[HISTORY: Adopted by the Board of Supervisors
of Green Lake County as indicated in article histories. Amendments
noted where applicable.]
[Adopted 8-17-2004 by Ord. No. 800-04]
The purpose of this article is to establish
a County-wide records retention schedule and authorize destruction
of County records pursuant to that schedule on an annual basis. Record
custodians do not have the authority to destroy records prior to the
established retention period unless such records have been photographically
reproduced as original records pursuant to § 16.61(7), Wis.
Stats. If there is not a specific law requiring a specific retention
period, all records must be retained seven years unless the Public
Records and Forms Board fixes a shorter period.
The State Historical Society of Wisconsin (SHSW)
has waived the required statutory sixty-day notice under § 19.21(4),
Wis. Stats., for the records marked "W" which designates waived notice.
SHSW must be notified prior to the destruction of records marked "N"
designating non-waiver. Notice is also required for any record not
listed in this article. "N/A" indicates not applicable and applies
to all County records designated for permanent retention.
No requested record may be destroyed until after
the request is granted or 60 days after the request is denied. If
an action is commenced under § 19.37, Wis. Stats., the requested
record may not be destroyed until a court order is issued and all
appeals have been completed. [See § 19.35(5), Wis. Stats.]
No record subject to pending litigation shall
be destroyed until the litigation has been resolved.
Departments may keep and preserve public records
through the use of microfilm, provided that the microfilming meets
the applicable standards established in § 16.61(7), Wis.
Stats. Departments should consider factors such as the retention period
and estimated cost of the microfilming in deciding which records to
microfilm. After verification, paper records can be destroyed if these
records are to be preserved on microfilm. For microfilmed records
not identified as permanent, the above records retention period applies.
[Amended 8-21-2018 by Ord. No. 28-2018]
Departments may retain records in electronic format according
to the standards established in § 16.612, Wis. Stats., with
the guidance and preapproval by the Administrative Committee. After
verification, original paper records can be destroyed if these records
are to be preserved on optical disc or electronic record storage.
For those records preserved on optical disc or electronic record storage
not identified as permanent, the applicable records retention period
applies. If the original record is required to be preserved by law,
it may not be destroyed and the applicable record retention period
applies.
A.
The County IT Department provides information technology
services and facilities for other departments' technology needs. Record
information stored electronically must be maintained pursuant to the
guidelines established for the specific departmental records and County-wide
records enumerated in this chapter.
B.
As a computer utility, the IT Department is not designated
as the legal custodian nor it shall be responsible for maintaining
records generated by or transmitted to a County department utilizing
electronic systems maintained by the IT Department. The IT Department
is not responsible for monitoring the creation, maintenance, destruction
or deletion of records stored within the electronic systems for which
it has not be designated as the legal custodian as covered within
this article.
A.
Electronic mail and voice mail are transfer mediums for a variety of record and nonrecord messages. A particular message is a record if it meets the criteria in the definition of "record" in § 74-9 below. It must then be preserved as a record according to the appropriate retention schedule defined in §§ 74-10 to 74-32.
B.
Departments and users of electronic mail and voice
mail systems are responsible for ensuring that those records are retained
as part of an appropriate record retention schedule.
The following definitions shall be applicable
in this article:
The individual responsible for maintaining records pursuant
to § 19.33, Wis. Stats.
As defined in § 19.32(2), Wis. Stats.
The following records are found throughout various
departments in the County and are subject to uniform regulation unless
otherwise specified:
|
Records
|
Retention
|
Authority
| |
|---|---|---|---|
|
Contracts, leases, agreements (W)
|
7 years after last effective date
|
§ 59.52(4), Wis. Stats.
| |
|
Claims made
|
7 years after expiration
|
§ 59.52(4), Wis. Stats.
| |
|
Occurrence
|
Permanent
| ||
|
Canceled checks (W)
|
7 years*
|
§ 59.52(4), Wis. Stats.
| |
|
Receipts (W)
|
7 years*
| ||
|
Accounts payable: purchasing/ invoices/detail
listing/vendor listing (W)
|
7 years*
| ||
|
Accounts receivable/receipts (W)
|
7 years*
| ||
|
Receipt journals (W)
|
7 years*
| ||
|
Vouchers/order register (W)
|
7 years*
| ||
|
General journal (N)
|
7 years
| ||
|
Construction plans for County buildings and
bridges (N)
|
Life of structure
| ||
|
Blueprints (N)
|
Until superseded by as-built tracings
| ||
|
As-built tracings (N)
|
Life of project
| ||
|
Personnel records (W)
|
8 years after termination*
| ||
|
Warranty records (W)
|
Life of product or end of warranty, whichever
occurs first
| ||
|
Equipment and furnishings inventories (W)
|
Until superseded
| ||
|
Any record subject to litigation, claim, audit
or other action (W)
|
Until permission to destroy obtained from Corporation
Counsel
| ||
|
Citations (copies) (W)
|
2 years
| ||
|
*Time reduced to two years if the original records
are maintained in the County Clerk's office.
|
|
Records
|
Retention
|
Authority
|
|---|---|---|
|
Expenditure reports and supporting documentation
(W)
|
3 years
|
45 CFR 74.20 to 74.25
|
|
Statistical reports and supporting documentation
(N)
|
3 years
|
45 CFR 73.20 to 74.25
|
|
Client/case records including client/attorney
information (W)
|
3 years/6 years
|
45 CFR 74.53; § 59.40, Wis Stats.;
Ch. 893, Wis. Stats.
