§ 37.13 RECORD RETENTION SCHEDULE.

   Public records not identified in this Records Retention Schedule shall be retained seven years in accordance with Wis. Stats. § 19.21(5)(c), and this code, and may then be destroyed subject to SHSW authorization.

	Retention Period	SHSW
(1) General Administrative Records.
(a) Village Board Minutes	P or notify SHSW	N/A
(b) Village Committees Minutes	P or notify SHSW	N/A
(c) Ordinances and Resolutions (Wis. Stats. § 66.103)	P or notify SHSW	N/A
(d) Affidavits of publication of Ordinances	P	N/A
(e) Policies and Procedures	P	N/A
(f) Insurance Policies	P	N/A
(g) Legal Opinions	P	N/A
(h) Audio Tapes of Board Meetings	1 year
(i) Oath of Office	5 years after term of office has ended	W
(j) Correspondence	7 years	W
(k) Meeting Agendas	7 years	W
(l) Municipal Code	P	N/A
(m) Comprehensive Master Plan	P	N/A
(2) Property Records.
(a) Deeds	P	N/A
(b) Opinions of title/abstracts and affidavits or certificates of title	P	N/A
(c) Title insurance policies	P	N/A
(d) Plats and CSMs	P	N/A
(e) Easements	P	N/A
(f) Leases	7 years from termination of lease	W
(3) Licenses and Permits.
(a) All liquor and beer related applications (accepted or rejected) [Wis. Stats. § 125]	4 years	W
(b) License stubs [Wis. Stats. § 125]	4 years	W
(c) Annual report of dog licenses to County Clerk [Wis. Stats. § 174.08]	4 years	W
(4) Elections. [Wis. Stats. § 7.23(1)]
(a) Nomination/Campaign Records:
1. Certificates of caucus	1 year	W
2. Election Campaign Registration Statements (EB-1)	6 years	W
3. Election Campaign Financial Reports (EB-2)	6 years after date of receipt	W
(b) Election Records and Supplies
1. Statement of municipal canvassers	10 years after election and destroy	W
2. Notices	90 days	W
3. Paper ballots	22 months after election (federal)/30 days after other elections	W
4. Inspector statements (EB-104)	90 days	W
5. Tally sheets	90 days	W
6. Applications for absentee ballots (EB-175)	90 days state and local; 22 months federal	W
7. Poll list	2 years and destroy for non-partisan primary or election; 4 years for partisan primary or election	W
8. Registration cards	as long as current	W
9. Cancelled registration cards	4 years after cancelled/deceased	W
10. Voting machine testing tapes	22 months	W
(5) Financial.
(a) Budget and Audit
1. Final budget	P	N/A
2. Audit reports/financial report	P or transfer to SHSW
3. Budget worksheets	3 years	W
(b) Accounts Payable/Purchasing
1. Purchase invoices	7 years-audited	W
2. Bids, successful	7 years after contract expired	W
3. Bids, unsuccessful	1 year after audit	W
(c) Accounts receivable
1. Billings	7 years-audited	W
(d) Books of Original Entry/Posted Ledger
1. General journal	50 years	W
2. Accounts payable journal	50 years	W
3. General ledger	50 years or transfer to SHSW	W
4. Receipts journal	50 years	W
5. Trial balance	2 years	W
(e) Treasurer’s Records
1. Bank statements	7 years	W
2. Cancelled checks	7 years	W
3. Bank reconciliations	10 years	W
4. Investment records	10 years	W
5. Check register	10 years	W
6. Cash receipt books	10 years	W
7. Deposit tickets (duplicate)	1 year after audit	W
(f) Payroll Records
1. Time sheets and support documentation	2 years-audited	W
2. Record of assignments, attachments and garnishments	2 years	W
3. Employee withholding statements (W-4, WT-4)	5 years	W
4. Quarterly Report of Federal Income Tax Withheld (941)/Annual Report (W-3)	5 years-audited	W
5. Wage and tax statements (W-2, WT-9)	5 years-audited	W
6. Fed deposit tax stubs (501)	5 years-audited	W
7. Report of Wisconsin Tax Withheld (WT-6)/Annual Reconciliation (WT-7)	5 years-audited	W
8. Changes in wage and salary rates		W
9. Payroll check reg. and dist. rec.	7 years-audited	W
10. Employee personnel files	7 years after date of termination	W
11. Applications for employment and resumes of persons not hired	6 months after filing of position	W
(g) Borrowing Records/Grant Information
1. Loan application	7 years	W
2. Loan agreements	5 years-final payment	W
3. Community development block grant records completion	7 years from project	W
(6) Public Safety.
(a) Law Enforcement
1. Incident reports	15 years	W
2. Citations	7 years	W
3. Case files	7 years after close	W
4. Log sheets	7 years	W
5. Monthly police reports	7 years	W
6. Work schedules	7 years	W
7. Audio/video tape recordings	7 years	W
(b) Fire Department Records	7 years	W
(c) First Responder Records	7 years	W
(7) Assessment Records/Property Tax Records.
(a) Property Assessment Records
1. Final statement of assessment (PA-521C)	P	N/A
2. Final real prop. and pers. Prop. Assess roll (Wis. Stats. § 70.50)	15 years (provided no forest crop acreage)	N
3. Statement of assessment (PA-521)	life of assessment roll	W
4. Plats/certified surveys	P	N/A
5. Tax exemption reports	10 years	W
6. Master property records of structure	5 years beyond life	W
7. WI R.E. transfer returns	5 years after transfer to Master Record folder	W
8. Copies of deeds/bldg. permit applications	1 year after transfer to Master Record folder	W
9. Notice of increased assessment	5 years; 7 years after appeal	W
10. Assessor’s final report	5 years	W
11. Assessors personal property	5 years	W
12. State shared aid payment notices	6 years-audited	W
