[HISTORY: Adopted by the Board of Supervisors
of Grant County as indicated in article histories. Amendments noted
where applicable.]
[Adopted 10-6-2009 by Ord. No. 54[1]]
[1]
Editor's Note: This ordinance also repealed former Art. I,
Charges for Public Records Requests, adopted 3-16-1999 by Ord. No.
36.
A.
The following charges shall be assessed for public records requests where a set fee schedule has not already been specifically established for the requested documents by the Wisconsin Statutes or the Wisconsin Administrative Code, except as outlined in § 63-1.5, Fee schedule established for land information records and/or data:
[Amended 12-20-2016]
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.
|
B.
Certain County records are exempt from public records requests under
state and federal law and this article does not authorize the furnishing
of exempt records.
C.
A County department may require prepayment by a requestor of any
fee or fees imposed under this article if the total fee exceeds $5.
D.
The above fee schedule does not apply to obtaining records from County
offices where a Wisconsin Statute or a Wisconsin Administrative Code
provision specifically sets a fee for the specific requested documents.
E.
The above fees shall be charged for public records requests made
by anyone, including but not limited to members of the public and
attorneys. This article also applies to public requests made by County
employees where the record request was not authorized by the department
head employing the employee who makes the request for the records.
The fee does not apply to County board members who make requests for
records.
[Added 12-20-2016]
A.
Digital GIS data.
Data Set
|
Format
|
Fee
| ||
---|---|---|---|---|
Countywide
|
Per Section
| |||
2015 orthophotography
|
MrSID
|
No charge
|
$50
| |
TIFF
|
No charge
|
$50
| ||
LiDAR Data
| ||||
Bare Earth
|
Shapefile
|
No charge
|
$50
| |
LAS
|
No charge
|
$50
| ||
Point cloud
|
Shapefile
|
No charge
|
$50
| |
LAS
|
No charge
|
$50
| ||
2' contours
|
Shapefile
|
No charge
|
$50
| |
DWG
|
No charge
|
$50
| ||
Countywide DEM
|
ESRI grid
|
No charge
|
$50
| |
County-Maintained Data
| ||||
Complete set
|
File geodatabase
|
No charge
|
Not available
| |
Individual feature class
|
Shapefile
|
No charge
|
$50
| |
Feature classes include: hydrology, roads/ROWs, PLSS lines,
civil boundaries, school districts, parcel boundaries, and others.
|
B.
Hard copy maps.
Map Size
|
Fee
| |
---|---|---|
Letter (8.5" x 11"), Legal (11" x 14"), Ledger (11" x 17")
|
$5/print
| |
Arch C. (18" x 24")
|
$15/print
| |
Arch D. (24" x 24")
|
$30/print
| |
Arch E. (36" x 48")
|
$50/print
|
*Black and white line plots will be charged at half price (survey
plots, etc.).
| |
**Custom sizes available upon request and will be charged at
$.035/in2.
| |
Rush orders that require County staff will be charged an additional
labor rate of $80/hour incurred at fifteen-minute increments after
the minimum first hour of work.
|
C.
Special projects. The Grant County Land Information staff promotes
the use of GIS throughout the County and Southwestern Wisconsin. Grant
County staff is willing to provide GIS support as a service to local
businesses and organizations. These projects will be conducted as
staff availability allows and priority shall be given to County needs
at all times. Fees for special projects will be dependent upon the
scope and complexity of each individual request. Please contact the
Land Information Office for more information.
D.
All fees listed are subject to change.
[Adopted 10-2-2001 by Ord. No. 41]
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) County Nurse's Department
| |||
Hospice records
|
7 years after individual stops receiving care
|
Waived
| |
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
| |
Signature of persons to receive vaccine or person
authorized to request immunization
|
10 years if adult; records of minors 5 years
after they reach 18 years of age
|
Waived
| |
Immunization administration records
|
Permanent
|
42 U.S.C. § 300aa
|
Waived
|
Communicable disease and STD reports/records
|
7 years
|
Waived
| |
Communicable disease outbreak records
|
7 years after investigation complete
|
Waived
| |
W.I.C. records of nurse
|
3 full fiscal years plus 150 days
|
7 CFR 246.25
|
Waived
|
Incident/injury reports, non-workers' compensation
|
10 years
|
Waived
| |
Well child clinic screening records
|
7 years from the date of last activity
|
Waived
| |
Hepatitis B/TB case records
|
30 years beyond severance
|
Waived
| |
Community education materials
|
7 years
|
Notify
| |
Environmental health records
|
7 years
|
Waived
| |
Grants
|
7 years after last effective date of grant agreement
|
Waived
| |
Committee minutes and agendas
|
7 years
|
Waived
| |
Billing records and fiscal records
|
7 years
|
Waived
| |
Daily activity reports
|
7 years
|
Waived
| |
Annual reports
|
Permanent
|
N/A
| |
Patient index and medical records number control
index
|
Permanent
|
N/A
| |
Audit reports
|
Permanent
|
N/A
| |
License/permits
|
Permanent
|
N/A
| |
Correspondence
|
7 years
|
Waived
| |
Surveys and inspection records
|
Permanent
|
N/A
| |
Program goals, policies and procedures
|
7 years
|
Waived
| |
Director's monthly reports
|
2 years
|
Waived
| |
Confidential birth report for health offices
|
1 year
|
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
|
If the retention period for any of the above
records is subsequently changed by passage of a statute, a Wisconsin
Administrative Code provision, or Public Records and Forms Board Rule
after the passage of this article, the new retention period contained
in the statute, Wisconsin Administrative Code provision or Public
Records and Forms Board Rule shall apply and automatically become
a part of this article and shall supersede the retention period contained
in this article for said record. In addition, if a statute or administrative
regulation is enacted after the passage of this article which adds
a retention period for a record not listed above or contradicts the
standards or any other provision of this article, such new statutory
provision or administrative regulation shall automatically become
part of this article and is adopted without further action by Grant
County.
