[HISTORY: Adopted by the Village Board of the Village of Wrightstown 8-18-1998
by Ord. No. 081898A. Amendments noted where applicable.]
GENERAL REFERENCES
Public records and property — See Ch. 151.
A.
The purpose of this chapter is to establish a village
records retention schedule and authorize destruction of village records under
the schedule on an annual basis. Records custodians may destroy a record prior
to the time set forth in the schedule only if such a record has been photographically
reproduced as an original record under W.S.A. s. 16.61(7).
B.
Any record not covered by this chapter or any regulation
or law shall be retained seven years unless the record is added by amendment
into the ordinance and the shorter time period approved by the State Public
Records and Forms Board.
As used in this chapter, the following terms shall have the meanings
indicated:
Refers to any specific statutory, administrative rule or specific
regulation that determines retention of the record. In most cases this will
be blank because units of government have discretion to establish a time period.
Provide a brief description of the records. Group specific items
such as forms into logical groups that have the same function or purpose.
Stands for creation, which usually refers to receipt or creation
of the record.
Stands for event and refers to an occurrence that starts the retention
clock ticking. Close of contract, termination of employee and disposition
of a case are common events.
Stands for current fiscal year and the additional amount of time
as indicated.
The individual responsible for maintaining records under W.S.A. s.
19.33.
The records may have secondary historical value and therefore State
Historical Society of Wisconsin notification is required on a case-by-case
basis prior to destruction.
Not applicable and refers to those circumstances where a local unit
of government is retaining a record permanently.
Stands for permanent retention.
Expressed in years unless specifically identified as month or day.
As defined in W.S.A. s. 19.32(2).
Refers to the time that the identified records must be kept until
destruction.
Refers to whether or not the State Historical Society of Wisconsin
has waived the required statutory notification prior to destruction of records.
Records are not historical and the required notification is waived.
A.
Historical records. Under W.S.A. s. 19.21(4)(a), municipalities
shall notify the State Historical Society of Wisconsin (SHSW) prior to destroying
records, as follows:
(1)
For any record marked "W" (waived notice), the SHSW has
waived the required sixty-day notice.
(2)
For any record marked "N" (nonwaived), the SHSW shall
be notified prior to destruction.
(3)
"N/A" indicates not applicable and applies to any record
designated for permanent retention.
(4)
Notice is also required for any record not listed in
this chapter.
B.
Microfilming of records. Local units of government may
keep and preserve public records through the use of microfilm, if the microfilm
meets the applicable standards in W.S.A. s. 16.61(7). Retention periods and
estimated costs and benefits of converting records between different media
should be considered in deciding which records to microfilm. After verification,
paper records converted to microfilm should be destroyed. Retention periods
identified in this chapter apply to records in any media. NOTE: When optical
disk is expressly authorized in the statutes for local government use, this
section should be revised to include its use.
C.
Destruction after request for inspection. No requested
records may be destroyed until after the request is granted or 60 days after
the request is denied. If such an action is commenced under W.S.A. s. 19.37,
the requested record may not be destroyed until after a court order is issued
and all appeals have been completed. See W.S.A. s. 19.35(5).
D.
Destruction pending litigation. No record subject to
pending litigation shall be destroyed until the litigation is resolved.
E.
Review and approval by Public Records and Forms Board.
This chapter and the retention periods of less than seven years have been
reviewed and approved by the Public Records and Forms Board.
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
| |
|---|---|---|---|
|
Accident reports
|
EVT + 4 years
|
W
| |
|
All accounting records
|
CR + 7 years
|
W
| |
|
Audio and video tape recordings:
| |||
|
Police dispatch audio tapes
|
CR + 120 days
|
W
| |
|
Police video tapes
|
CR + 120 days
|
W
| |
|
Citizen complaints against police officers
|
EVT + 8 years
|
W
| |
|
Informational teletype messages
|
CR + 30 days
|
W
| |
|
Investigation and citation records:
| |||
|
Arrest records
|
EVT + 8 years
|
W
| |
|
Incident records
|
EVT + 10 years
|
W
| |
|
Fingerprint cards
|
EVT + 8 years
|
W
| |
|
Evidence cards
|
EVT + 10 years
|
W
| |
|
Investigation records
|
EVT + 10 years from date of closing of investigation
|
W
| |
|
Medical records, re: occupational exposure
|
EVT + 30 years
|
W
| |
|
Ordinance citations
|
EVT + 8 years(after closed)
|
W
| |
|
Personnel records
|
EVT + 8 years
| ||
|
Property inventory records
|
EVT + 8 years
| ||
|
Traffic citations (and accompanying documentation) sent through Wrightstown
Municipal Court
|
EVT + 8 years (after closed)
|
W
| |
|
Training records for exposure control
|
CR + 3 years
|
W
| |
|
Work schedules
|
CR + 7 years
|
W
| |
A.
