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 |
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 |
Item | Retention Time After Event | Event |
---|---|---|
Final assessment roll | Permanent |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
Item | Retention Time After Event | Event |
---|---|---|
Tax bill copies | 7 years | Issuance |
Tax roll | 15 years | Creation |
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 |
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 |
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 |
Administrative records |
Client/family care records |
Communicable disease records |
Environmental health 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 |
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 |
Item | Retention Time After Event | Event |
---|---|---|
Immunization administration record | Permanent | Creation |
Communicable disease reports (4151) | 7 years | Creation |
Influenza administration record | 3 years | Creation |
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 |
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 |
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 |