HomeMy WebLinkAboutOrdinance 1993 (316) on •
RECORDS RETENTION ORDINANCE
Ordinance No. / 4 (q 3)
St. Croix County, Wisconsin
The Board of Supervisors of St. Croix County does hereby ordain as follows:
WHEREAS, destruction of obsolete records is regulated by state law; and
WHEREAS, certain obsolete records are deemed historically significant by the State
Historical Society; and
WHEREAS, most County records cannot be destroyed until a records retention
ordinance is approved by the State Public Records and Forms Board and adopted by the
County; and
WHEREAS, a records retention ordinance identifies county records, prescribes a
retention period, and identifies whether the State Historical Society is interested in the
record.
THEREFORE, the attached Records Retention Ordinance is hereby adopted.
Dated this ' day of f z � , 1993.
Offered by: Finance Committee
NEGATIVE AFFIRMATIVE
1 1
1
BTATE OF WISCONSIN
COUNTY OF et GAOOX
Sus E. Nolookill. Croix
County ink DO HEW 0111 thct
the tamale lea Ice Ma me copy c t
adopted by the Cooly fiordd Supsrv:.
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Sue E. Nelson. 8t Seib( County Clerc
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,� . ST. CROIX COUNTY
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'1, Y = ' WISCONSIN
OFFICE OF CORPORATION COUNSEL
' 11 Sign ST. CROIX COUNTY COURTHOUSE
�� 911 FOURTH STREET • HUDSON, WI 54016
.,__'"' (715) 386 -4755
MEMO
TO: Finance Committee Members
FROM: Greg Timmerman
DATE: March 5, 1993
RE: St. Croix County Records Retention Ordinance
The State Public Records and Forms Board requires municipalities to have a records
retention ordinance in place before any record is destroyed. In order to meet the State's
requirements and assist departments with disposition of records prior to moving to the new
building, the Corporation Counsel office submitted a proposed ordinance to the State Public
Records and Forms Board in December, 1992. On February 17, 1993, the Board approved
the ordinance. The Finance committee will review the ordinance and submit it to the
County Board for approval at the March 16, 1993 meeting.
The ordinance lists each department, the records they are responsible for, the record's
retention period, statutory or other authority, if any, for the retention period, and whether
the State Historical Society has an interest in the document.
If you have any questions, please don't hesitate to contact me.
GAT /kas
A
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RECORDS RETENTION ORDINANCE
St. Croix County, Wisconsin
Purpose
II. Historical Records
III. Definitions
IV. Retention Schedule
A. General
B. Administrative Coordinator
C. Board of Adjustment
D. Child Support
E. Computer Services
F. Corporation Counsel
G. County Clerk
H. Courts (Circuit Court, Clerk of Courts, Court Commissioner, Register In Probate)
I. District Attorney (Victim Witness)
J. Emergency Govemment
K. Emergency Communications Center
L Finance
M. Highway Department
N. Human Services (Administration, Accounts Receivable, Business Office, Alcohol -Drug Abuse
Services, Economic Support/Public Assistance, Family and Children's Services, Home
Health, Long Term Support, Medical Records, Mental Health Services, Mental Health -CSP,
Public Health, St. Croix Industries- Workshop, Nursing Services - Nursing Home)
O. Nursing Home
P. Land Conservation
Q. Library System
R. Maintenance
S. Medical Examiner
T. Office on Aging
U. Parks
V. Personnel
W. Planning
X. Real Property Lister
Y. Register of Deeds
Z. Sheriff (Process Division, Jail Division, Detective Division, Patrol Division)
M. Surveyor
AB. Treasurer
AC. University Extension
AD. Veterans Service Office
AE. Zoning
V. Destruction After Request for Inspection
VI. Destruction Pending Litigation
VII. Microfilming or Optical Disk Storage of Department Records
VIII. Review and Approval by Public Records and Forms Board
1. PURPOSE. The purpose of this chapter is to establish a county records retention schedule and
authorize destruction of county records pursuant to the schedule on an annual basis. Records
custodians may destroy a record prior to the time set forth in the schedule if such record has been
photographically reproduced as an original record pursuant to §16.61(7), Stats. Unless the Public
Records and Forms Board fixes a shorter period, any record not covered by this chapter or any
other regulation or law shall be retained 7 years.