The legal custodian, as defined in W.S.A. s. 19.33, of
the following records concerning the Village Municipal Court, or his or her
designee, may destroy the following public records after the expiration of
the designated retention period.
B.
Municipal Court case records and files, including but
not limited to traffic forfeiture, conservation forfeiture and ordinance violation
cases:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Arraignment calendars
|
CR + 7 years
|
W
|
|
Audio tape recordings of trials or juvenile matters
|
EVT (Until expiration of statute of limitations to appeal tocircuit
court)
|
W
|
|
Court statistical reports
|
CR + 7 years
|
W
|
|
Electronic recordings of court proceedings which were appealed
|
EVT + 7 years
|
W
|
|
Electronic recordings of court proceedings which were not appealed
|
EVT + 6 months
|
W
|
|
Municipal Court case files
|
EVT + 6 years (after entry of final judgment)
|
W
|
|
Municipal Court case files, Village Attorney's copies
|
EVT + 6 months (after entry of final judgment)
|
W
|
|
Municipal Court correspondence
|
CR + 7 years
|
W
|
|
Municipal Court judgment docket (a record of al lmoney judgments)
|
EVT + 20 years (after final docket entry)
|
W
|
|
Municipal Court minute records
|
EVT + 5 years (after entry of final judgment)
|
W
|
|
Municipal Court record
|
EVT + 5 years (after entry of final judgment)
|
W
|
|
Warrant and commitment listings
|
CR + 7 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Affidavits of publication
|
CR + 3 years
|
W
|
|
Audio tapes
|
CR + 1 year; CR + 90 days if made solely for the purpose of drafting
the minutes
|
W
|
|
Minute books
|
Permanent
|
N/A
|
|
Ordinance book
|
Permanent
|
N/A
|
|
Ordinances
|
Permanent
|
N/A
|
|
Resolutions
|
Permanent
|
N/A
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Abstracts and certificates of title
|
Permanent
|
N/A
|
|
Deeds
|
Permanent
|
N/A
|
|
Easements
|
Permanent
|
N/A
|
|
Leases
|
EVT + 7 years after termination of lease
|
W
|
|
Opinions of title
|
Permanent
|
N/A
|
|
Plats
|
Permanent
|
N/A
|
|
Title insurance policies
|
Permanent
|
N/A
|
|
Vacation or alteration of plat
|
Permanent
|
N/A
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
| |
|---|---|---|---|
|
Dog licenses, monthly report to County Clerk by Clerk-Treasurer
|
CR + 3 years
|
W
| |
|
License stubs:
| |||
|
All liquor and beer related
|
CR + 4 years
|
W
| |
|
Other
|
CR + 3 years
|
W
| |
|
Liquor and beer related license
|
EVT + 4 years
|
W
| |
|
Other license applications
|
EVT + 3 years
|
W
| |
|
Receipts
|
CR + 4 years
|
W
| |
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Bond payment register
|
EVT + 7 years (after bond issue expires or following payment of all
outstanding matured bonds/notes/coupons, whichever is later)
|
W
|
|
Bond procedure record
|
EVT + 7 years (after bond issue expires)
|
W
|
|
Bond register
|
EVT + 7 years (after bond issue expires)
|
W
|
|
Canceled bonds, coupons and promissory notes
|
EVT (until audited)
|
W
|
|
Certificates of destruction
|
EVT + 7 years (after bond issue expires or following payment of all
outstanding matured bonds/notes/coupons, whichever is later)
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Fidelity bond
|
EVT + 5 years (after bond expires)
|
W
|
|
Fidelity bond book
|
EVT + 5 years (after last bond expires)
|
W
|
|
Oath of office
|
EVT + 5 years (after term of service covered by oath ends)
|
Legal opinions rendered shall not be destroyed and shall be retained
permanently.
