[HISTORY: Adopted by the Village Board of
the Village of Shorewood 4-7-1986 by Ord. No. 1477 as Ch. 5, Art. 7 of the
1986 Code. Amendments noted where applicable.]
As used in this chapter, the following terms
shall have the meanings indicated:
The Shorewood Village Board as the authority responsible
for Village governmental records and the Shorewood Municipal Judge
as the authority responsible for Shorewood Municipal Court records.
That officer, department head or employee of the Village designated under § 138-3 hereof or otherwise responsible by law to file, deposit, keep and preserve any Village records in his or her office or who is lawfully in possession or entitled to possession of such public records and who is required by this chapter to respond to requests for access to such records.
Any material on which written, drawn, printed, spoken, visual
or electromagnetic information is recorded or preserved, regardless
of physical form or characteristics, which 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 (including computer tapes), computer printouts
and optical disks. "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 which 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 which are available for sale, or which are available
for inspection at a public library.
[Amended 2-25-2008 by Ord. No. 1935]
Any person who requests inspection or copies of a record.
A.
Except as provided under § 138-7 hereof, each officer and employee of the Village shall safely keep and preserve all records received from his or her predecessor or other persons and required by law to be filed, deposited or kept in his or her office or which records are in the lawful possession or control of the officer or employee or his or her deputies or to the possession or control of which he or she or they may be lawfully entitled as such officers or employees.
B.
Upon the expiration of an officer's term of office,
or an employee's term of employment, or whenever the office or position
of employment becomes vacant, each such officer or employee shall
deliver to his or her successor all records then in his or her custody
and the successor shall receipt therefor to the officer or employee,
who shall file said receipt with the Village Clerk. If a vacancy occurs
before a successor is selected or qualifies, such records shall be
delivered to and receipted for by the Clerk on behalf of the successor
to be delivered to such successor upon the latter's receipt.
A.
Each elected official is the legal custodian of his
or her records and the records of his or her office, but the official
may designate an employee of the Village to act as the legal custodian
of said records.
B.
Unless otherwise prohibited by law, the Village Clerk
or the Clerk's designee shall act as legal custodian for the Village
Board and for any committees, commissions, boards, or other authorities
created by ordinance or resolution of the Village Board.
C.
In all other cases, the Village Manager, Village Attorney
and each Village department head of the Village government shall be
the legal custodian for all public records emanating from, deposited
with, and relating to the work of said office or department.
D.
Each legal custodian shall name a person to act as
legal custodian in his or her absence or the absence of his or her
designee.
E.
The legal custodian shall have full legal power to
render decisions and to carry out the duties of an authority under
Subchapter II of Ch. 19, Wis. Stats., and under this chapter. The
designation of a legal custodian does not affect the powers and duties
of an authority under this chapter.
A.
Except as provided in § 138-6 hereof, any person has a right to inspect a record and to make or receive a copy of any record as provided in § 19.35(1), Wis. Stats.
B.
Records will be available for inspection and copying
during all regular office hours.
C.
A requester shall be permitted to use facilities comparable
to those available to Village employees to inspect, copy or abstract
a record.
D.
The legal custodian may require supervision during
inspection or may impose other reasonable restrictions on the manner
of access to an original record if the record is irreplaceable or
easily damaged.
E.
A requester shall be charged a fee to defray the cost
of locating and copying records as follows:
(1)
The cost of photocopying shall be the actual, necessary and direct costs of reproduction and shall be posted in accordance with the requirements of Subsection F hereof.
(2)
If the form of a written record does not permit copying,
the actual and necessary cost of photographing and photographic processing
shall be charged.
(3)
The actual full cost of providing a copy of other
records, not in printed form on paper, such as films, computer printouts
and audio or video tapes, shall be charged.
(4)
If mailing or shipping is necessary, the actual cost
thereof shall also be charged.
(5)
There shall be no charge for locating a record unless
the actual cost therefor exceeds $50, in which case the actual cost
shall be determined by the legal custodian and billed to the requester.
(6)
The legal custodian shall estimate the cost of all
applicable fees and may require a prepayment of fees if such estimate
exceeds $5.
(7)
Elected and appointed officials of the Village shall
not be required to pay for a copy of public records they may reasonably
require for the proper performance of their official duties.