11. HISTORICAL RECORDS. The State Historical Society of Wisconsin (SHSW) has waived the
required statutory 60 day notice under §19.21(5)(d), Stats., for any record marked "W" (waived
notice). SHSW must be notified prior to destruction of a record marked "N" (non - waived). Notice
is also required for any record not listed in this chapter. "N /A" indicates not applicable and applies
to any county record designated for permanent retention.
I11. DEFINITIONS.
A. "Legal custodian" means the individual responsible for maintaining records pursuant to
Section 19.33 Stats.
B. "Record" has the meaning defined In §19.32(2), Stats.
IV. RETENTION SCHEDULE. The following records are maintained by the various departments in the
county and are subject to uniform regulation unless otherwise specified. The retention period and
authority are listed with each record.
RECORD RETENTION AUTHORITY W -N -N /A
A. GENERAL
1. Contracts, leases, 7 years after the last 59.715(10), Stats. W
agreements, notices of effective day thereof
taking bids
2. Insurance policies
1. Claims See Sec. B
2. Master Contracts Permanent
N/A
3. Canceled checks 7 years
59.715(18), Stats. W
4. Receipts 7 years
W
5. Accounts payable -
purchasing invoices /vouchers/
detail listing /vendor
listing 7 years
W
6. Accounts receivable/
receipts 7 years
w
7. Receipt journals 7 years
W
1
8. Vouchers /order register 7 years * W
years
N
9. General journal 7 Y
10. Construction plans for
county buildings &
bridges Life of structure
11. Blueprints Until superseded by
P N
as -built tracings
project
N
12. As -built tracings Life of pro j
13. Personnel records See sec. V W
14. Warranty records Life of product or end of
warrant, whichever occurs
first
15. Any record subject to Until permission to destroy
litigation, daim, audit or obtained from Corporation
other action Counsel
16. Citations (copies) 2 years W
17. Correspondence 3 years W
18. Fleet car usage, 1 year after audit W
purchase requisitions
19. Purchase orders 7 years W
20. Bids and proposals, 7 years after contract W
successful expiration
21. Bids and proposals, 1 year after audit W
unsuccessful
W
22. Public Works contracts
a. Notice to contractors
(1) Successful bidders 7 years
(2) Unsuccessful bidders 2 years
b. Bidder's proof of
responsibility
(1) . Successful bidders 7 years
(2) Unsuccessful bidders 2 years
2
c. Bids
(1). Successful bidders 7 years after completion
of project
(2). Unsuccessful bidders 2 years
d. Affidavit of organiza-
tion & authority
(1). Successful bidders 7 years after project
completion
(2). Unsuccessful bidders 2 years
e. Bid tabulations 2 years
f. Performance bond 7 years after completion
of project
g. Contract 7 years after completion
of project
h. Master project files 20 years
*Time reduced to 2 years if the original records are maintained in the Finance Department.
B. ADMINISTRATIVE COORDINATOR
1. Workers Compensation and
Liability Claims 12 years after closure W
2. General Liability and
Property Damage Claims 3 years after closure W
C. BOARD OF ADJUSTMENT
1. Decisions and supporting See Sec. AE
documents
D. CHILD SUPPORT
1. Expenditure reports & 3 years 45 CFR 74.20 -
supporting documentation 74.24 W
2. Statistical reports & 3 years 45 CFR 73.20 -
supporting documentation 74.25 N
3. Client /case records Until youngest child W
including client /attorney reaches age 21
information
4. Records of required 3 years 45 CFR 73.20 -
client notification 74.25 W
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E. COMPUTER SERVICES
Provides information technology services for departments and stores records information electronically
for departments. 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.