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
| |
|---|---|---|---|
|
Accounts Payable:
| |||
|
Purchase invoices
|
FIS + 7 years
|
W
| |
|
Vouchers
|
FIS + 7 years
|
W
| |
|
Accounts Receivable:
| |||
|
Accounts receivable invoices
|
FIS + 7 years
|
W
| |
|
Receipts
|
FIS + 7 years
|
W
| |
|
Collection blotters
|
EVT + 1 year (after audit)
|
W
| |
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Appropriation journal
|
FIS + 15 years
|
W
|
|
Appropriation journal voucher
|
FIS + 15 years
|
W
|
|
General journal
|
FIS + 15 years
|
W
|
|
General ledger
|
FIS + 15 years
|
N
|
|
Journal voucher
|
FIS + 15 years
|
W
|
|
Receipts journal
|
FIS + 15 years
|
W
|
|
Trial balance
|
EVT (until audited)
| |
|
Voucher/order register
|
FIS + 15 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
All receipts
|
FIS + 7 years
|
W
|
|
Bank credit/debit notices
|
EVT + 1 year (after audit)
|
W
|
|
Bank reconciliations
|
FIS + 7 years
|
W
|
|
Bank statements
|
FIS + 7 years
|
W
|
|
Canceled order checks
|
FIS + 7 years
|
W
|
|
Cashbook
|
FIS + 15 years
|
W
|
|
Check register
|
FIS + 7 years
|
W
|
|
Daily cash drawer reconciliations
|
EVT + 1 year (after audit)
|
W
|
|
Duplicate deposit tickets
|
EVT + 1 year (after audit)
|
W
|
|
Investment records
|
FIS + 7 years
|
W
|
|
Lists of outstanding checks
|
FIS + 7 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Annual report of federal income tax withheld
|
FIS + 5 years
|
W
|
|
Canceled payroll checks
|
FIS + 5 years
|
W
|
|
Employee earning records
|
FIS + 5 years
|
W
|
|
Employee enrollment and waiver cards
|
EVT + 2 years (after being superseded or terminated)
|
W
|
|
Employee's Wisconsin withholding exemption certificate
|
EVT + 5 years (after being superseded)
|
W
|
|
Employee's withholding allowance certificate
|
EVT + 5 years (after being superseded)
|
W
|
|
Employer's annual reconciliation of Wisconsin income
| ||
|
Federal deposit tax stubs
|
FIS + 5 years
|
W
|
|
Monthly memorandum report
|
FIS + 5 years
|
W
|
|
Payroll check register
|
FIS + 5 years
|
W
|
|
Payroll distribution record
|
FIS + 5 years
|
W
|
|
Payroll support records
|
FIS + 2 years
|
W
|
|
Payroll voucher
|
FIS + 5 years
|
W
|
|
Premium due notices
|
FIS + 5 years
|
W
|
|
Quarterly report of federal income tax withheld
|
FIS + 5 years
|
W
|
|
Quarterly report, payroll summary
|
FIS + 5 years
|
W
|
|
Report of Wisconsin income tax
|
FIS + 5 years
|
W
|
|
State's quarterly report of wages paid
|
FIS + 5 years
|
W
|
|
Tax withheld from wages
|
FIS + 5 years
|
W
|
|
Wage and tax statement
|
FIS + 5 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Bids, successful
|
EVT + 7 years (after contract has expired)
|
W
|
|
Bids, unsuccessful
|
EVT + 1 year (after PO issued)
|
W
|
|
Inventory of property
|
EVT (retain until superseded)
|
W
|
|
Purchase orders
|
FIS + 7 years
|
W
|
|
Purchase requisitions
|
EVT + 1 year (after PO issued)
|
W
|
|
Receiving report
|
FIS + 7 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Audit reports
|
Permanent
|
N/A
|
|
Budget worksheets
|
FIS + 3 years
|
N/A
|
|
Final budget
|
Permanent
|
N/A
|
|
Minutes of the board of estimates
|
Permanent
|
N/A
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Certified special assessment roll
|
EVT (retain until all assessments are collected)
|
W
|
|
Final resolution
|
Permanent
|
N/A
|
|
Preliminary resolution
|
CR + 2 years
|
W
|
|
Report on special assessment project
|
CR + 2 years
|
W
|
|
Special assessment payment register
|
EVT (retain until all assessments are collected)
|
W
|
|
Statement of new special assessments
|
CR + 5 years
|
W
|
|
Waiver of special assessment notice and hearing
|
EVT + 1 year (after the final resolution is approved)
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Form of objection to property assessment: and supporting documentation
|
EVT + 7 years (after final action by Board of Review or completion of
appeal)
|
W
|
|
Minute book of Board of Review
|
CR + 7 years
|
W
|
|
Notice of determinations of the Board of Review
|