(8)
The legal custodian may provide copies of a record
without charge or at a reduced charge where he or she determines that
waiver or reduction of the fee is in the public interest.
F.
Pursuant to § 19.34, Wis. Stats., and the
guidelines therein listed, the authority shall adopt, prominently
display, and make available for inspection and copying at its offices,
for the guidance of the public, a notice containing a description
of its organization and the established times and places at which,
the legal custodian from whom, and the methods whereby the public
may obtain information and access to records in its custody, make
request for records or obtain copies of records and the cost thereof.
Each authority shall also prominently display at its offices, for
the guidance of the public, a copy of this chapter.
A.
A request to inspect or copy a record shall be made to the legal custodian of the records affected by the request. A request shall be deemed sufficient if it reasonably describes the requested record or the information requested. A request for a record without a reasonable limitation as to the subject matter or length of time represented by the record does not constitute a sufficient request. A request may be made orally, but a request must be in writing before an action to enforce the request is commenced under § 19.37, Wis. Stats. Except as provided hereinafter, no request may be refused because the person making the request is unwilling to be identified or to state the purpose of the request. No request may be refused because the request is received by mail, unless prepayment of a fee is required under § 138-4E(6) hereof. A requester may be required to show acceptable identification whenever the requested record is kept at a private residence or whenever security reasons or federal law or regulations so require.
B.
Each custodian, upon request for any records, shall,
as soon as practicable and without delay, either fill the request
or notify the requester of the authority's determination to deny the
request in whole or in part and the reasons therefor. If the legal
custodian, after conferring with the Village Attorney, determines
that a written request is so general as to be unduly time-consuming,
the party making the request may first be required to itemize his
or her request in a manner which would permit reasonable compliance.
C.
A request for a record may be denied as provided in § 138-6 hereof. If a request is made orally, the request may be denied orally unless a demand for a written statement of the reasons for denying the request is made by the requester within five business days of the oral denial. If a written request is denied in whole or in part, the requester shall receive a written statement of the reasons for denying the request. Every written denial of a request shall inform the requester that if the request for the record was made in writing, then the determination is subject to review upon petition for a writ of mandamus under § 19.37(1), Wis. Stats., or upon application to the Attorney General or the District Attorney.
A.
As provided by § 19.36, Wis. Stats., the
following records are exempt from inspection under this chapter:
(1)
Records specifically exempted from disclosure by state
or federal law or authorized to be exempted from disclosure by state
law.
(2)
Any record relating to investigative information obtained
for law enforcement purposes if federal law or regulations require
exemption from disclosure or if exemption from disclosure is a condition
to receipt of aids by the state.
(3)
Computer programs, although the material used as input
for a computer program or the material produced as a product of the
computer program is subject to inspection.
(4)
A record or any portion of a record containing information
qualifying as a common law trade secret.
B.
As provided by § 43.30, Wis. Stats., public
library circulation records are exempt from inspection under this
chapter.
C.
In responding to a request for inspection or copying
of a record which is not specifically exempt from disclosure, the
legal custodian, after conferring with the Village Attorney, may deny
the request in whole or in part only if he or she determines that
the harm to the public interest resulting from disclosure would outweigh
the public interest in full access to the requested record. Examples
of matters for which disclosure may be refused include but are not
limited to the following:
(1)
Records obtained under official pledges of confidentiality
which were necessary and given in order to obtain the information
contained in them.
(2)
Records of current deliberations after a quasi-judicial
hearing.
(3)
Records of current deliberations concerning employment,
dismissal, promotion, demotion, compensation, performance or discipline
of any Village officer or employee or the investigation of charges
against a Village officer or employee, unless such officer or employee
consents to such disclosure.
(4)
Records concerning current strategy for crime detection
or prevention.
(5)
Records of current deliberations or negotiations on
the purchase of Village property, investing of Village funds, or other
Village business whenever competitive or bargaining reasons require
nondisclosure.
(6)
Financial, medical, social or personal histories or
disciplinary data of specific persons which, if disclosed, would be
likely to have a substantial adverse effect upon the reputation of
any person referred to in such history or data.