F. CORPORATION COUNSEL
1. Case files /non - litigation 3 years W
2. Case files /litigation 3 years after closure W
or when appeal time has
run, whichever is longer
or per SCR
3. Legal memos 7 years W
4. Legal opinions Permanent N/A
G. COUNTY CLERK
1. Records of bounty claims 1 year 59.715(3), Stats. W
forwarded to DNR
2. Lists of town, city & After the date of 59.715(4), Stats. N
village officers certified expiration of term
to county clerk listed
3. Crop reports by local 3 years 59.715(5), Stats. N
assessors
4. Notices of application 15 years 59.715(7), Stats. W
for taking of tax deeds &
certification of non-occupancy,
proofs of service & tax
certificates filed
5. Official bonds 6 years 59.715(8), Stats. W
6. Claims paid by county 7 years 59.715(9), Stats. W
& supporting papers
7. Reports of town trea- 3 years 59.715(12), Stats. W
surers on dog licenses sold
& records of dog licenses
issued
8. Copies of receipts 4 years or until audit- 59.715(14), Stats. W
issued by treasurer ed, whichever is earlier
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9. Copies of notices to 3 years 59.715(15), Stats. W
town assessors setting
out lands sold by the
county & owned by county
10. Oaths of office 7 years 59.715(19), Stats. W
11. Marriage license ap- 10 years 59.715(22), Stats. W
plications & supporting
papers
12. Original papers, 6 years after date 59.717(1), Stats. N
resolutions, ordinances & reports of publication
appearing in county board
proceedings
13. Committee minutes 6 years after date 59.717(1), Stats. N
of publication
14. Deeds Permanent or listing of N/A
when & where recorded
15. Abstracts & certificates Permanent or as long N/A
of title, title insurance as land owned
policies
16. Canceled bonds, coupons Until audited W
& promissory notes
17. Bond & coupon record 7 years after bond issue W
book, general obligation expires or following pay -
bonds ment of all outstanding
matured bonds, notes,
coupons, whichever is later
18. Supervisory district plan Until next apportionment 59.03 Stats. W
and map
19. U.S. Geological survey Until next set of maps W
maps received
20. Report of functional 10 years or until next W
jurisdiction of roads report received
21. Certified mileage lists Until next list received W
22. Town plats 3 years W
23. Award of damage for Until recorded W
scenic rights
5
24. Relocation orders /maps Retain latest revision W
for each project
25. Mill rates from towns 2 years W
26. Journal of Proceedings 6 years after date of N
publication
27. Canceled voter registration 4 years after 7.23(1)(c), Stats. W
cards cancellation
28. Election financial reports; 6 years 7.23(1)(d), Stats. W
election financial
registration statements
29. Registration & poll 7.23(1)(f), Stats. W
lists:
- non - partisan primary 2 years
or election
- partisan primary or 4 years
elections
30. Federal election 22 months 7.23(1)(g), Stats. W
records other than
registration cards
31. Detachable recording 14 days after primary and 7.23(1)(g), Stats. W
units and compartments 21 days after any other
on electronic voting election -clear or erase
machines after transfer to a disk
or other recording medium
32. Disk or other recording 22 months after 7.23(1)(g), Stats. W
medium containing #35 date of election
above
33. Any election ballots 30 days after election 7.23(1)(h), Stats. W
34. Official election canvasses 10 years after election 7.23(1)(i), Stats. W
35. Election notices, 1 year after date of 7.23(1)a), Stats. W
proofs of publication & election unless contested,
correspondence then by court order
36. All other election 90 days after election 7.23(1)(k), Stats. W
materials & supplies
37. Records transferred by a 3 years after their 10.74(8)(e), Stats. W
registrant who submits last election
a dissolution report after
primary and general elections
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H. COURTS
Circuit Court Court Commissioner
Clerk of Court Register In Probate
AU records maintained by the Clerk of Court, Register in Probate, Juvenile Court or Juvenile Intake
Office relating to Juvenile Court matters, 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 subs. A of this ordinance.
1. Records of child in Until child's 21st HSS 59.07(3)(b) W
shelter care birthday except perma-
nent register of names of
children & dates of ad-
mission & release
2. Juvenile secure 10 years after 18th HSS 346.13 W
facility records birthday and SCR 72
I. DISTRICT ATTORNEY (and Victim Witness)
District Attorney records are governed by state record retention schedules— Reference 505/142 through
505/148. Call the Public Records and Forms Board at 608 -266 -2996 or the State Prosecutors Office
at 608- 267 -2700 for information on retention and disposition of these records.