|
|
Records of required client notification (W)
|
3 years
|
45 CFR 73.20 to 74.25
|
|
Records
|
Retention
|
Authority
|
|---|---|---|
|
Case files nonlitigation (W)
|
3 years
| |
|
Case files litigation (W)
|
3 years after closure or when appeal time has
run, whichever is longer or per SCR
| |
|
Legal memos (W)
|
7 years
| |
|
Legal opinions (N/A)
|
Permanent
|
|
Records
|
Retention
|
Authority
|
|---|---|---|
|
Notices of tax apportionment from Secretary
of State (W)
|
3 years
|
§ 59.52(4), Wis. Stats.
|
|
Copies of notices of tax apportionment sent
to local taxing districts (W)
|
3 years
|
§ 59.52(4), Wis. Stats.
|
|
Redistricting maps, County Board Supervisor
Districts (W)
|
Until next census
|
§ 59.10(3), Wis. Stats.
|
|
List of town, city and village officers certified
to County Clerk (N)
|
After date of expiration of term listed
|
§ 59.52(4), Wis. Stats.
|
|
Reports of town treasurers on dog licenses sold
and records of dog licenses issued (W)
|
3 years
|
§ 59.52(4), Wis. Stats
|
|
Mill rates from towns (W)
|
2 years
| |
|
Crop reports by local assessors (N)
|
3 years
|
§ 59.52(4), Wis. Stats.
|
|
Claims paid by County and supporting papers
(W)
|
7 years
|
§ 59.52(4), Wis. Stats.
|
|
Records of bounty claims forwarded to DNR (W)
|
1 year
|
§ 59.52(4), Wis. Stats
|
|
Official bonds (W)
|
6 years
|
§ 59.52(4), Wis. Stats
|
|
Oaths of office, County Officer (W)
|
7 years
|
§ 59.52(4), Wis. Stats
|
|
Journal of Proceedings
|
6 years after date of publication
| |
|
Original papers, resolutions, ordinances and
reports concerning County Board proceedings (N)
|
6 years after date of publication
| |
|
Committee minutes (N)
|
6 years after date of publication
| |
|
Annual reports by department heads (N)
|
3 years
| |
|
Certified mileage lists (W)
|
Until next list is received
| |
|
Contracts, bid notices and insurance policies
(W)
|
10 years after effective date
| |
|
Relocation orders/maps (W)
|
Retain latest revision for each project
| |
|
Report on functional jurisdiction of roads (W)
|
10 years or until next report received.
| |
|
Journal entries and any audits or journal entries
(W)
|
7 years
| |
|
Copies of receipts issued by Treasurer (W)
|
4 years or until audited, whichever is earlier
|
§ 59.52(4), Wis. Stats.
|
|
Check register/ Treasurer's cash
|
7 years
| |
|
Deeds
|
Permanent or listing of when and where recorded
| |
|
Marriage license applications and supporting
papers (W)
|
10 years
|
§ 59.52(4), Wis. Stats.
|
|
Hunting, trapping, fishing licenses and other
approvals (W)
|
3 years
| |
|
License fee records: hunting, fishing trapping
(W)
|
3 years provided the records have been audited
|
|
Records
|
Retention
|
Authority
|
|---|---|---|
|
Payroll registers, other payroll reports, and
social security and retirement earnings reports (W)
|
10 years
| |
|
Withholding allowance certificates, employee
wage and tax statements, other tax records and 1099 forms and other
tax records (W)
|
7 years
| |
|
Time cards, attendance records, salary schedules
and department training records (W)
|
7 years
| |
|
Insurance records (W)
|
7 years
| |
|
Performance evaluations, garnishment records
and medical records (W)
|
5 years
| |
|
EEO-4 reports, obsolete job descriptions and
any personnel or employment records, made or kept, records of decisions
pertaining to hiring, including test papers, promotion, demotion,
transfer, layoff or termination, terms of compensation and selection
of training (W)
|
3 years except where a charge of discrimination
has been filed; all personnel records relevant to a charge or action
shall be retained until final disposition of the charge or the action
| |
|
Application forms of individuals selected for
a position, retained in employee personnel file
|
8 years after end of service
| |
|
Applications forms of individuals not selected
for a position
|
1 year after submission of application date
| |
|
Union contracts and grievance, mediation and
arbitration records (N/A)
|
Permanent
| |
|
Rough work papers used in payroll calculations
(W)
|
3 years
| |
|
Unemployment compensation records (W)
|
3 years
| |
|
Individual employee personnel files and retirement
records (W)
|
8 years after end of service
| |
|
Accident reports; injury claims and settlements;
injury frequency charges (W)
|
8 years after end of service
| |
|
Deferred compensation payment records (W)
|
8 years after end of service
| |
|
Directives and policies (W)
|
7 years after being updated or terminated
|
|
Records
|
Retention
|
Authority
| |
|---|---|---|---|
|
Financial registration statements and reports
(W)
|
6 years after termination of registration
|
§ 7.23(1)(d), Wis. Stats.
| |
|
Registration and poll lists (W):*
|
§ 7.23(1)(e), Wis. Stats.
| ||
|
Nonpartisan elections
|
2 years
| ||
|
Partisan election
|
4 years after election
| ||
|
Federal election records other than registration
cards (W)
|
22 months
|
§ 7.23(1)(f), Wis. Stats.
| |
|
Detachable recording units (W)
|
14 days for primary and 21 days after any other
election; clear or erase after transfer to a disk or other recording
medium
|
§ 7.23(1)(g), Wis. Stats.