(7)
Communications between legal counsel for the Village
and any officer, agent, or employee of the Village, when advice is
being rendered concerning strategy with respect to current litigation
in which the Village or any of its officers, agents, or employees
is or is likely to become involved, or communications which are privileged
under § 905.03, Wis. Stats.
D.
If a record contains information that may be made
public and information that may not be made public, the custodian
of the records shall provide the information that may be made public
and delete the information that may not be made public from the record
before release. The custodian shall confer with the Village Attorney
prior to releasing any such records and shall follow the guidance
of the Village Attorney when separating out the exempt material. If,
in the judgment of the custodian and the Village Attorney, there is
no feasible way to separate the exempt material from the nonexempt
material without unreasonably jeopardizing nondisclosure of the exempt
material, the entire record shall be withheld from disclosure.
[Amended 6-7-1999 by Ord. No. 1785; 12-14-1999 by Ord. No.
1791;1-17-2000 by Ord. No. 1793; 6-6-2002 by Ord. No. 1834; 9-9-2002 by Ord. No. 1839; 1-6-2003 by Ord. No. 1846; 2-25-2008 by Ord. No. 1935; 6-21-2010 by Ord. No. 1969; 9-18-2017 by Ord. No. 2084]
A.
Scope of authority. As provided by § 19.21(4), Wis. Stats.,
the following schedules provide directions for the destruction of
obsolete public records, except that no records may be destroyed:
(1)
After a request for inspection or copying a record has been received under § 138-4 and until the request is granted or until at least 90 days after the request is denied; or
(2)
After written notice has been received that an action relating to
a record has been commenced under § 19.37, Wis. Stats.,
and until all litigation and appeals regarding that action have concluded.
B.
Clerk-Treasurer's office records. The Village Clerk and Finance
Director, or their designee, may destroy the following public records
after the expiration of the designated retention periods as contained
within the following retention schedule. Except for Village Board
minutes, ordinances and resolutions which are to be retained permanently,
the State Historical Society of Wisconsin has waived the required
statutory notification prior to destruction of records per § 19.21(5)(d),
Wis. Stats., for the records listed below.
|
Accounting records
|
|
Assessment records
|
|
Board of Review records
|
|
Budget and audit records
|
|
Election records
|
|
Journal, registers and ledger
|
|
Licenses and permits
|
|
Municipal borrowing records
|
|
Payroll records
|
|
Real property records
|
|
Tax collection records
|
|
Treasurer's records
|
|
Utility records
|
|
Village Board, committee and commission records
|
(1)
Accounting records. The following public records may be destroyed
after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
| |
|---|---|---|---|
|
Accounts payable:
| |||
|
Purchase orders (yellow), official copy
|
7 years
|
End of fiscal year
| |
|
Purchase orders (green), convenience accounts payable copy
|
5 years
|
End of fiscal year
| |
|
Purchase orders (gold), department copy
|
1 year
|
End of fiscal year
| |
|
BDS reports
|
15 years
|
End of fiscal year
| |
|
Accounts receivable:
| |||
|
A/R invoices
|
7 years
|
End of fiscal year
| |
|
A/R ledgers (lotus)
|
1 year
|
End of fiscal year
| |
|
Internal computer receipts — GCS
|
7 years
|
End of fiscal year
| |
|
Special assessments:
| |||
|
Statement of new special assessments
|
5 years
|
End of fiscal year
| |
|
Special assessment payment register
|
7 years
|
End of fiscal year
| |
|
Computer financial records:
| |||
|
Fund accounting (BDS W: drive)
|
3 years
|
After audit
| |
|
Water Utility (BDS W: drive)
|
1 year
|
After audit
| |
|
Cash receipts, tax receipts (GCS W: drive)
|
3 years
|
After audit
| |
|
Tax bills (GCS W: drive)
|
1 year
|
After audit
| |
|
Assessment (GCS W: drive)
|
2 years
|
After audit
| |
|
Fixed assets (lotus)
|
1 year
|
After audit
| |
(2)
Assessment records. The following public records may be destroyed
after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Final assessment roll
|
Permanent
|
(3)
Board of Review records. The following public records may be destroyed