J. EMERGENCY GOVERNMENT
1. Federal Emergency 7 years W
Management Agency Grants
2. State SARA Title III Grants 7 years W
3. Emergency Response Plans Until updated W
K. EMERGENCY COMMUNICATIONS CENTER
1. Incident record 10 years W
2. Telecommunicator's radio 120 days W
log
3. Audio tapes 120 days W
L. FINANCE
1. All accounts of county 7 years W
and books of account
2. General ledger 15 years N
3. Bank statements 4 years W
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4. Balancing reports 4 years W
5. Payroll registers, other 10 years W
payroll report, and social
security and retirement
earnings reports
6. Withholding allowance 7 years W
certificates, employee wage
and tax statements, and
other tax records
7. Time cards, attendance 7 years W
records, salary schedule
8. Insurance records 7 years W
9. Gamishment records 7 years W
10. Rough work papers used 3 years W
in payroll calculations
11. Unemployment compensation 3 years W
records
12. Retirement records 8 years after W
end of service
13. Deferred compensation 8 years after W
payment records end of service
14. Equipment & furnishings Until superseded
inventories W
15. Property inventory Until superseded W
16. Investment records 6 years W
17. Notices of tax appor- 3 years 59.715(1), Stats. W
tionment from Secretary
of State
18. Copies of notices of 3 years 59.715(2), Stats. W
tax apportionment sent to
local taxing districts by
County Clerk
19. Illegal tax certificates 3 years after charging 59.715(6), Stats. W
charged back to local tax back
districts
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20. Check register/ 7 years W
treasurer cash
21. Joumal entries & any 7 years W
audits or journal entries
22. General ledger, trial 7 years W
balance
23. Budget, vendor listing, 3 years W
payables
M. HIGHWAY
1. Machinery, time sheets 1 year after W
machinery replaced
2. Permits Permanent N/A
3. State gas reports 3 years W
4. Accident reports (copies) 3 years W
5. Insurance reports 3 years W
(copies)
6. Stock control records 2 years W
7. Fuel usage reports 2 years W
8. Heavy equipment and Until superseded W
vehicle inventory ledger
9. Vehicle maintenance Life of vehicle W
histories
10. Vehicle usage reports 2 years W
N. HUMAN SERVICES (This is a 46.23 board)
(Administration, Accounts Receivable, Business Office, Alcohol -Drug Abuse Services, Economic
Support/Public Assistance, Family and Children's Services, Home Health, Long Term Support,
Medical Records, Mental Health Services, Mental Health -CSP, Public Health, St. Croix Industries -
Workshop, Nursing Services - Nursing Home)
1. Ch. 49 case records & other If no payments have 59.715(21), N
materials of all public been made for at least Stats.
assistance kept as required 3 years & a face sheet
& financial record of
payments for each aid
9
4
account are preserved
in accordance with rules
adopted by DHSS, set out
below.
a. Open public assistance W
case records:
(1) All data forms; case Keep for most recent HSS 245.03(1)(a)
determination sheets 6 year period
worksheets; medical assistance
certification sheets; sheets
which document the verifica-
tion of changeable items,
such as income or health
status; correspondence to
and from applicants &
recipients; and any other
documents needed to support
income maintenance agency
decisions
(2) Sheets which document As long as case is open HSS 245.03(1)(b)
the verification of unchange-
able items, such as social
security numbers, birth
dates, & citizenship
(3) Financial record for As long as case is open HSS 245.03(1)(c)
all payments not on file
in CRN
b. Closed public assistance N
cases & denied cases:
(1) Records specified in 36 months following HSS 245.03(2)(a)
1.a.(1), above date of closing
(2) Most recent data form, 6 years from date of HSS 245.03(2)(b)
records specified in closing
1.a.(2), above and
materials relating to any
lack of cooperation on the
part of the recipient
(3) Most recent data form 36 months from date HSS 245.03(2)(c)
and records specified of denial
in 1.a.(2), above
2. Social service case files 3 years after case is DHSS Memo (82 -1A)N
closed
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a. State required case
documentation;
initial contact sheet;
notice of agency action;
social services face sheet;
social services agreement;
social services narrative;
financial information;
any other records docu-
menting client eligibility
and activity
b. State required & 3 years after case
county developed is closed
case documentation;
assessment or diagnostic
forms, records & narratives;
social and medical histories;
copies of court reports
pertinent to the case;
release of information forms;
client progress notes;
case review forms;
client or service
agreements;
forms and documentation of
eligibility or financial
status
c. Social services 1 year after final
records for cases not action /determination
opened for services;
applications;
referral actions not re-
sulting in case opening;
miscellaneous requests and
correspondence about indi-
vidual clients from consumer
and other agencies which do
not result in case opening
3. Ch. 51 treatment records a. 7 years after treatment HSS 92.12 W
unless specified below
b. In the case of a minor,
until the person becomes 19
years of age or until 7 years
after treatment, whichever is
longer
c. Any record undergoing federal
or state audit shall be maintained
11
f ,
until completion of the audit
d. Records relating to legal
actions shall be maintained until
completion of legal action
e. Records relating to billing or HSS 1.06(3)(d)
collections shall be maintained
as long as the files are active.