This article shall not apply to records which
are in the possession of Unified Community Services which has its
own records retention ordinance.
If a County department receives notice that
a particular record is the subject of or is evidence in an existing
or threatened litigation action, such record shall not be destroyed
until the litigation action and any appeals thereof have been concluded
and the retention period for the record has expired.
If a record is the subject of a public records
request, such record shall not be destroyed until the request is granted
or 60 days (if the requester is incarcerated, then 90 days) after
the request is denied. If the requester has filed a lawsuit or has
threatened a lawsuit, the record shall not be destroyed until the
litigation action and any appeals are concluded and the retention
period for the record has expired.
Before a public record is destroyed, the County department having the record shall make a written offer to the State Historical Society of the record unless the particular record is listed under this article as being waived as to notice to the State Historical Society. If the offer is accepted by the State Historical Society within 60 days of the written offer, the County department shall then transfer the record to the State Historical Society. If the record is not accepted by the State Historical Society within 60 days after a written offer is made, the County department having the record may destroy the record as long as the minimum retention period has expired and the County Department has not been notified that the record is subject to pending or threatened litigation or a public records request. For records which are listed as being waived in this article as to notice to the State Historical Society, such records can be destroyed after the expiration date of the minimum retention period as long as the record is not the subject of pending or threatened litigation or a public records request. Records which are marked "Waived" in the waiver column in § 63-2 need not be offered to the State Historical Society. Records which are marked "Notify" in the waiver column must be offered to the State Historical Society.
The Clerk of Circuit Court and the Register
in Probate can destroy public records prior to the expiration of the
required retention period if the record has been suitably microfilmed
in accordance with Supreme Court Rules Chapter 72 and the record concerns
a matter in which more than two years have passed after entry of final
order in the action for which the record is maintained or two years
after filing for records not specifically related to Court actions.
Any record of the Clerk of Circuit Court or Register in Probate that
has been electronically or optically copied, stored, and preserved
in accordance with Supreme Court Rules Chapter 72 may be destroyed
one year after entry of a final order in the action for which the
record is maintained or one year after filing for records not specifically
related to Court actions. Prior to destruction of the record being
microfilmed or copied electronically or optically, the Clerk of Circuit
Court's office or the Register in Probate's office shall offer the
record to the State Historical Society if the State Historical Society
has not issued a blanket waiver for the record or the record has not
previously been approved by the State Historical Society for destruction
or if there is not a statute, administrative regulation or Public
Records and Forms Board Rule which exempts the record from being offered
to the State Historical Society.
The Register of Deeds for Grant County is authorized
to photograph, microfilm or record on optical disks or in electronic
format records of deeds, mortgages or other instruments relating to
real property. The Register of Deeds is also authorized to record
on optical disks or in electronic format instruments relating to security
interests. The Register of Deeds is further authorized to microfilm
or record on optical disks or in electronic format notices of lis
pendens that are at least one year old.
A.
The Register of Deeds shall keep a photograph, microfilm,
optical disk, or electronic copy of the record and in conveniently
accessible files in the office of the Grant County Register of Deeds
and shall provide for examination of such reproduction or copy in
easily readable form upon request. The Register of Deeds may make
certified copies reproduced from an authorized copy described above.
B.
Any record which the Register of Deeds photographs,
microfilms, or records on optical disk or in electronic format must
meet all of the standards required for such records contained in Wisconsin
Statutes and administrative regulations.
All other County offices (this section does
not apply to the Grant County Clerk of Circuit Court, Register in
Probate or Register of Deeds who are subject to other sections of
this article) may provide for the copying, keeping and preserving
of a record onto optical disks or electronic storage. Once the record
has been reproduced onto optical disks or electronic storage, the
original record may be destroyed provided the standards in § 16.61,
Wis. Stats., and Department of Administration Rule 12, Electronic
Record Management Standards and Requirements, are met.
This article shall take effect upon approval
by the Public Records Board as well as upon passage by the Grant County
Board of Supervisors and publication as provided by law.