EVT + 7 years (after final action by Board of Review or completion of
appeal)
|
W
|
|
Proceedings of Board of Review on audio tapes or as stenographic notes,
including transcriptions
|
EVT + 7 years (after final action by Board of Review or completion of
appeal)
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Certificates of apportionment
|
FIS + 3 years
|
W
|
|
Explanation of property tax credit certification
|
FIS + 5 years
|
W
|
|
Final worksheet for determining allowable levy
|
FIS + 5 years
|
W
|
|
General property tax credit certification
|
FIS + 5 years
|
W
|
|
Personal property tax roll
|
FIS + 15 years
|
N
|
|
Real property tax roll
|
EVT (record is transferred to the County Treasurer)
|
N/A
|
|
Statement of new sewer service charges
|
FIS + 5 years
|
W
|
|
Statement of new special assessments
|
FIS + 5 years
|
W
|
|
Statement of taxes
|
Permanently
|
N/A
|
|
State shared aid payment notices
|
FIS + 6 years (provided that the record has been audited)
|
W
|
|
Tax levy certification of the School District Clerk
|
FIS + 3 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Escrow account list
|
EVT (retain until superseded)
|
W
|
|
Municipal Clerk-Treasurer's settlement
|
FIS + 5 years
|
W
|
|
Personal property tax roll
|
FIS + 15 years
|
N
|
|
Receipts
|
FIS + 7 years
|
W
|
|
Receipt stub book
|
FIS + 7 years
|
W
|
|
Statement of taxes remaining unpaid
|
EVT (retain with tax roll)
|
N/A
|
|
Tax collection blotters
|
EVT (until audited)
|
W
|
|
Tax settlement receipt
|
FIS + 5 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Aerial photographs
|
EVT (until superseded)
|
W
|
|
Annexation plats
|
Permanent
|
N/A
|
|
Annual reports
|
Permanent
|
N/A
|
|
Assessor's plats
|
Permanent
|
N/A
|
|
Benchmark books
|
Permanent
|
N/A
|
|
City maps
|
Permanent
|
N/A
|
|
Excavation plans of private utilities
|
Permanent
|
N/A
|
|
Field notes
|
Permanent
|
N/A
|
|
Final subdivision plats
|
Permanent
|
N/A
|
|
House number and address change file
|
Permanent
|
N/A
|
|
Index to maps
|
Permanent
|
N/A
|
|
Permits (includes permits for excavation of streets by private utilities)
|
EVT + 3 years
|
W
|
|
Petitions for street and sewer systems
|
EVT + 2 years
|
W
|
|
Preliminary subdivision plats
|
EVT (until superseded by final plat)
|
W
|
|
Profile and grade books
|
Permanent
|
N/A
|
|
Records of the Board of Public Works (includes minutes of the meetings
of the Board and supporting documents submitted to the Board)
|
Permanent
|
N/A
|
|
Records of the Plan Commission (includes minutes of the meetings of
the Commission and supporting documents submitted to the Commission)
|
Permanent
|
N/A
|
|
Records of Zoning Board of Appeals (includes minutes of meetings of
the Board and supporting documents submitted to the Board)
|
Permanent
|
N/A
|
|
Section corner monument logs
|
Permanent
|
N/A
|
|
Special assessment calculations
|
EVT + 2 years
|
W
|
|
State highway aids program records
|
FIS + 7 years
|
W
|
|
Street vacations and dedications, copies
|
EVT (retain for active reference life)
|
W
|
|
Structure plans for municipal buildings and bridges
|
EVT (life of the structure)
|
N
|
|
TV sewer inspection records
|
EVT (until superseded)
|
W
|
|
Water, storm, and sanitary sewer main maps
|
Permanent
|
N/A
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Affidavit of organization authority
|
EVT + 7 years (after completion of project)
EVT + 2 years (unsuccessful bidders)
|
W
|
|
As-built tracings
|
EVT (life of the project)
|
N
|
|
Bid bond
|
EVT + 7 years (after completion of project)
EVT + 2 years (unsuccessful bidders)
|
W
|
|
Bidders proof of responsibility
|
EVT + 7 years (after completion of project)
EVT + 2 years (unsuccessful bidders)
|
W
|
|
Bids
|
EVT + 7 years (after completion of project)
EVT + 2 years (unsuccessful bidders)
|
W
|
|
Bid tabulations
|
EVT + 2 years
|
W
|
|
Blueprints
|
EVT (until superseded by the as-built tracings)
|
W
|
|
Certified check
|
EVT (retain until contract has been signed and returned to bidder)
|
N/A
|
|
Contract
|