Records remain active as long as
liability exists with the
following exception: For inpatient
mental health services, client
records may be placed in inactive
• status when third -party sources
are exhausted and it has been
determined the respon-
sible parties have a
permanent inability or
unlikely future ability
to pay
f. Inactive client records shall HSS 1.06(3)(e)
be available for audit purposes
and kept a minimum of 5 years with
the following exception: Where
liability for inpatient mental
health services remains, client
records shall be kept a minimum
of 10 years after the last
transaction is posted to the record
4. Payee records Permanent N/A
5. Case management files 7 years W
6. Payee misc. documents 3 months after audit W
completed
7. Child - placing agency W
records
a. A register identifying Permanent HSS 54.05(2)(a)1 N/A
information about children
accepted for service or
placement
b. individual case 7 years after case W
records for each child closed
served and his /her family
c. Individual foster home 7 years W
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records for each foster home
used by the agency, which
includes signed applications
and agreements
d. Individual records of 7 years W
studied adoptive applicants
e. Personnel records 7 years W
f. Financial reports 7 years W
and audits
g. Licensing and certi- 2 years after the license yy
fication records for in -home or certificate is no
and family day care; longer active
adult family homes; foster
homes; and group foster
homes for children;
application or other request
forms;
inspection and observation
check lists;
correspondence;
other documentation relating
to licensing or
certification;
approved license or
certificate
h. Licensing and certi- 1 year after final W
fication records for above action /determination
types of facilities where
license or certificate was
not approved.
i. Adoption records; Permanent HSS 53.07(1) N/A
county agencies providing
child welfare services under
s. 48.56 or child - placing
agencies licensed under
s. 48.60 Wis. Stats.,
should follow the detailed
procedures for adoption
information search and
disclosure detailed in
HSS 53.
13. Third -party recovery One year after case do-
records sure; recommend microfilm-
ing essential information
13
14. Fraud referral records W
a. Unfounded 3 years after determination; W
recommend microfilming
essential information
b. Founded - referred D.A. 7 years after determination; W
recommend microfilming
essential information
c. Founded - other 5 years after determination; W
recommend microfilming
essential information
O. NURSING HOME - (Human Services)
1. Resident's medical record 5 years after discharge HSS 132.45(4)(f)2. W
or death
2. Master resident index Permanent HSS 132.45(4)(f)3. N/A
3. Disease index Permanent HSS 132.45(4)(f)3. N/A
4. Patient accident reports 5 years HSS 132.45(4)(f)
and 132.45(5)(c)4 W
5. Census reports 5 years HSS 132.45(4)(f)
and 132.45(4)(d) W
6. Documents authorizing 5 years HSS 132.45(4)(f) W
another person to speak or
act on behalf of the resident
7. Personnel /employee See Personnel
records W
8. Professional consulta- 5 years after HSS 132.45(6)(e)
tion records if not discharge or death and 132.45(4)(f) W
routinely maintained as
part of medical chart
9. Dietary records (all 2 years HSS 132.45(6)(a)
menus and therapeutic diets) and 132.45(4)(d) W
10. Staff work and time 2 years HSS 132.45(6)(b)
schedules and 132.45(4)(d) W
11. Safety tests - records of 2 years HSS 132.45(6)(c)
fire detection, alarm and 132.45(4)(d) W
& extinguishment tests
14
12. Inservice & orientation 2 years HSS 132.45(6)(f)
programs (including subject and 132.45(4)(d) W
matter, instructors &
attendance records)
