[Code 1967, § 2.19; Code 1997, § 2-261; Ord. No. 96-384, 12-5-1996]
The purpose of this article is to establish a village records retention schedule and authorize destruction of village records pursuant to the schedule on an annual basis unless otherwise provided by law. Records custodians may destroy a record prior to the time set forth in the schedule only if such a record has been photographically reproduced as an original record or converted to optical disk format pursuant to Wis. Stats. § 16.61(7).
[Code 1967, § 2.19; Code 1997, § 2-262; Ord. No. 96-384, 12-5-1996]
The following words, terms and phrases, when used in this article, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:
AUTHORITY
Refers to any specific statutory, administrative rule or specific regulation that determines retention of the record. In most cases, this will be blank because units of government have discretion to establish a time period.
BRIEF DESCRIPTION
Means a brief description of the records' group-specific items such as forms into logical groups that have the same function or purpose.
CR
Stands for creation, which usually refers to receipt or creation of the record.
EVT
Stands for event, and refers to an occurrence that starts the retention "clock ticking." Close of contract, termination of employee, and disposition of a case are common events.
FIS
Stands for current fiscal year and the additional amount of time as indicated.
LEGAL CUSTODIAN
Means the individual responsible for maintaining records pursuant to Wis. Stats. § 19.33.
N/A
Means that notification is not applicable because the records have been designated for permanent retention by the original custodian (in this case, the local unit of government).
NOTIFY
Means that notification by the local unit of government is required.
P
Stands for permanent retention.
PERIOD OF TIME
Is expressed in years unless specifically identified as months or days.
RECORD
Means as defined in Wis. Stats. § 19.32(2).
RECORD ID #
Is a unique control number for each type of record.
RETENTION PERIOD
Refers to the time that the identified records must be kept until destruction.
SHSW NOTIFICATION
Refers to whether or not a village must notify the state historical society of its intention to destroy records.
WAIVED
Means that the required notification has been waived.
[Code 1967, § 2.19; Code 1997, § 2-263; Ord. No. 96-384, 12-5-1996]
(a) 
Historical records; notification to state historical society. Under Wis. Stats. § 19.21(4)(a), municipalities must notify the state historical society (SHSW) prior to destroying records. However, the SHSW has waived the required statutory 60-day notice for any record designated in the retention schedule with "waived" (waived notice). The SHSW must be notified prior to destruction of any record designated with "notify" (not waived). "N/A" indicates not applicable and applies to any record designated for permanent retention with the original custodian. Notice to the SHSW is also required for any record not listed in this article.
(b) 
Microfilming or optical imaging of records. Local units of government may keep and preserve public records through the use of microfilm or optical imaging providing the microfilm or optical imaging meets the applicable standards in Wis. Stats. §§ 16.61(7) (microfilm) and 16.612 (optical imaging). Retention periods and estimated costs and benefits of converting records between different media should be considered in deciding which records to microfilm or store in optical disk format. After verification, records converted to microfilm or optical imaging should be destroyed. The retention periods identified in this article apply to records in any media.
(c) 
Destruction after request for inspection. No requested records may be destroyed until after the request is granted or 60 days after the request is denied. If an action is commenced under Wis. Stats. § 19.37, the requested record may not be destroyed until after a court order is issued and all appeals have been completed. See Wis. Stats. § 19.35(5).
(d) 
Destruction pending litigation. No record subject to pending litigation shall be destroyed until the litigation is resolved.
(e) 
Review and approval by public records and forms board. This article and the retention periods of less than seven years have been reviewed and approved by the public records and forms board.
[Added 4-18-2024 by Ord. No. 24-754[1]]
(a) 
General record shall also be retained in accordance with General Records Schedule Wisconsin Municipal and Related Records as approved by the Public Records Board and shall be maintained by the village clerk at the Village Hall for public inspection upon request.
(b) 
Police department records not covered in Subsection (a) will be retained in accordance the Milwaukee County Records Retention and Disposition Schedule.
[1]
Editor's Note: This ordinance also repealed former § 2-221, Record retention schedules, adopted by Code 1967, § 2.19; as amended by Code 1997, § 2-264; Ord. No. 96-384, 12-5-1996; and Ord. No. 14-644, 2-6-2014.