| |
|
Electronic ballot tallies (W)
|
22 months after date of election
|
§ 7.23(1)(g), Wis. Stats.
| |
|
Ballots, nonfederal (W)
|
30 days after election
|
§ 7.23(1)(h), Wis. Stats.
| |
|
Ballots, federal (W)
|
22 months
| ||
|
Official canvasses (W)
|
10 years after election
|
§ 7.23(1)(i), Wis. Stats.
| |
|
Election notices and proofs of publication and
correspondence (W)
|
1 year after date of election unless contested,
then by court order; 22 months for federal
|
§ 7.23(1)(f) and (j), Wis. Stats.
| |
|
Records transferred by registrants who submit
dissolution reports after primary and general elections (W)
|
3 years after their last election
|
§ 10.74(8)(e), Wis. Stats.
| |
|
Certificate of election (W)
|
7 years
|
§ 10.74(7)(c), Wis. Stats.
| |
|
Certified lists of all candidates on file (W)
|
7 years
|
§ 7.08(2)(a), Wis. Stats.
| |
|
Election returns including tally sheets, inspectors'
statements (W)
|
90 days after election; 2 years (federal election)
|
§ 7.23(1)(f) and (h), Wis. Stats.
| |
|
Nomination papers County offices (W)
|
2 years
| ||
|
*Note: Any registration or poll lists from 1940
or earlier need to be offered to the Wisconsin Historical Society.
Records from 1941 and onward can be destroyed without notification.
|
|
Records
|
Retention
|
Authority
|
|---|---|---|
|
All accounts of County, books of account (W)
|
7 years
| |
|
General ledger (W)
|
15 years
| |
|
Budgets and supporting detail (W)
|
7 years
|
All records maintained by the Clerk of Courts, Register in Probate, Juvenile Court or Juvenile Intake Office relating to Juvenile Court, and the Family Court Commissioner shall be retained in compliance with Supreme Court Rules Chapter 72. Records not specified therein of a general County-wide nature shall be retained pursuant to § 74-10, County-wide records.
|
Records
|
Retention
|
Authority
|
|---|---|---|
|
Shelter care records (W)
|
Until child's 21st birthday except permanent
register of names of children and dates of admission and release
|
HFS 59.07(3)(b)
|
|
Secure juvenile facility records (W)
|
10 years after 18th birthday
|
HFS 346.13 and SCR 72
|
District Attorney records are governed by state
record retention schedules. Reference RDA numbers 475/142 to 475/148.
Call the Public Records Board at 608-266-2996 or the State Prosecutor's
Office at 608-267-2700 for information on retention and disposition
of these records.
|
Records
|
Retention
|
Authority
|
|---|---|---|
|
DA case files — Adult (N) historically
significant
|
50 years
|
RDA #475/147
|
|
Felony cases — adult, punishable
by life imprisonment (W*)
|
50 years
|
RDA #475/143
|
|
Felony cases — adult, maximum
imprisonment of more or equal to 20 years (W*)
|
20 years
|
RDA #475/144
|
|
Felony cases — adult, maximum imprisonment
of less than 20 years (W*)
|
10 years
|
RDA #475-145
|
|
Juvenile cases — all types (W*)
|
3 years after 18th birthday
|
RDA #475/146
|
|
Traffic, misdemeanor, civil or related cases
- adult (W*)
|
3 years
|
RDA #475/142
|
|
All other DA records (W)
|
6 years
|
RDA #475/148
|
|
*Note: Not waived if files are two inches or
greater in thickness.
|
The following records are found throughout various
units in the Department and are subject to uniform regulation unless
otherwise specified:
|
Record
|
Retention
|
Authority
|
|---|---|---|
|
Contracts, leases, agreements (W)
|
7 years
|
§ 59.52(4), Wis. Stats.
|
|
Receipts (W)
|
7 years*
| |
|
Accounts payable: purchasing/invoices/vouchers/detail
listing/vendor listing (W)
|
7 years*
| |
|
Accounts receivable/receipts (W)
|
7 years*
| |
|
Receipt journals (W)
|
7 years*
| |
|
General journal (N)
|
7 years
|
|
*Time reduced to two years if the original records
are maintained in the County Clerk's office.
|
[Amended 9-20-2022 by Ord. No. 15-2022]
All financial and programmatic records, supporting
documents, statistical records, and other records which are required
to be maintained by the terms of the grant/contract or otherwise reasonably
considered as pertinent to the grant/contract are governed by Federal
DHFS Regulations, Title 45, Part 74, Subpart D.