EVT + 7 years (after completion of project)
|
W
|
|
Master project files
|
EVT + 20 years (after life of structure)
|
N
|
|
Notice to contractors
|
EVT + 7 years (after completion of project)
EVT + 2 years (unsuccessful bidders)
|
W
|
|
Performance bond
|
EVT + 7 years (after completion of project)
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Annual reports
|
Permanently
|
W
|
|
Complaint ledger
|
CR + 2 years
|
W
|
|
Fuel usage reports
|
CR + 2 years
|
W
|
|
Heavy equipment and vehicle
|
EVT (life of equipment and/or vehicle inventory ledger or until inventory
ledger is superseded)
|
W
|
|
Monthly reports
|
CR + 2 years
|
W
|
|
Payroll support records
|
CR + 2 years
|
W
|
|
Purchasing records
|
CR + 7 years
|
W
|
|
Stock control records
|
CR + 2 years
|
W
|
|
Street and sidewalk maintenance and repair
|
CR + 25 years
|
W
|
|
Street operations file
|
CR + 2 years (after created)
|
W
|
|
Tree planting, inspection, trimming and removal
|
CR + 25 years
|
W
|
|
Vehicle expense reports
|
EVT (life of vehicle)
|
W
|
|
Vehicle maintenance histories
|
EVT (life of vehicle)
|
W
|
|
Vehicle usage reports
|
CR + 2 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Aerial photographs
|
Permanently
|
N/A
|
|
Master park plan
|
Permanently
|
N/A
|
|
Master reservation book
|
CR + 2 years
|
W
|
|
Payroll support records
|
CR + 2 years
|
W
|
|
Plats
|
Permanently
|
N/A
|
|
Records of the Board of Park Commissioners (includes minutes of the
meetings of the Board and supporting documents submitted to the Board)
|
Permanently
|
N/A
|
|
Reservation requests
|
CR + 30 days. If payment receipts are attached, CR + 7 years
|
W
|
|
Supervisor's daily report of work completed
|
CR + 2 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Applications and permits
|
EVT (life of structure)
|
W
|
|
Certificates of occupancy
|
EVT (until superseded)
|
W
|
|
Code compliance inspection reports
|
EVT (life of structure)
|
W
|
|
Energy calculation worksheets
|
CR + 3 years
|
W
|
|
Inspection address file
|
EVT (life of structure)
|
W
|
|
Permit fee receipts
|
FIS + 7 years
|
W
|
|
Permit ledger
|
CR + 7 years
|
W
|
|
Quarter section maps, copies
|
EVT (until superseded)
|
W
|
|
Records of Plan Commission (includes minutes of Commission meetings
and supporting documents submitted to Commission)
|
Permanent
|
N/A
|
|
Records of the Building Board of Appeals, (includes minutes of meetings
of the Board and supporting documents submitted to the Board)
|
Permanent
|
W
|
|
Records of the Zoning Board of Appeals (includes minutes of meetings
of the Board and supporting documents submitted to the Board)
|
Permanent
|
N/A
|
|
State approved commercial building plans
|
EVT + 4 years
|
W
|
|
Village attorney's case file, copy
|
EVT + 1 year (after case has been closed)
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Complaints and follow-up reports
|
EVT + 5 years (from the date the complaint was resolved)
|
W
|
|
Food handling and sale permits
|
EVT + 3 years
|
W
|
|
Open air burning permits
|
EVT + 6 months
|
W
|
|
Public swimming pools, campgrounds and camping, mobile home parks, recreational
and educational camps, restaurants and taverns, hotels, motels, tourist rooms,
rooming houses, nursing homes, vending machine survey reports and retail dairy
case, milk products, retail and wholesale establishment reports
|
EVT + 5 years
|
W
|
|
Request to declare a medical emergency
|
EVT + 3 years
|
W
|
|
Restaurant license applications
|
EVT + 3 years
|
W
|
|
Retail dairy products licenses
|
EVT + 3 years
|
W
|
|
Septic tank permits
|
Permanent
|
N/A
|
|
Utility disconnections in private residence investigation reports
|
CR + 3 years
|
W
|
|
Weights and measures field test reports and package weighing reports
|
CR + 3 years
|
W
|
The following public records may be destroyed after the expiration of
the designated retention period:
|
Records
|
Period of Retention
|
SHSW Notice
| |
|---|---|---|---|
|
All other utility records
|
CR + 7 years
|
W
| |
|
Analyses of any water samples taken from the water system
