Terms used in this chapter are defined as follows:
AUTHORITY
Any of the following Town entities having custody of a Town
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 Town designated under §
115-3 or otherwise responsible by law to keep and preserve any Town 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.
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.
TOWN
The Town of Trenton, Washington County, Wisconsin, and its
administrative subunits.
[Amended 10-19-2021 by Ord. No. 2021.10.01]
A. The Town of Trenton hereby adopts the Wisconsin Municipal Records
Schedule, as approved by the Public Records Board on August 27, 2018,
and is incorporated herein by reference.
B. Notification to Wisconsin State Historical Society. When a record
has met the terms of the retention period, the record may be destroyed
by the legal custodian of the record, provided the custodian has complied
with the notification requirement set forth in § 19.21(4),
Wis. Stats., to the Wisconsin State Historical Society.
C. Conflict. In the event of any conflict between the terms of this section and any applicable state statute, the applicable state statute shall control. Any conflict between this section and any prior ordinance relating to the retention and/or destruction of public records is hereby superseded by this §
115-2.
Any Town officer or the director of any department or division of Town government may, subject to the approval of the Town Board, keep and preserve public records in his or her possession by means of microfilm or other photographic reproduction method. Such records shall meet the standards for photographic reproduction set forth in § 16.61(7)(a) and (b), Wis. Stats., and shall be considered original records for all purposes. Such records shall be preserved along with other files of the department or division and shall be open to public inspection and copying according to the provisions of state law and of §§
115-4 through
115-6 of this chapter.