|
Records
|
Retention
|
Authority
| |
|---|---|---|---|
|
Records as defined above (W)
|
3 years from date the Office on Aging submits
to HFS the last federal expenditure report for each grant award
|
HFS Office on Aging Memo to Area Agency on Aging,
Executive Dir. 2/15/88
| |
|
Litigation, claims, audit or other action involving
records (W)
|
Completion of action and resolution of all issues
or the regular 3-year period, whichever is later
| ||
|
Equipment records (W)
|
3 years from date of disposition or replacement
or transfer (direction of awarding agency)
| ||
|
Indirect cost rate proposals and cost allocation
plans (W)
|
3 years from the end of the contract covered
by the plan or proposal
| ||
|
Nonexpendable property acquired with Title III
or other federal or state funds (W)
|
At least 3 years after final sale or disposition
| ||
|
51.42/437 treatment records (W)
|
7 years unless minor, then until 19 years of
age or 7 years after treatment completed, whichever is longer
| ||
|
Long-term care programming (W)
|
3 years after closing case
| ||
|
In case of litigation, claim, audit or other
action involving records or records concerning nonexpendable property
(W)
|
Such records may not be disposed until authorization
has been obtained by the awarding agency to dispose of records
| ||
|
Benefit specialist records (W)
|
10 years from closing date except "brief advice"
files at 3 years from closing date
| ||
|
Payee records (N/A)
|
Permanent
| ||
|
Payee misc. documents (W)
|
3 months after audit completed
| ||
|
Licensing and certification, adult family homes
(W)
|
2 years after the license records or certificate
is no longer active
| ||
|
Undergoing federal or state audit (W)
|
Until completion of audit
| ||
|
Relating to legal actions (W)
|
Until completion of legal action
| ||
|
Client collection files (W):
| |||
|
Active client records
|
Active as long as liability exists except for
inpatient mental services when third party sources are exhausted and
it has been determined the responsible parties have a permanent inability
or unlikely future ability to pay
| ||
|
Inactive client records
|
5 years except where liability for inpatient
mental health services remains, then 10 years after last transaction
posted to record
| ||
|
Clinical services treatment records
|
10 years after last date of service
|
42 CFR 422.504
| |
[Amended 12-20-2022 by Ord. No. 20-2022]
|
Record
|
Retention
|
Authority
|
|---|---|---|
|
Annual Audit of FRI Inc. books (W)
|
7 years
| |
|
Billing of DVR monthly billing (W)
|
7 years
| |
|
Invoicing
|
7 years
| |
|
Client treatment/service-related records
|
7 years
| |
|
Representative payee records
|
7 years
| |
|
Year-end financials
|
7 years
| |
|
Payroll
|
3 years
| |
|
FRI/DSI articles of incorporation/board policies
|
Permanent
| |
|
FRI/DSI IRS application/tax exempt status
|
Permanent
| |
|
DSI real estate records
|
Permanent
|
|
Record
|
Retention
|
Authority
| |
|---|---|---|---|
|
Case records and other materials of all public
assistance kept as required under Ch. 49, Wis. Stats. (N)
|
If no payments have been made for at least 3
years and a fact sheet and financial records retained per DHFS
| ||
|
Original fiscal records (W)
|
7 years
| ||
|
Juvenile examination records, § 48.59,
Wis. Stats. (W)
|
7 years
| ||
|
Open public assistance case records (W):
| |||
|
All data forms; case determination sheets; work
sheets; medical assistant certification sheets; sheets which document
the verification of changeable items, such as income or health status;
correspondence to and from applicants and recipients; and any other
documents needed to support income maintenance agency decision
|
To cover most recent 6-year period
| ||
|
Sheets which document the verification of unchangeable
items, such as social security numbers, birth dates, and citizenship
|
As long as case is open
| ||
|
Financial record for all payments not on file
in DHFS computer
|
As long as case is open
| ||
|
Closed public assistance cases and denied cases
(N):
| |||
|
Records specified in HFS 245.03(1)(a)
|
36 months following date of closing
| ||
|
Most recent data, records specified in HFS 245.03(1)(b)
and (c) and materials relating to any lack of cooperation on the part
of the recipient
|
6 years from date of closing
| ||
|
Denied cases: most recent data form and records
specified in HFS 245.03(1)(b)
|
36 months from date of denial
| ||
|
Record
|
Retention
|
Authority
| |
|---|---|---|---|
|
Administrative records (W)
| |||
|
Mission Statement, philosophy, purpose
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Agency goals, objectives, short- and long-term
strategic plans
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Agency program evaluation
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Job descriptions, other personnel records
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Incident/injury reports
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Inventories: facilities and equipment
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Program policies, procedures
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Daily activity reports
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Fiscal records, accounting, billing, budget
|
90 days after approval and publication
|
§ 19.21, Wis. Stats.
| |
|
Taped meeting minutes
|
7 years unless otherwise specified
|
§ 19.21, Wis. Stats.
| |
|
Grants
|
7 years disposal of property
|
§ 19.21, Wis. Stats.
| |
|
Inventory or nonexpendable personal
|
Permanent
|
§ 19.21, Wis. Stats.
| |
|
Meeting agendas/minutes
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Annual reports
|
3 full fiscal years plus 150 days
|
§ 19.21, Wis. Stats.
| |
|
General correspondence
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
W.I.C.
|
7 years
|
§ 19.21, Wis. Stats.
| |
|
Patient records (Home Health) (W)
|
7 years from last day of service or date of
death whichever is earlier
|
7 CFR 246.25
| |
|
Immunization (Public Health) (W)
|
10 years after date of immunization, except
minors which records will be kept until 21
| ||
|
Signature of person receiving vaccine or person
authorized to make request for immunization (W)
|
10 years
|
Correspondence from/to 1-Sep-82
| |
|
Immunization administration record (W)
|
Permanent
|
National Childhood Injury Act of 1986, 42 U.S.C.