13. Transfer agreements 2 years HSS 132.45(6)(g)
and 132.45(4) (d) W
14. Funds & Property 2 years from date of HSS 132.45(6)(h)
statements or residents residents' discharge, and 132.45(4)(d) W
transfer from facility
or death
15. All other records re- 2 years HSS 132.45(4)(f) W
quired by HSS 132.45
16. Drug control sheets 5 years Pharmacy 7.05
Wis. Admin. Code W
17. Utilization review & 5 years W
other committee meeting
minutes
18. Gas tax refund 3 years W
19. Receipts /patient cash/ 5 years W
bank statements /documents
and income records main-
tained by facility for
residents
20. Purchase orders (copy) 3 years W
P. LAND CONSERVATION No records covered at this time.
Q. LIBRARY SYSTEM No records covered at this time.
R. MAINTENANCE
1. Blueprints Permanent or until N/A
building disposed of
2. Shop drawings Permanent N/A
3. Equipment & machine Life of equipment W
maintenance records
4. Utility usage 5 years W
5 . Inventory Until superseded W
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6. Receipts from County 4 years or until audited, W
Treasurer whichever is sooner
7. Keying list Until superseded W
8. Material data sheets 7 years after product W
used up
S. MEDICAL EXAMINER
1. Homicide or suspicious 75 years W
death records
2. All other records 7 years unless subject to W
litigation and then until
litigation resolved
T. OFFICE ON AGING
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 DHSS Regulations Tide 45 part
74 Subpart D.
1. Records as defined above 3 years from date the
Office on Aging submits to
HSS the last federal expen-
diture report for each
grant award W
2. Litigation, claims, Completion of action &
audit or other action resolution of all issues
involving records or the normal 3 year
period, whichever is
later W
3. Equipment records 3 years from date of
disposition, replacement
or transfer. (Direction of
awarding agency)
4. Indirect cost rate pro- 3 years from the end of
posals & cost allocation the contract covered by
plans the plan or proposal W
5. Non - expendable property At least 3 years after
acquired with Title III or final sale or disposition W
other federal or state funds
6. In case of litigation, claim, audit or other action involving records or records conceming non -
expendable property, such records may not be disposed until authorization has been obtained by the
awarding agency to dispose of records.
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U. PARKS
1. Master park plan Permanent
N/A
2. Plats Permanent
N/A
3. Aerial photographs Permanent
N/A
4. Committee agendas & 6 years
summaries
5. Citation & park patrol 2 years
records . W
6. Guidebooks and trail Until updated or no longer
information useable
7. Wisconsin Conservation 3 years
Corps projects /crew
information
8. Annual work plans 3 years
W
9. Dam information Permanent
N/A W
10. Equipment & vehicle Until equipment &
registration reports vehicles disposed of W
11. General information Until updated
12. Land acqu isition- Permanent or until land
deeds, abstracts disposed of N/A
V. PERSONNEL
1. Department training 7 years
records
2. Performance evaluations 5 years
and medical records
3. EEO-4 reports, obsolete 3 years except where a
job description and any W
Y charge of discrimination
personnel or employment has been filed; all
records made or kept, in- personnel records relevant
cluding but not limited to to a charge or action shall
application forms or test be retained until final
papers by applicants and disposition of the charge
other records or decisions or the action
pertaining to hiring, pro-
motion, demotion, transfer,
layoff or termination, terms
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4
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of compensation, and
selection of training
N/A
4. Union contracts and Permanent
grievance, mediation and
arbitration records
5. Individual employee 8 years after end of service
W
personnel files
W
6. Directives and policies 7 years after being updated
or terminated
W. PLANNING N/A
1. Plats Permanent
Permanent N/A
2. Assessors plats N
3. Aerial photographs Until superseded
N/A
4. Certified surveys Permanent
W
5. Water quality approval Permanent
letters
W
Until superseded
6. Parcel maps W
7. Hauler licenses/ 2 years after renewal
applications d de W
8. County Development Plan Until superseded superseded W
9. Land Information Plan Until supers W
10. Waste Management Plan Until superseded
X. REAL PROPERTY LISTER N
1. Final real property 15 years except that no
59.717(4), Stats.
assessment roll assessment roll con-
taining forest crop
acreage may be des- ,
troyed without prior
approval of the sec-
retary of revenue.