after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Objection form on property assessment and supporting documentation
|
7 years
|
Final action on objection
|
|
Minutes book of Board of Review
|
7 years
|
Approval by Board
|
|
Audiotapes of proceedings of Board of Review or as stenographic
notes, including any transcriptions thereof
|
7 years
|
Hearing
|
|
Notice of determinations
|
7 years
|
Final action
|
|
Oaths of office
|
5 years
|
Term of service covered by oath has ended
|
(4)
Budget and audit records. The following public records may be destroyed
after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Budget work sheets
|
3 years
|
End of fiscal year
|
|
Final budget
|
Permanent
| |
|
Audit reports and single audit
|
Permanent
| |
|
Audit work papers
|
7 years
|
End of fiscal year
|
|
Expenditure restraint report
|
7 years
|
End of fiscal year
|
|
Internal control report
|
Permanent
| |
|
Public Service Commission report
|
Permanent
| |
|
MMSD report
|
7 years
|
End of fiscal year
|
|
State Report Form C
|
7 years
|
End of fiscal year
|
|
TIF compilations
|
Permanent
|
(5)
Election records. All materials and supplies associated with an election
may be destroyed according to the following schedule unless there
is a re-count, notice of election contest, or any contest or litigation
pending with respect to the election:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Absentee ballot applications
|
90 days
|
Local election
|
|
22 months
|
Election for federal offices
| |
|
Absentee Ballot Log and Provisional Ballot Reporting Form
|
90 days
|
Election when votes are not recorded by the MBOC
|
|
22 months
|
Election for federal offices
| |
|
22 months
|
Election when votes are recorded by the MBOC
| |
|
Ballots and materials — unused
|
3 business days
|
Completed canvass
|
|
Ballots (state, county, local offices)
|
30 days
|
Election
|
|
Ballots (federal offices)
|
22 months
|
Election for federal offices
|
|
Campaign registration statements, Notification of Noncandidacy
|
6 years
|
Termination by the registrant
|
|
Campaign finance reports
|
6 years
|
Date of receipt
|
|
Canvass — official statements
|
10 years
|
Election
|
|
Notices, election
|
1 year
|
Election
|
|
22 months
|
Election for federal offices
| |
|
Voter serial number slips
|
90 days
|
Election
|
|
22 months
|
Election for federal offices
| |
|
Detachable recording units from electronic voting equipment
|
14 days
|
Primary
|
|
21 days
|
Election
| |
|
Voter lists
|
22 months
|
Election
|
|
Proofs of publication and relating correspondence
|
1 year
|
Election
|
|
22 months
|
Election for federal offices
| |
|
Registration applications, canceled
|
4 years
|
Cancellation
|
|
Tally sheets, inspectors' statements, Declaration of Candidacy,
nomination papers, incomplete EL-131s or applications lacking POR
|
90 days
|
Election
|
|
22 months
|
Election for federal offices
| |
|
Election Voting and Registration Statistics Reports
|
22 months
|
Election
|
(6)
Journal, registers and ledger. The following public records may be
destroyed after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Receipts journal (cash, tax in BDS and GCS)
|
15 years
|
End of fiscal year
|
|
Board bills
|
15 years
|
End of fiscal year
|
|
General ledger — post audit
|
15 years
|
End of fiscal year
|
|
General ledger — pre audit and monthly
|
1 year
|
End of fiscal year
|
|
Expense ledger — post audit
|
15 years
|
End of fiscal year
|
|
Expense ledger — pre audit and monthly
|
1 year
|
End of fiscal year
|
|
Revenue ledger — post audit
|
15 years
|
End of fiscal year
|
|
Revenue ledger — pre audit and monthly
|
1 year
|
End of fiscal year
|
|
Trial balance — post audit sum BDS
|
Permanent
| |
|
Journal entries
|
7 years
|
End of fiscal year
|
(7)
Licenses and permits. The following public records may be destroyed
after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
| |
|---|---|---|---|
|
Applications accepted and rejected
| |||
|
All liquor and beer license applications
|
4 years
|
Acceptance or rejection
| |
|
All other license applications
|
3 years
|
Acceptance or rejection
| |
|
Receipts
|
7 years
|
Issuance
| |
|
Cat and dog licenses monthly reported to County Clerk
|
3 years
|
Expiration
| |
|
Extra pet, parade, transient licenses
|
3 years
|
Expiration
| |
(8)