§ 300aaa-25 (Supp 1987)
| |
|
Tuberculosis and communicable disease records
(W)
|
10 years after person to which they pertain
was last seen by staff
| ||
|
Communicable disease reports (4151)- local copy
(original to State Epidemiologist) (W)
|
7 years
| ||
|
STD Report (4343)- local copy (original to State
Epidemiologist) (W)
|
7 years
| ||
|
Communicable disease outbreak records [DOH 4142
(Rev. 8/86) and is complete DOH 9081] (original to State Epidemiologist)
(W)
|
Until investigation is complete
| ||
|
Community education (W)
| |||
|
Curriculum
|
7 years
| ||
|
Educational materials
|
7 years
| ||
|
Program materials
|
7 years
| ||
|
Evaluation
|
7 years
| ||
|
Environmental health records (W)
| |||
|
Licensed establishments; inspection reports
|
3 years
| ||
|
Variance approvals
|
Permanent
| ||
|
On-site waste
|
Hold until system is abandoned
| ||
|
Well/septic permits
|
Hold until system is abandoned
| ||
|
Water sample reports
|
7 years
| ||
|
Health hazard investigations
|
7 years
| ||
|
Case record (W)
|
Parent may request that the records be destroyed
after 5 years (if parent is unable to make this request, records will
be kept until age 20)
|
HFS 90 and the Family Educational Rights and
Privacy Act (FERPA)
| |
|
Record
|
Retention
|
Authority
| |
|---|---|---|---|
|
Social Services case files (N):
|
DHFS Memo (82-1A)
| ||
|
State required case documentation; initial contact
sheet, notice of agency action, Social Services fact sheet, Social
Services agreement, Social Services narrative, financial information,
any other records documenting client eligibility and activity.
|
3 years after case is closed or final resolution
of any audit commenced prior to the expiration, whichever is longer
| ||
|
State required and County developed case documentation;
assessment or diagnostic forms, records and narratives, social and
medical histories, copies of court reports pertinent to the case,
release of information forms, client or service agreement, forms and
documentation of eligibility or financial status
|
3 years after case is closed
| ||
|
Services records - licensing and certification
record (W)
|
2 years after closure
| ||
|
Social Services records for cases not opened
for services, applications, referral actions not resulting in case
opening, miscellaneous requests and correspondence about individual
clients from consumer and other agencies which do not result in case
opening
|
1 year after final action/determination
| ||
|
License or certification not approved.
|
1 year
| ||
|
Juvenile Court intake case records (W)
|
10 years after child's 18th birthday
| ||
|
Child abuse/neglect cases (W)
|
10 years after child's 18th birthday
| ||
|
Case management files (W)
|
7 years
| ||
|
Child placing agency records (W)
| |||
|
Register identifying information about children
accepted for service or placement
|
Permanent
| ||
|
Individual case records for each child served
and family
|
7 years after case closed
| ||
|
Individual foster home records for each foster
home used by the agency, which includes signed applications and agreements.
|
7 years
| ||
|
Individual records of studied adoptive applicants
|
7 years
| ||
|
Personnel records
|
7 years
| ||
|
Financial reports and audits
|
7 years
| ||
|
Licensing and certification records for in-home
and family day care; adult family homes; foster homes; and group foster
homes for children
|
2 years after the license or certificate is
no longer active
| ||
|
Application or other request forms, inspection
and observation checklists, correspondence, other documentation relating
to licensing or certification, approved license or certificate
| |||
|
Licensing and certification records for above
types of facilities where license or certificate was not approved
|
1 year after final action/determination
| ||
|
Adoption records of County agencies providing
child welfare services under § 48.56, Wis. Stats., or child
placing agencies licensed under § 48.60, Wis. Stats., should
follow the detailed procedures for adoption information search and
disclosure detailed in HFS 53
|
Permanent
| ||
|
Third-party recovery records (W)
|
1 year after case closure; recommend microfilming
essential information
| ||
|
Fraud referral records (W):
| |||
|
Unfounded
|
3 years after determination; recommend microfilming
essential information
| ||
|
Founded - referred DA
|
7 years after determination; recommend microfilming
essential information
| ||
|
Founded - other
|
5 years after determination; recommend microfilming
essential information
| ||
|
Nonresident relief claims (W)
|
7 years
| ||
|
Record
|
Retention
|
Authority
|
|---|---|---|
|
Blueprints (W)
|
Permanent or until building disposed of
| |
|
Shop drawings (W)
|
Permanent
| |
|
Equipment and machine maintenance (W)
|
Life of equipment
| |
|
Utility usage (W)
|
5 years
| |
|
Inventory (W)
|
Until superseded
| |
|
Receipts from County Treasurer (W)
|
4 years or until audited, whichever is sooner
| |
|
Keying list (W)
|
Until superseded
| |
|
Material safety data sheets (W)
|
30 years
|
|
Record
|
Retention
|
Authority
|
|---|---|---|
|
Homicide or suspicious deaths (N)
|
75 years
| |
|
All other records (W)
|
7 years unless subject to litigation and then
until litigation resolved
|
|
Record
|
Retention
|
Authority
| |
|---|---|---|---|
|
Animal waste
| |||
|
Permits (N/A)
|
50 years
| ||
|
Permit log (W)
|
7 years
| ||
|
BOA and PZ Committee (N/A)
| |||
|
Item files
|
50 years
| ||
|
Proof of publication, minutes, agendas
|
Permanent
| ||
|
Recordings
|
7 years
| ||
|
Comprehensive Plan (W)
| |||
|
Plans/paperwork (County, city, town, village)
|
Until superseded
| ||
|
Vision report
|
50 years
| ||
|
Contract
|
7 years
|
§ 59.52(4)(a)10
| |
|
Correspondence (W)
| |||
|
Membership info
|
7 years
| ||
|
City, town, village — section/town/range
|
7 years
| ||
|
Public waters
|
7 years
| ||
|
DNR actions
|
7 years
| ||
|
Department operating records (W)
| |||
|
SOP's, forms, work programs
|
Until superseded
| ||
|
Mail logs, phone logs, receipt books, CSM logs,
affidavit logs
|
7 years
| ||
|
Departmental reports (W)
| |||
|
Monthly reports
|
7 years
| ||
|
Farmland preservation
| |||
|
Zoning certificates, correspondence (W)
|
50 years
| ||
|
GIS (W)
| |||
|
Data layers
|
7 years or until superseded
| ||
|
Land use files
| |||
|
Parcel files (N/A)
|
50 years
| ||
|
Permits (N/A)
|
50 years
| ||
|
Permit database (N/A)
|
50 years
| ||
|
WI administrative permits (N/A)
|
50 years
| ||
|
Maps (N)
| |||
|
Zoning district, mining reclamation, floodplain,
wetland, shoreland, population, Comprehensive Plan, orthophotography
(N)
|
Until superseded
| ||
|
Nonmetallic mining (W)
| |||
|
Annual reports, maps, correspondence
|
10 years
|
NR 135.36(5)
| |
|
Reclamation plan
|
50 years
| ||
|
Office equipment/vehicles (N/A)
| |||
|
Manuals, recalls, mileage logs
|
Life of equipment
| ||
|
Ordinances (W)
| |||
|
Zoning, shoreland, floodplain, private sewage,
subdivision/land division, nonmetallic mining
|
Until superseded
|
§ 19.33(4), Wis. Stats.