2. Parcel maps
Until superseded
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Y. REGISTER OF DEEDS
1. Obsolete documents per- 6 years, with county board 59.51(14), Stats. W
taining to chattels, approval
including final books of
entry
Z. SHERIFF (Process Division. Jail Division. Detective Division, Patrol Division)
1. Process Division
a. Attorney letters 7 years W
b. Form 50's 7 years W
c. Transport records 7 years W
d. Proof of service 7 years W
e. Correspondence 7 years W
instructing civil
process service
f. Process receipt 7 years W
print -outs
g. Process deposit receipts 7 years W
2. Jail Division
a. Dockets, daily jail 8 years 59.23(8), Stats. N
records & cash books
b. Check book 7 years W
c. Ledger sheets 7 years W
d. Accounts work sheets 7 years W
e. Meal books 7 years W
f. Canteen sheets 7 years W
g. Visit log 7 years W
h. Menus 7 years W
i. Jail billing 8 years 59.23(8), Stats. W
j. Bond receipts 8 years 59.23(8), Stats. W
k. Daily bond 8 years 59.23(8), Stats. W
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1. Inmate files: 8 years 59.23(8), Stats. W
Disciplinary forms after release DOC 348.09(1)
Huber revocation forms of inmate DOC 348.09(3)
Employer information forms
Employer job search
verification sheets
Court orders
m. Daily work location 8 years 59.23(8), Stats. W
forms
n. Inmate daily activity 8 years 59.23(8), Stats. W
log forms
o. Exercise logs 8 years 59.23(8), Stats. W
p. Phone logs 8 years 59.23(8), Stats. W
q. Huber rules forms 8 years 59.23(8), Stats. W
r. Jailer logs 8 years 59.23(8), Stats. W
s. Daily cell block 8 years 59.23(8), Stats. W
check sheets
t. Medical records 8 years 59.23(8), Stats. W
DOC 348.09(2)
u. Booking sheets permanent N/A
3. Detective Division
a. Ordinance violation 2 years W
citations
b. Arrest records 8 years 59.23(8), Stats. W
c. Incident records 10 years 59.23(8), Stats. W
d. Evidence cards 10 years 59.23(8), Stats. W
4. Patrol Division
a. Uniform traffic 1 year after W
citations - closed, disposed
or canceled
b. Work schedules 7 years W
c. Wisconsin accident 8 years 59.23(8), Stats. W
reports
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AA. SURVEYOR
1. Section Corner Permanent 59.60(a) N/A
Monument location
documentation
AB. TREASURER
1. General receipts and 7 years 59.715(17), Stats. W
settlement receipts
2. Municipal tax rolls 15 years 59.717(2), Stats. N
(See also "Planning &
Development")
3. Balancing reports 3 years W
4. Audit letters 3 years W
5. Accounts payable /detail 3 year W
listing /check register (copies)
6. Journal entries, resolu- 3 years W
tions, general receipts,
treasurer's cash
7. General receipts combined 3 years W
8. Bank reconciliations 7 years W
9. Outstanding checks 7 years W
10. Check register 7 years W
11. Deposit tickets 1 year after audit W
12. Bank credit /debit notices 1 year after audit
W
13. Cash drawer 1 year after audit
reconciliations W
14. Tax receipts 15 years 59.715(16), Stats. W
15. All other receipts of 7 years 59.715(17), Stats. W
county treasurer
16. Certified special After assessment col -
assessment roll W
lected or 7 years,
whichever is longer
17. Statement of new 5 years
special assessments W
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18. Special assessment Until all assessments W
payment register collected or 7 years,
whichever is longer
AC. UNIVERSITY EXTENSION No records covered at this time.
AD. VETERANS SERVICE OFFICE
1. Regulations Until superseded W
2. Military separation Permanent N/A
records of veterans
3. News releases 6 year W
4. Grave registration files Permanent (Suggest micro- N
film after 6 years)
5. Veterans' benefit case 2 years after inactive N
files
6. Wisconsin Department of Until superseded W
Veterans' Affairs bulletins
AE. ZONING OFFICE
1. Aerial photographs Until superseded N/A
2. Permit applications Permanent N/A
3. Code compliance and Permanent N/A
inspection reports
4. Permit ledger 3 years W
5. Board of Adjustment Permanent N/A
decisions and supporting
documentation
6. Certified surveys Permanent N/A
V. DESTRUCTION AFTER REQUEST FOR INSPECTION. 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
Section 19.37, Stats., the requested record may not be destroyed until a court order is issued and all
appeals have been completed. See Section 19.35(5), Stats.
VI. DESTRUCTION PENDING LITIGATION. No record subject to pending litigation shall be destroyed
until the litigation has been resolved.
VII. MICROFILMING OR OPTICAL DISK STORAGE OF DEPARTMENT RECORDS. Departments may
keep and preserve public records through the use of microfilm or optical disk storage providing that
the applicable standards established in Sections 16.61(7) and 16.612, Wis. Stats. respectively are met.
Departments should consider factors such as retention periods and estimated costs and benefits of
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converting records between different media in deciding which records to microfilm or store on optical
disk. After verification paper records converted to either microfilm or optical disk storage should be
destroyed. The retention periods identified in this ordinance apply to records in any media.
VIII. REVIEW AND APPROVAL BY PUBLIC RECORDS AND FORMS BOARD. This chapter has been
r eview ed a nd approv by the Public Re a nd Fo B
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