water samples taken from the water system
|
EVT + 10 years (pursuant to Wis. Adm. Code § NR 809.82)
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Contents of a blank ballot box-unused ballots and materials
|
EVT (3 business days after the canvas is completed)
|
W
|
Voter serial number slips
|
EVT (3 business days after the canvas is completed)
|
W
|
Voting machine recorders
|
EVT (14 days after a primary) (21 days after an election)**
|
W
|
Detachable recording units on electronic voting equipment
|
EVT (14 days after a primary) (21 days after an election)***
|
W
|
Ballots (state, county, local)
|
EVT (30 days after the election
|
W
|
Ballots (federal offices)****
|
EVT (22 months after election)
|
W
|
Applications for absentee ballots (for federal election ballots)
|
EVT (90 days after the election) (22 months after the election
for federal offices)
|
W
|
Forms associated with election such as tally sheets, inspector's
statements and nomination papers
|
EVT (90 days after the election) (22 months after the election
for federal offices)
|
W
|
Official canvass statements
|
EVT (10 years after the election)
|
W
|
Registration and poll lists–nonpartisan primaries and
elections
|
EVT (2 years after the election for which they were created)
|
W
|
Registration and poll lists–partisan primaries and general
elections
|
EVT (4 years after the election)
|
W
|
Canceled registration cards
|
EVT + 4 years (after cancellation)
|
W
|
Election notices
|
EVT + (1 year after the election) (22 months for federal election)
|
W
|
Proofs of publication and correspondence relative to publications
|
EVT + (1 year after the election) (22 months for federal election)
|
W
|
Campaign registration statements
|
EVT + (6 years after termination by the registrant)
|
W
|
Campaign finance reports
|
EVT + (6 years after date of receipt)
|
W
|
NOTES:
| |
---|---|
**
|
The Governor may by order permit the clearing of voting machine
recorders before this date if a special election is called.
|
***
|
Before units can be cleared or erased, the information must
be transferred to a disk or other recording medium and retained for
22 months.
|
****
|
Federal offices are President of the U.S., U.S. Senator, and
Congress.
|