13. Levy worksheets/certification	5 years	W
14. Treasurer’s tax settlement	7 years	W
(8) Summary Worksheet and Final Report
(a) Index of Owners	until superseded	W
(b) Board of Review
1. Form of objection to property assessment and supporting documents	7 years after final action of Board and appeal	W
2. Notice of determinations	7 years after final action by Board	W
3. Proceedings on audio tapes	7 years after final action or steno notes by Board	W
(c) Special Assessment Records
1. Final resolution	P	N/A
2. Certified special assessment roll	7 years or until all assessments are collected	W
3. Special assessment payment register	7 years or until collected	W
4. Statement of new special assessments (PC-506)	5 years-audited	W
5. Prelim. resltn. and report on special assessments projects	2 years with one copy on file w/public works file	W
6. Waiver of special assessments notice and hearing	1 year after final resolution approved	W
(d) Tax Calculation
1. Real property tax roll	Transferred to county	N/A
2. Personal property tax roll	15 years/transfer- SHSW	N
3. Statement of taxes (PA-632A)	P	N/A
4. State shared aid payment notices	6 years-audited	W
5. Final worksheet for determining allowable levy (SL-202)	5 years-audited	W
6. General property tax credit certification (PC-201)	5 years-audited	W
7. Explanation of property tax certification (PC-201A)	5 years-audited	W
8. Statement of sewer service charges (PC-503 and PC-504)	5 years-audited	W
9. Tax levy certification of school district (PI-1508)	3 years-audited	W
10. Certificates of apportionment	3 years-audited	W
(e) Tax Collection
1. Statement of unpaid taxes	Retain w/tax roll	N/A
2. Treasurer’s settlement (PC-501)		W
3. Tax settlement receipt (PC-502)		W
(9) Public Works and Engineering.
(a) Water, storm and sanitary sewer main maps	P	N/A
(b) Village maps	P	N/A
(c) Structure plans for municipal buildings and bridges	Life of structure	W
(d) Aerial photos	Until superseded	N
(e) Project Contracts and Records
1. Master project files	20 years	N
2. Blueprints	Until superseded by as-built tracings	W
3. As-built tracings	Life of project	N
4. Bids	7 years; 2 years for unsuccessful bidders	W
5. Bid tabulations	2 years	W
6. Bid bond	7 years from project completion; 2 years for unsuccessful bidder	W
7. Bidder’s proof of responsibility	7 years from project completion; 2 years for unsuccessful bidder	W
8. Affidavit of organization and authority	7 years from project completion; 2 years for unsuccessful bidder	W
9. Performance bond	7 years-project completion	W
10. Contracts	7 years-project completion	W
(f) Streets/Sidewalks
1. Maintenance and repair records	25 years	W
2. State Highway Aids program records	7 years-audited	W
(g) Equipment Records
1. Equipment and vehicle inventory ledger	Life of equipment	W
2. Vehicle maintenance records	Life of equipment	W
3. Vehicle expense and usage reports	Life of equipment	W
(h) Parks
1. Master plans	P	N/A
2. Land acquisition, deeds	P	N/A
3. Improvements	P	N/A
4. Maps/plats/aerial photos	P	N/A
5. Park recreation equipment, purchase records	7 years	W
6. Reservation requests	1 year	W
(10) Development Projects.
(a) Residential/Commercial Developments
1. Plat maps-preliminary	Until superseded by final
2. Plat maps-final	P	N/A
3. Certified surveys	P	N/A
4. Developers agreements	P	N/A
5. Annexations plats	P	N/A
6. Assessor’s plats	P	N/A
7. House number and address	change file	N/A
(b) Residential/Commercial Buildings
1. Building permits and applications	P	N/A
2. Building plans	P	N/A
3. Code compliance inspection reports	P	N/A
4. Certificate of occupancy	Until superseded	W
5. Energy calc. worksheets	3 years	W
6. State approved commercial building plans	4 years	W
(11) Utilities. (All records retention controlled by the PSC)
(a) Sewer/Water Billing Records
1. Customer paid bills	5 years-audited	W
2. Disconnect notices	3 years	W
3. Request to declare medical emergency	3 years	W
4. Meter reading sheets	5 years	W
5. Statement of sewer service charge	7 years	W
6. Customer billing register	5 years-audited	W
7. Customer complaints	6 years	W
8. PSC reports/corresp.	15 years	W
9. Sewer rate notices	1 year	W
10. Payment stubs	2 years	W
11. Filed rates and rules	P	N/A
(b) Utility Operations
1. Well inspection reports	P	N/A
2. Well application approvals	P	N/A
3. Pumpage reports	15 years or 3 years after source is abandoned	W
4. Water sampling reports (Wis. Adm. Chpt. NR 811.05)	5 years	W
5. Meter test records (PSC 185.46)	6 years	W
6. Meter history records	Life of the meter or 6 years	W
7. Pressure records	6 years	W
8. Well operator’s permit	6 years	W
9. Well abandonment permit	6 years	W
10. Pump repair records	Life of equipment	W
11. Interruption records	6 years	W
12. Cross connection insp. report	P	N/A
13. Discharge monitoring report (DMR) (waste water, solid discharge)	10 years	W
14. DNR Maintenance compliance report (CMAR)	10 years	W
15. TV sewer inspect records	Until superseded	W
(12) Electronic Correspondence.
(a) E-mails	*minimum of 120 days	W
*records, which pertain to a program or function, should be filed according to the retention period for that program/function.

 

(Ord. 38-07, passed - -07)