Records
|
Period of Retention
|
SHSW Notice
| |
---|---|---|---|
Accounts payable:
| |||
Purchase invoices
|
FIS +7 years
|
W
| |
Vouchers
|
FIS +7 years
|
W
| |
Accounts receivable:
| |||
A/R invoices
|
FIS +7 years
|
W
| |
Receipts
|
FIS +7 years
|
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 Board of Review or completion
of appeal)
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Budget worksheets
|
FIS +3 years
|
W
|
Final budget
|
Permanent
|
N/A
|
Audit reports
|
Permanent
|
N/A
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Applications and permits
|
EVT (life of structure)
|
W
|
Code of compliance inspection reports
|
EVT (life of structure)
|
W
|
Inspection address files
|
EVT (life of structure)
|
W
|
Certificates of occupancy
|
EVT (until superseded)
|
W
|
Energy calculation worksheets
|
CR +3 years
|
W
|
State-approved commercial building plans
|
EVT +4 years
|
N
|
Permit fee receipts
|
FIS +7 years (provided record has been audited)
|
W
|
Permit ledger
|
CR +7 years
|
W
|
City Attorney's case file, copy
|
EVT +1 year (after case closed)
|
W
|
Quarter section maps, copies
|
EVT (until suspended)
|
W
|
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 Commission and supporting documents submitted to Commission)
|
Permanent
|
N/A
|
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
|
Ballots (state, county, local)
|
EVT + (30 days after an election)
|
W
|
Applications for absentees ballots (for federal election ballots)
|
EVT + (90 days after an election)
(22 months after the election for federal office)
|
W
|
Forms associated with election such as tally sheets, inspector's
statements and nomination papers
|
EVT + (90 days after an election)
(22 months after the election for federal office)
|
W
|
Official canvas statements
|
EVT + (10 years after an election)
|
W
|
Registration and poll lists: nonpartisan primaries and general
elections
|
EVT + (2 years after an election for which they were created)
|
W
|
Registration and poll lists: partisan primaries and general
elections
|
EVT + (4 years after an election for which they were created)
|
W
|
Election notices
|
EVT + (1 year after an election)
(22 months for federal election)
|
W
|
Proofs of publication and correspondence relative to publications
|
EVT + (1 year after an 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
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Section corner monuments 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
|
Preliminary subdivisions 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 structure)
|
N
|
Annual reports
|
Permanent
|
N/A
|
Permits (includes permits for the excavation of streets by private
utility companies)
|
EVT +3 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
|
---|---|---|
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)
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Policy
|
FIS +7 years
|
W
|
Policy bids, unsuccessful
|
EVT +1 year
|
W
|
Claims
|
EVT +7 years
|
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
|
General ledger
|
FIS +15 years
|
W
|
Trial balance
|
EVT (until audited)
|
N
|
Records
|
Period of Retention
|
SHSW Notice
| |
---|---|---|---|
Liquor- and beer-related license applications
|
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
|
Cancelled 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
|
---|---|---|
Master park plan
|
Permanent
|
N/A
|
Plats
|
Permanent
|
N/A
|
Aerial photographs
|
Permanent
|
N/A
|
Reservation requests
|
CR +30 days. If payment receipts are attached, CR +7 years provided
record has been audited.
|
W
|
Master reservation book
|
CR +2 years
|
W
|
Records of the Parks and Recreation Committee (includes minutes
of meetings of the Committee and supporting documents submitted to
the Committee)
|
Permanent
|
N/A
|
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 allowance certificate
|
EVT +5 years (after being superseded)
|
W
|
Employee enrollment and waiver cards
|
EVT +2 years (after being superseded or terminated)
|
W
|
Employee earnings 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 notices
|
FIS +5 years
|
W
|
Records
|
Period of Retention
|
SHSW Notice
| |
---|---|---|---|
Traffic citations (and accompanying documentation) sent through
Circuit Court
|
EVT +1 year (after closed)
|
W
| |
Ordinance citations
|
EVT +2 years (after closed)
|
W
| |
All accounting records
|
CR +7 years
|
W
| |
Electronic recordings of court proceedings which were appealed
|
EVT +7 years
|
W
| |
Court statistical reports
|
CR +7 years
|
W
| |
Arraignment calendars
|
CR +7 years
|
W
| |
Warrant and commitment listings
|
CR +7 years
|
W
| |
Circuit Court correspondence
|
CR +7 years
|
W
| |
Electronic recordings of court proceedings which were not appealed
|
EVT +6 months
|
W
| |
Personnel records
|
EVT +8 years
|
W
| |
Property inventory records
|
EVT +8 years
|
W
| |
Citizen complaints against police officers
|
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
| |
Work schedules
|
CR +7 years
|
W
| |
Accident reports
|
EVT +4 years
|
W
| |
Investigation reports
|
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
| |
Information teletype messages
|
CR +30 days
|
W
| |
Medical records re: occupational
|
EVT +30 days
|
W
| |
Training records for exposure control
|
CR +3 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 returned to bidder)
|
W
|
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 and authority
|
EVT +7 years (after completion of project)
EVT +2 years (for unsuccessful bidders)
|
W
|
Bid tabulation
|
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
|
---|---|---|
Purchase orders
|
FIS +7 years
|
W
|
Bids, successful
|
EVT +7 years (after contract has expired)
|
W
|
Bids, unsuccessful
|
EVT +7 year (after PO issued)
|
W
|
Inventory of property
|
EVT (retain until superseded)
|
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
| |
---|---|---|---|
Water stubs
|
FIS +2 years
|
W
| |
Receipts of current billings
|
FIS +2 years
|
W
| |
Customers' ledgers of municipal utilities
|
FIS +2 years
|
W
| |
All other utility records
|
FIS +7 years
|
W
| |
Water quality laboratory tests (deed well and land-filled 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 bacteriologist
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 § PCS 185.46, Wis. Adm. Code)
|
W
| |
Meter history records
|
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 deposits
|
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
| |
Water analysis samples taken from the water system
|
EVT +10 years (pursuant to § NR 809.82, Wis. Adm.
Code)
|
W
|
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
|
---|---|---|
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
|
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
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Tax levy certifications of the school district clerk
|
FIS +3 years
|
W
|
Certifications 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
|
Permanent
|
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
|
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
|
Statement of taxes remaining unpaid
|
EVT (retain with tax roll)
|
W
|
Tax settlement receipt
|
FIS +5 years
|
W
|
Municipal Treasurer's settlement
|
FIS +5 years
|
W
|
Personal property tax roll
|
FIS +15 years
|
W
|
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
|
---|---|---|
Minutes of any kind
|
Permanent
|
N/A
|
Audio tapes
|
CR +1 year
|
W
|
Ordinances
|
Permanent
|
N/A
|
Resolutions
|
Permanent
|
N/A
|
Ordinance book
|
Permanent
|
N/A
|
Affidavit of publication
|
CR +3 years
|
W
|
Records
|
Period of Retention
|
SHSW Notice
|
---|---|---|
Final assessment roll
|
EVT +15 years
|
W
|
Personal property blotters
|
EVT +7 years
|
W
|
Assessment work roll
|
EVT +2 years
|
W
|
Assessment property
|
EVT (until superseded)
|
W
|
Authority Designated Legal Custodian
| ||
---|---|---|
City Assessor's office
|
City Assessor
| |
General City records
(including Council records)
|
City Clerk/Treasurer
| |
Fire Department
|
Fire Chief
| |
Police Department
|
Chief of Police
| |
Financial records
|
City Clerk/Treasurer
| |
City Attorney's office
|
City Attorney
|