| |
|
Rental weatherization (W)
| |||
|
Correspondence, stipulations, waivers
|
7 years
| ||
|
Sanitation (W)
| |||
|
WI Fund documentation
|
50 years
| ||
|
Holding and septic tank maintenance records
|
7 years
| ||
|
Soil tests
|
20 years
| ||
|
Permits (N/A)
|
50 years
| ||
|
Database
|
50 years
| ||
|
Surveys and other supporting documents (N/A)
| |||
|
Certificate of Survey maps - large and small
format
|
Permanent
|
§ 59.45(1)(a)2, Wis. Stats.
| |
|
Certified survey map review packets - active
|
Permanent
|
§ 59.45(1)(a)2, Wis. Stats.
| |
|
Certified survey maps copies
|
Permanent
|
§ 59.45(1)(a)2, Wis. Stats.
| |
|
City of Berlin block — corner records
|
Permanent
|
§ 59.45(1)(a)2, Wis. Stats.
| |
|
County Surveyor notes 1845-1930
|
Permanent
|
§ 59.45(1)(a)2, Wis. Stats.
| |
|
High Accuracy Reference Network (HARN) data
|
Permanent
|
§ 59.45(1)(a)2, Wis. Stats.
| |
|
Original government survey notes and plats
|
Permanent
|
§ 59.45(1)(a)2, Wis. Stats.
| |
|
Public Land Survey System (PLSS) corner records
|
Permanent
|
§ 59.45(1)(a)2, Wis. Stats.
| |
|
Various highway R/W maps - state, County
|
Permanent
|
§ 59.45(1)(a)2, Wis. Stats.
| |
|
Record
|
Retention
|
Authority
| |
|---|---|---|---|
|
Obsolete documents, pertaining to chattels,
including final books of entry (W)
|
6 years
|
§ 59.52(4), Wis. Stats.
| |
|
Receipts from Treasurer (W)
|
7 years
|
§ 59.52(4), Wis. Stats.
| |
|
Census reports (N/A)
|
Permanent
| ||
|
Accident reports: (W)
| |||
|
Currently subject of litigation
|
Corporation Counsel permission to destroy
| ||
|
Other
|
7 years
| ||
|
Bank Statements (W)
|
7 years
| ||
|
Canceled checks
|
7 years
|
§ 59.52(4)(a)16, Wis. Stats.
| |
|
Wisconsin identification card applications and
lamination notices (W)
|
7 years
| ||
|
UCC statewide lien system; information entered
into computer from financing statements, etc. (N/A)
|
Permanent on computer
|
§ 409.528, Wis. Stats.
| |
|
UCC 11 hard copies (W)
|
2 years
| ||
|
Accounts payable (W)
|
7 years
| ||
|
Accounts receivable (W)
|
7 years
| ||
|
Accounts receivable, paid (W)
|
2 years
| ||
|
Airport protection plans, specifications and
amendments (W)
|
7 years
|
§ 114.136, Wis. Stats.
| |
|
Applications for certified copies (W)
|
2 years
| ||
|
As-built tracings (W)
|
Life of project
| ||
|
Bills of sale (W)
|
6 years
| ||
|
Real estate records (W)
|
Permanent
|
§ 59.43, Wis. Stats.
| |
|
Vital records (W)
|
Permanent
|
Ch. 69, Wis. Stats.
| |
|
Vital record, request for copy of (W)
|
1 year
| ||
|
Report for final disposition of corpse (W)
|
2 years from date of death
|
Department of Health and Family Services directive
| |
|
Blueprints (W)
|
Until superseded by as-built tracings
| ||
[Amended 9-21-2006 by Ord. No. 875-06; 3-17-2009 by Ord. No.
948-2009; 6-15-2021 by Ord. No. 16-2021]
A.
