[Adopted as Sec. 3.06 of the former Municipal Codebook]
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. II)]
Officers may destroy the following nonutility records under
their jurisdiction after the completion of an audit by the Legislative
Audit Bureau/State Auditor, but not less than seven years after payment
of receipt of the sum involved in the applicable transaction:
A. Bank statements, deposit books, slips and stubs.
B. Bonds and coupons after maturity.
C. Canceled checks, duplicates and check stubs.
D. License and permit applications, stubs and duplicates.
E. Payroll and other time and employment records of personnel included
under the Wisconsin Retirement Fund.
G. Special assessment records.
H. Vouchers, requisitions, purchase orders and all other supporting
documents pertaining thereto.
Officers may destroy the following records of municipal utilities
subject to regulation by the state Public Service Commission and after
an audit as provided above, but not less than two years after payment
or receipt of the sum involved in the applicable transaction:
A. Water, sewer, electrical stubs and receipts of current billings.
C. Vouchers and supporting documents pertaining to charges not included
in plant accounts.
D. Other utility records after seven years with the written approval
of the state Public Service Commission.
Officers are empowered to destroy the following records, but
not less than seven years after the record was effective:
A. Assessment rolls and related records, including the Board of Review
minutes.
B. Contracts and papers relating thereto.
C. Correspondence and communications.
D. Financial reports other than annual financial reports.
H. Report of boards, commissions, committees, and officials duplicated
in the official minutes.
I. Resolutions and petitions.
Prior to the destruction of any public record described above,
at least 60 days' notice shall be given the state Historical Society.
[Adopted 6-11-2007 (Sec.
1.114 of the former Municipal Codebook)]
As used in this article, the following terms shall have the
meanings indicated:
AUTHORITY
Any of the following City entities having custody of a City
record: an office, elected official, agency, board, commission, council,
department or public body corporate and politic created by constitution,
law, ordinance, rule or order; or a formally constituted subunit of
the foregoing.
CUSTODIAN
That officer, department head, division head or employee of the City designated under §
138-7 or otherwise responsible by law to keep and preserve any City records or file, deposit or keep such records in his or her office, or is lawfully in possession or entitled to possession of such public records and who is required by this article to respond to requests for access to such records.
RECORD
Any material on which written, drawn, printed, spoken, visual
or electromagnetic information or electronically generated or stored
data is recorded or preserved, regardless of physical form or characteristics,
that has been created or is being kept by an authority. "Record" includes,
but is not limited to, handwritten, typed, or printed pages, maps,
charts, photographs, films, recordings, tapes, optical discs, and
any other medium on which electronically generated or stored data
is recorded or preserved. "Record" does not include drafts, notes,
preliminary computations, and like materials prepared for the originator's
personal use or prepared by the originator in the name of a person
for whom the originator is working; materials that are purely the
personal property of the custodian and have no relation to his or
her office; materials to which access is limited by copyright, patent,
or bequest; and published materials in the possession of an authority
other than a public library that are available for sale, or that are
available for inspection at a public library.
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. II)]
Unless otherwise provided by statute, the following categories
of records shall be maintained for the following periods after their
date of creation:
A. Police Department audio tapes: 120 days.
B. Police Department squad and other evidentiary videos. A video may
be erased and reused at such time as the video is deemed by the Department
as having no evidentiary value.