Municipal borrowing records. The following public records may be
destroyed after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Bond procedure report
|
7 years
|
Bond issue expires
|
|
Bond register
|
7 years
|
Bond issue expires
|
|
Bond payment register
|
7 years
|
Bond issue expires
|
|
Canceled bonds, coupons, promissory note
|
7 years
|
Bond issue expires
|
|
State loans
|
7 years
|
Bond issue expires
|
|
Borrowing — supporting work papers
|
7 years
|
Bond issue expires
|
|
Certificates of destruction
|
7 years
|
Bond issue expires
|
(9)
Payroll records. The following public records may be destroyed after
the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Employee withholding certificate, I-9 forms, earnings records
|
5 years
|
After audit
|
|
Employers' annual record of Wisconsin income tax
|
5 years
|
After audit
|
|
Federal deposit tax stubs
|
5 years
|
After audit
|
|
Payroll support records, check register, distribution record,
time sheets, canceled checks
|
5 years
|
After audit
|
|
Payroll — ADP
|
1 year
|
Payroll issued
|
|
Premium due notices
|
5 years
|
After audit
|
|
Reports — quarterly and annual federal withholding, state
quarterly of wages paid, quarterly and year-to-date
|
5 years
|
After audit
|
|
Wage and tax statement (W-2)
|
5 years
|
After audit
|
|
Workers' compensation
|
7 years
|
After event
|
(10)
Real property records. The following public records may be destroyed
after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Deeds
|
Permanent
| |
|
Opinions of title
|
Permanent
| |
|
Abstracts and certificates of title
|
Permanent
| |
|
Title insurance policies
|
Permanent
| |
|
Plats
|
Permanent
| |
|
Easements
|
Permanent
| |
|
Leases
|
7 years
|
Termination of lease
|
|
Vacation or alteration of plat
|
Permanent
|
(11)
Tax collection records. The following public records may be destroyed
after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Tax bill copies
|
7 years
|
Issuance
|
|
Tax roll
|
15 years
|
Creation
|
(12)
Treasurer's records. The following public records may be destroyed
after the expiration of the designated retention period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Daily GCS cash drawer reconciliation
|
1 year
|
After audit
|
|
Bank reconciliations and statements
|
7 years
|
Creation
|
|
Bank credit/debit notices
|
1 year
|
After audit
|
|
Check registers
|
7 years
|
Creation
|
|
Checks outstanding lists
|
7 years
|
Creation
|
|
Canceled order checks
|
7 years
|
Creation
|
|
Duplicate deposit tickets
|
1 year
|
After audit
|
|
Investment records
|
7 years
|
Creation
|
|
Receipt books — yellow
|
7 years
|
Creation
|
|
Revenue (anticipated) book
|
7 years
|
Creation
|
|
Banking services RFP, payroll services RFP, PECFA support, financial
reports other entities
|
1 year
|
Contract completion
|
(13)
Utility records. The following public records for water, sewer and
parking may be destroyed after the expiration of the designated retention
period:
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Records of inventory
|
3 years
|
Creation
|
|
Deposit records BDS UB pckts
|
3 years
|
Creation
|
|
Meter reading records BDS
|
2 years
|
Creation
|
|
Billing registers BDS
|
3 years
|
Creation
|
|
Bill stubs, permit stubs, customer account adjustments, final
bill copies
|
3 years
|
Creation
|
|
Meter reading records BDS
|
2 years
|
Creation
|
|
Water, sewer and parking increase documents
|
Permanent
| |
|
Water, sewer and parking increase support
|
7 years
|
Increase enacted
|
|
Parking customers' ledgers
|
3 years
|
Creation
|
|
Sales and use tax reports
|
6 years
|
Creation
|
|
Sewer and water amounts from Milwaukee and Whitefish Bay to
Village
|
3 years
|
Creation
|
|
Tax roll letters
|
3 years
|
Issuance
|
(14)
Village Board, committees and commissions. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Item
|
Retention Time After Event
|
Event
| |
|---|---|---|---|
|
Affidavits of publication:
| |||
|
Ordinances
|
Permanent
| ||
|
All others
|
3 years
|
Issuance
| |
|
Audiotapes
|
1 year
|
Creation
| |
|
90 days
|
If made only for purpose of writing minutes
| ||
|
Minutes
|
Permanent
| ||
|
Ordinances, resolutions
|
Permanent
| ||
|
Ordinance book
|
Permanent
| ||
|
Monthly reports
|
2 years
|
Creation
| |
|
Video recordings
|
7 years
|
Creation
| |
|
All other records
|
7 years minimum
|
Creation
| |
C.