General.
|
Record
|
Retention
|
Authority
| ||
|---|---|---|---|---|
|
Administrative: (w)
| ||||
|
Legal correspondence
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Employee training records
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Employee work schedules
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Employee overtime slips
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Employee leave slips
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Accounts payable
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Checkbooks and statements
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Committee minutes
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Annual budgets
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Incident/accident reports and photos not referred
to below
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Requests for copies
|
§ 59.27(8), Wis. Stats.
| |||
|
Citations and related paperwork
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Civil process records
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
DNR audit information
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Labor contracts
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Administrative: (w)
| ||||
|
Personnel records
|
8 years after end of service
|
§ 59.27(8), Wis. Stats.
| ||
|
Employee uniform purchase records
|
8 years
| |||
|
Job descriptions
|
8 years after discontinued use
| |||
|
Employment applications and testing results
for applicants not hired
|
8 years after closing application date
| |||
|
Annual report
|
10 years
| |||
|
Policy and procedure
|
8 years after discontinued use
| |||
|
911 log
|
8 years from date of call
|
§ 59.27(8), Wis. Stats.
| ||
|
Radio logs
|
8 years from date of call
|
§ 59.27(8), Wis. Stats.
| ||
|
Reports as follows:
| ||||
|
Felony cases wherein someone died, but did not
die of natural causes
|
25 years from date of filing
| |||
|
Felony sexual assault cases
|
25 years from date of filing
| |||
|
Felony cases in which someone was assaulted
and required medical treatment
|
25 years from date of filing
| |||
|
Felony drug cases
|
25 years from date of filing
| |||
|
All other reports
|
8 years from date of filing
| |||
|
Missing Persons cases where the person is still
missing
|
100 years from date of filing
|
§ 59.27(8), Wis. Stats.
| ||
|
Biological physical evidence: no charges anticipated,
or possible misdemeanor or municipal charges are anticipated
|
90 days from date the case was closed by the
officer
| |||
|
Physical evidence: misdemeanor or municipal
case
|
90 days from judgment of conviction, unless
it is appealed, then 90 days after a decision is rendered in the final
appeal. However, biological materials shall be retained until discharge
date of all persons sentenced in the case as per § 968.205,
Wis. Stats.
| |||
|
Physical evidence: felony cases
|
90 days after the completion of the sentence
of all persons charged in the case
| |||
|
Nonbiological physical evidence: felony cases
|
90 days after the date of the judgment judgment of conviction
with approval of the District Attorney or upon completion of the sentence
of all persons charged in the case, whichever comes first
| |||
|
Physical evidence: in possible felony cases
where charges could be filed
|
8 years
| |||
|
Alcohol in municipal cases
|
Immediately
| |||
|
Alcohol in misdemeanor or felony cases
|
Same as misdemeanor or felony cases listed above
| |||
|
Dispatch: (w)
| ||||
|
Audio recordings
|
120 days
| |||
|
Jail: (w)
| ||||
|
Booking information
|
Permanent
| |||
|
Fingerprint cards
|
Permanent
| |||
|
O.C.A. records
|
Permanent
| |||
|
Jail register (N)
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Jail: (w)
| ||||
|
Bond receipts
|
8 years
|
§ 59.27(8) Wis. Stats.
| ||
|
Cash books
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Check books and bank statements
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Canteen records
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Huber accounting information
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Jail billing
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Jail/inmate daily activity log
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Medical records
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Visitors log
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Inmate files including
|
8 years
|
§ 59.27(8), Wis. Stats.
| ||
|
Disciplinary forms
| ||||
|
Huber revocation forms
| ||||
|
Employer information
| ||||
|
Employer job search info
| ||||
|
Inmate request forms
| ||||
|
Court orders
| ||||
B.
Electronic records and body cam data.
(1)
The County adopts the record retention standards contained in Wis.
Stats. § 165.87(2), except where specified below. If the
County's retention schedule is greater than the statutory requirement,
the County's retention schedule shall control.
|
Electronic Record and Body Cam Data Retention and Classification
| |||
|---|---|---|---|
|
Classification
|
Division
|
Retention
(years)
|
Basis
|
|
Max felony (class D or greater)
|
Patrol
|
100
|
§ 59.27(8), Wis. Stats.
|
|
Missing person
|
Patrol
|
100
|
§ 59.27(8), Wis. Stats.
|
|
Taser
|
All
|
25
|
Arbitrary
|
|
Use of force
|
All
|
25
|
Arbitrary
|
|
Fight GLCCF
|
Jail
|
25
|
Felony
|
|
Felony case or arrest
|
Patrol
|
25
|
Felony
|
|
Vehicle chase
|
Patrol
|
25
|
Felony
|
|
Death
|
Patrol
|
25
|
Arbitrary
|
|
Padded cell
|
Jail
|
25
|
Arbitrary
|
|
Restraint chair
|
Jail
|
8
|
Civil
|
|
Terry stop/frisk
|
Patrol
|
8
|
Civil
|
|
EDI/EDI diversion/suicide attempt
|
All
|
8
|
Civil
|
|
Misdemeanor case or arrest
|
Patrol
|
8
|
Civil
|
|
OWI arrest
|
Patrol
|
8
|
Civil
|
|
Retention extension request
|
All
|
8
|
§ 165.87, Wis. Stats.
|
|
Fatal crash
|
Patrol
|
8
|
Civil
|
|
PI crash
|
Patrol
|
3
|
Civil
|
|
PD crash
|
Patrol
|
3
|
Civil
|
|
GLCCF
|
Jail
|
3
|
Civil
|
|
Citation
|
Patrol
|
2
|
Default or closed
|
|
Traffic stop
|
Patrol
|
1
|
Arbitrary
|
|
K9 search
|
Patrol
|
1
|
Civil
|
|
Vehicle search
|
Patrol
|
1
|
Civil
|
|
Agency assist +
|
Patrol
|
180 days
|
§ 165.87, Wis. Stats.
