As used in this chapter, the following terms
shall have the meanings indicated:
ACTUAL COST
The total cost of personnel, including wages, fringe benefits
and all other benefits and overhead related to the time spent in search
of records.
AUTHORITY
Any of the following Village entities having custody of a
Village record: an office, elected official, agency, board, commission,
committee, 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 Village designated under §
63-3 or otherwise responsible by law to keep and preserve any Village records or file, deposit or keep such 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.
DIRECT COST
The actual cost of personnel plus all expenses for paper,
copier time, depreciation and supplies.
RECORD
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 1-12-2004 by Ord. No. 3-04]
[Amended 1-12-2004 by Ord. No. 3-04; 3-8-2010 by Ord. No. 2-10; 10-11-2010 by Ord. No. 21-10; 4-13-2015 by Ord. No. 4-15]
A. Financial
records. Village officers may destroy the following nonutility records
of which they are the legal custodians and which are considered obsolete,
after completion of any required audit by the Bureau of Municipal
Audit or an auditor licensed under Chapter 442, Wis. Stats., but not
less than seven years after payment or receipt of any sum involved
in the particular transaction, unless a shorter period has been fixed
by the State Public Records Board pursuant to § 16.61(3)(e),
Wis. Stats., and then after such shorter period:
(1) Refer
to the Village of Belgium’s current Records Retention Schedule.
B. Utility
records. Village officers may destroy the following utility records
of which they are the legal custodians and which are considered obsolete
after completion of any required audit by the Bureau of Municipal
Audit or an auditor licensed under Chapter 442, Wis. Stats., subject
to state Public Service Commission regulations, but not less than
seven years after the record was effective unless a shorter period
has been fixed by the state Public Records Board pursuant to §
16.61(3)(e), Wis. Stats., and then after such a shorter period, except
that water stubs, receipts of current billings and customers' ledgers
may be destroyed after two years:
(1) Refer
to the Village of Belgium’s current Records Retention Schedule.
C. Other records.
Village officers may destroy the following records of which they
are the legal custodian and which are considered obsolete, but not
less than seven years after the record was effective unless another
period has been set by statute, and then after such a period, or unless
a shorter period has been fixed by the State Public Records Board
pursuant to § 16.61(3)(e), Wis. Stats., and then after such a
shorter period:
(1) Refer
to the Village of Belgium’s current Records Retention Schedule.
D. Historical Society notification. Prior to the destruction of any public record described in Subsections
A,
B and
C, at least 60 days’ notice in writing shall be given to the State Historical Society of Wisconsin.
E. When authorized.
This chapter shall not be construed to authorize the destruction of
any public record after a period less than prescribed by statute,
state administrative regulations, or the Record Retention Schedule
adopted by the Village Board. The current Record Retention Schedule
for the Village of Belgium is on file in the office of the Village
Clerk. The Record Retention Schedule may be periodically revised
by resolution of the Village Board.
[Amended 3-8-2010 by Ord. No. 2-10; 4-13-2015 by Ord. No. 4-15]
Any Village officer or the director of any department of Village government may, subject to the approval of the Village Clerk, keep and preserve public records in his or her possession through the use of microfilm or another reproductive device, optical imaging or electronic formatting. Such records shall meet the standards for photographic reproduction set forth in § 16.61(7), Wis. Stats., and shall be considered original records for all purposes. Such records shall be preserved along with other files of the department and shall be open to public inspection and copying according to the provisions of state law and of §§
63-4 through
63-6 of this chapter.