Health Department records. The Director of Public Health Services
or the Director's designee may destroy the following records
after expiration of the designated retention periods as contained
within the following retention schedule. The State Historical Society
of Wisconsin has waived the statutory period required prior to the
destruction of records pursuant to § 19.21(5)(d), Wis. Stats.,
for the records identified in the retention schedule listed below.
|
Administrative records
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Client/family care records
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Communicable disease records
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Environmental health records
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(1)
Administrative records.
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Mission statement
|
7 years
|
Creation
|
|
Agency goal and objectives
|
7 years
|
Creation
|
|
Job descriptions, other personnel records
|
7 years
|
Last date evoked
|
|
(These are kept in Manager's office)
| ||
|
Incident/injury reports
|
7 years
|
Creation
|
|
(These are kept by Payroll Clerk)
| ||
|
Inventories — equipment
|
3 years
|
Creation
|
|
Daily activity reports
|
2 years
|
Creation
|
|
Purchase orders (golden rod copy)
|
2 years
|
Creation
|
|
Monthly reports
|
2 years
|
Creation
|
|
Minutes — Board of Health
|
Permanent (kept by Village Clerk)
| |
|
License — massage establishment
|
3 years
|
Expiration
|
|
Bloodborne pathogen training logs
|
3 years
|
Creation
|
|
Grants
|
7 years
|
From end of grant year
|
|
Policies and procedures
|
7 years
|
Creation
|
(2)
Client/family care records.
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Birth certificate
|
1 year (by statute)
|
Date of birth
|
|
Client record/patient care record
|
Adult — 7 years
|
Date of last contact
|
|
Child — 18 years of age plus 5 years
| ||
|
Death certificate
|
1 year (by statute)
|
Date of death
|
(3)
Communicable disease records.
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Immunization administration record
|
Permanent
|
Creation
|
|
Communicable disease reports (4151)
|
7 years
|
Creation
|
|
Influenza administration record
|
3 years
|
Creation
|
(4)
Environmental health records.
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Licensed food establishments inspection reports
|
3 years
|
Expiration
|
|
Nuisance complaints
|
3 years
|
Creation
|
|
Rabies investigation/follow-up
|
3 years
|
Creation
|
|
Health hazard investigations
|
7 years
|
Creation
|
D.
Any tape recording of a governmental meeting of the Village may be
destroyed, erased or reused no sooner than 90 days after the minutes
of the meeting have been approved and published, if the purpose of
the recording was to make minutes of the meeting.
E.
Police Department records. The Chief of Police, or the Chief's
designee, may destroy the following public records after the expiration
of the designated retention periods as contained within the following
retention schedule. The State Historical Society of Wisconsin has
waived the required statutory sixty-day notice under § 19.21(5)(d),
Wis. Stats., for all the records listed below.