|
|
Security check GLCCF
|
Jail
|
180 days
|
§ 165.87, Wis. Stats.
|
|
Inmate conversation GLCCF
|
Jail
|
180 days
|
§ 165.87, Wis. Stats.
|
|
Med pass/meals GLCCF
|
Jail
|
180 days
|
§ 165.87, Wis. Stats.
|
|
Inmate disciplinary problem GLCCF
|
Jail
|
180 days
|
§ 165.87, Wis. Stats.
|
|
Booking GLCCF
|
Jail
|
180 days
|
§ 165.87, Wis. Stats.
|
|
Pat search GLCCF
|
Jail
|
180 days
|
§ 165.87, Wis. Stats.
|
|
Transports
|
All
|
180 days
|
§ 165.87, Wis. Stats.
|
|
Other (any noncriminal case)
|
All
|
180 days
|
§ 165.87, Wis. Stats.
|
|
Training
|
All
|
120 days
|
§ 165.87, Wis. Stats.
|
|
Record
|
Retention
|
Authority
| |
|---|---|---|---|
|
Machinery, time sheets (including costings and
summary sheets) (W)
|
7 years
| ||
|
Permits (W):
| |||
|
Moving
|
1 year
| ||
|
Right-of-way
|
Permanent
| ||
|
State gas reports (W)
|
3 years
| ||
|
Accident reports (copies) (W)
|
3 years
| ||
|
Insurance reports (copies) (including liability,
collision, workers' compensation) (W)
|
3 years
| ||
|
Inventory records (stock) (W)
|
2 years
| ||
|
Fuel usage reports (including gas cards, bulk
slips, summary sheets and costings) (W)
|
2 years
| ||
|
Heavy equipment and vehicle inventory (W)
|
1 year after replaced or discarded
| ||
|
Vehicle maintenance history (including equipment
operation sheets and state green sheets) (W)
|
Life of vehicle
| ||
|
Vehicle expense reports (W)
|
Life of vehicle
| ||
|
Vehicle usage reports (W)
|
2 years
| ||
|
Time cards (W)
|
7 years
| ||
|
General ledger (W)
|
7 years
| ||
|
Payroll ledger (W)
|
10 years
| ||
|
Personnel records (W)
|
7 years
| ||
|
Materials (including summary sheets, charge-out
slips and costings) (W)
|
7 years
| ||
|
Annual reports (W)
|
7 years
| ||
|
Check register (W)
|
3 years
| ||
|
Labor (including costings and summary sheets)
(W)
|
7 years
| ||
|
Record
|
Retention
|
Authority
|
|---|---|---|
|
Bank statements (W)
|
7 years
| |
|
General receipts and settlement receipts (W)
|
7 years
|
§ 59.52(4), Wis. Stats.
|
|
Municipal tax rolls (N)
|
15 years
|
§ 59.52(4), Wis. Stats
|
|
Balancing reports (W)
|
3 years
| |
|
Audit letters (W)
|
3 years
| |
|
Accounts payable/detail listing/check register
(copies) (W)
|
3 years
| |
|
General ledger, trial balance (W)
|
7 years
| |
|
Journal entries, resolutions, general receipts,
Treasurer's cash (W)
|
3 years
| |
|
Budget, vendor listing, general receipts combined
payables (W)
|
3 years
| |
|
Bank reconciliation's (W)
|
7 years
| |
|
Outstanding checks (W)
|
7 years
| |
|
Check register (W)
|
7 years
| |
|
Deposit tickets (W)
|
1 year after audit
| |
|
Bank credit/debit notices (W)
|
1 year after audit
| |
|
Cash drawer reconciliations (W)
|
1 year after audit
| |
|
Tax receipts (W)
|
15 years
|
§ 59.52(4), Wis. Stats
|
|
All other receipts of County Treasurer (W)
|
7 years
|
§ 59.52(4), Wis. Stats
|
|
Canceled bonds, coupons and promissory notes
(W)
|
Until audited
| |
|
Bond and coupon record book, general obligation
bonds (W)
|
7 years after bond issue expires or following
payment of all outstanding matured bonds, notes, coupons, whichever
is later
| |
|
Certified special assessment roll (W)
|
After assessment collected or 7 years, whichever
is longer
| |
|
Statement of new special assessments (W)
|
5 years
| |
|
Investment papers (W)
|
7 years
| |
|
Illegal tax certificates charged back to local
tax district (W)
|
3 years after charging back
|
§ 59.52(4), Wis. Stats
|
|
Notices of application for taking of tax deeds
and certificates of nonoccupancy, proofs of service and tax certificates
filed (W)
|
15 years
|
§ 59.52(4), Wis. Stats
|
|
Abstracts and certificates of title, title insurance
policies (W)
|
Permanent or as long as land owned
|
|
Records
|
Retention
|
Authority
|
|---|---|---|
|
Regulations (W)
|
Until superseded
| |
|
Military separation records (N/A)
|
Permanent
| |
|
Grave registration files (N)
|
Permanent
| |
|
Veterans' benefit case files (N)
|
2 years after inactive
| |
|
Wisconsin Department of Veterans Affairs bulletins
(W)
|
Until superseded
|