|
EVT + 10 years (under Section NR 209.12, Wisconsin Administrative Code)
|
W
| |
|
Customer records:
| |||
|
Complaint records
|
CR + 3 years
|
W
| |
|
Customer deposit
|
EVT + 6 years (after refund)
|
W
| |
|
Meter reading sheets or cards
|
CR + 6 years
|
W
| |
|
Billing records
|
CR + 6 years
|
W
| |
|
Customer's ledgers of municipal utilities
|
FIS + 2 years
|
W
| |
|
Engineering records in connection with construction projects
|
EVT (until record is superseded or 6 years after plant is retired, provided
that mortality data are retained)
|
W
| |
|
Filed rates and rules
|
Permanent
|
W
| |
|
Maps showing the location and physical characteristics of the utility
plant
|
EVT (until map is superseded)
|
W
| |
|
Operating records:
| |||
|
Station pumpage records
|
CR + 15 years or EVT + 3 years after the source is abandoned
|
W
| |
|
Interruption records
|
CR + 6 years
|
W
| |
|
Meter test records
|
EVT (see s. PSC 185.46)
|
W
| |
|
Meter history record
|
EVT (life of meter)
|
W
| |
|
Annual meter accuracy summary
|
CR + 10 years
|
W
| |
|
Pressure records
|
CR + 6 years
|
W
| |
|
Receipts of current billings
|
FIS + 2 years
|
W
| |
|
Water quality laboratory tests (deep well and landfill well water analysis
detail and summary reports; chemical and bacteriological analysis of municipal
drinking water detail and summary reports; municipal drinking water fluoride
analysis; swimming pool water bacteriological analysis; public bathing beach
water bacteriological analysis and water quality control readings)
|
EVT + 5 years (if information has been transferred to a permanent test
site location file, EVT + 1 year)
|
W
| |
|
Water stub
|
FIS + 2 years
|
W
| |
All materials and supplies associated with an election may be destroyed
according to the following schedule unless there is a recount or litigation
pending with respect to the election:
|
Records
|
Period of Retention
|
SHSW Notice
|
|---|---|---|
|
Applications for absentee ballots (for federal election ballots)
|
EVT (90 days after the election) (22 months after the election for federal
offices)
|
W
|
|
Ballots (federal offices)1
|
EVT (22 months after election)
|
W
|
|
Ballots (state, county, local)
|
EVT (30 days after the election)
|
W
|
|
Campaign finance reports
|
EVT (6 years after date of receipt)
|
W
|
|
Campaign registration statements
|
EVT (6 years after termination by the registrant)
|
W
|
|
Canceled registration cards
|
EVT + 4 years (after cancellation)
|
W
|
|
Contents of a blank ballot box-unused ballots and materials
|
EVT (3 business days after the canvas is completed)
|
W
|
|
Detachable recording units on electronic voting equipment
|
EVT (14 days after a primary) (21 days after an election)2
|
W
|
|
Election notices
|
EVT (1 year after the election) (22 months for federal election)
|
W
|
|
Forms associated with election such as tally sheets, inspector's
statements and nomination papers
|
EVT (90 days after the election) (22 months after the election for federal
offices)
|
W
|
|
Official canvass statements
|
EVT (10 years after the election)
|
W
|
|
Proofs of publication and correspondence relative to publications
|
EVT (1 year after the election) (22 months for federal election)
|
W
|
|
Registration and poll lists-Nonpartisan primaries and elections
|
EVT (2 years after the election for which they were created)
|
W
|
|
Registration and poll lists-Partisan primaries and general elections
|
EVT (4 years after the election)
|
W
|
|
Voter serial number slips
|
EVT (3 business days after the canvas is completed)
|
W
|
|
Voting machine recorders
|
EVT (14 days after a primary) (21 days after an election)3
|
W
|
|
NOTES:
|
|---|
|
1Federal offices are President
of the United States, United States Senator and Congress.
|
|
2Before units can be cleared or erased the
information must be transferred to a disk or other recording medium and retained
for 22 months.
|
|
3The Governor may by order permit the clearing
of voting machine recorders before this date if a special election is called.
|