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Incident reports (open felony and/or missing)
|
30 years
|
Date of complaint
|
|
Personnel records
|
20 years
|
Last date worked
|
|
Medical files
|
20 years
|
Last date worked
|
|
Fingerprint cards
|
20 years
|
Date of fingerprinting
|
|
Job applications
|
6 years
|
Closing date of application
|
|
Incident reports
|
6 years
|
Last day of the year
|
|
Citizen complaints
|
6 years
|
Last day of the year
|
|
Vacation records
|
1 year
|
Last day of the year
|
|
Compensatory time records
|
1 year
|
Last day of the year
|
|
Clothing records
|
1 year
|
Last day of the year
|
|
Training records
|
1 year
|
Last day of the year
|
|
Master schedules
|
1 year
|
Last day of the year
|
|
Pull sheets
|
1 year
|
Last day of the year
|
|
Sick records
|
1 year
|
Last day of the year
|
|
Booking records
|
1 year
|
Last day of the year
|
|
Photos/mug shots
|
1 year
|
Last day of the year
|
|
Accident reports
|
1 year
|
Last day of the year
|
|
Jail records
|
1 year
|
Last day of the year
|
|
Radar certifications
|
5 years
|
Last day of the year
|
|
Abandoned auto
|
1 year
|
Last day of the year
|
|
Intoxilyzer records
|
5 years
|
Last day of the year
|
|
Towed vehicles
|
1 year
|
Last day of the year
|
|
Auto lockouts
|
1 year
|
Last day of the year
|
|
TTY books
|
1 year
|
Last day of the year
|
|
State citations
|
2 years
|
Closed, disposed or canceled
|
|
Municipal citations
|
2 years
|
Closed, disposed or canceled
|
|
Warning citations
|
3 months
|
Closed, disposed or canceled
|
|
Parking citations
|
3 months
|
Closed, disposed or canceled
|
|
Miscellaneous contacts
|
30 days
|
Date of contacts
|
|
Videotape from police squad
|
120 days
|
Date of recording
|
|
Videotapes identified to be used as evidence
|
120 days
|
Closed, disposed or canceled (minimum 120 days)
|
|
Village complex security camera recordings
|
30 days
|
Date of recording
|
F.
Municipal Court records. The Municipal Judge or the Clerk of the
Municipal Court as the Judges' designee may destroy the following
public records after the expiration of the designated retention periods
as contained within the following retention schedule. In the event
there are two possible retention times after an event, then the later
of the time periods shall be applicable. The State Historical Society
of Wisconsin has waived the required statutory sixty-day notice under
§ 19.21(5)(d), Wis. Stats., for all the records listed below.
|
Item
|
Retention Time After Event
|
Event
|
|---|---|---|
|
Municipal citations (hard copy)
|
5 years
|
Final judgment/disposition
|
|
Juvenile nontraffic citations (hard copy)
|
5 years or 4 years after 18th birthday
|
Final judgment/disposition
|
|
Adult case files (including correspondence)
|
10 years
|
Final judgment/disposition
|
|
Juvenile case files (including correspondence)
|
5 years or 4 years after 18th birthday
|
Final judgment/disposition
|
|
Trial tapes/CDs
|
5 years
|
Final judgment/disposition
|
|
Transcripts
|
5 years
|
Final judgment/disposition
|
|
Warrants, commitments, indigency hearings, PR bonds
|
5 years
|
Date warrant is canceled; last date of commitment time served
or date canceled; date of indigency hearing if finding of indigency
or if finding of nonindigency, date warrant or commitment is canceled;
PR bonds the same as warrants or commitments
|
|
Subpoenas
|
5 years
|
Final judgment/disposition
|
|
Municipal citations (court copy)
|
5 years
|
Final judgment/disposition
|
|
Juvenile nontraffic citations (court copy)
|
5 years or 4 years after 18th birthday
|
Final judgment/disposition
|
|
Bankruptcy documents
|
2 years
|
Date of dismissal or discharge of bankruptcy proceeding
|
|
Substitution of judge notices
|
1 year
|
Final judgment/disposition
|
|
Appeals to Circuit Court
|
10 years
|
Final judgment/disposition
|
|
OWI jury demands
|
10 years
|
Final judgment/disposition
|
|
OWI assessment forms
|
10 years
|
Final judgment/disposition
|
|
Drug and alcohol assessment forms
|
10 years
|
Final judgment/disposition
|
|
Monthly financial reports
|
7 years
|
End of fiscal year
|
|
House of correction invoices
|
7 years
|
End of fiscal year
|
|
Oath/bond for judge
|
7 years
|
Term covered by oath has ended
|
|
Purchase orders (monies owed state and county)
|
7 years
|
End of fiscal year
|
|
Purchase orders (supplies, defendant reimbursements)
|
7 years
|
End of fiscal year
|
|
Receipts for money received
|
7 years
|
End of fiscal year
|
Any Village officer or any department head of the Village government may, subject to the approval of the Village Manager, keep and preserve public records in his or her possession by means of microfilm or other photographic reproduction methods. Such records shall meet the standards for photographic reproduction set forth under state law and shall be considered original records for all purposes. Such records shall be preserved along with other files of the department or of the Village government and shall be open to public inspection and copying according to the provisions of state law and §§ 138-4 through 138-6 of this chapter.
