For the purpose of this chapter, the following definitions shall apply unless the context clearly indicates, or requires, a different meaning.
ACTUAL COST. The total cost of personnel, including wages, fringe benefits, and all other benefits and overhead related to the time spent in search of records, plus all expenses for paper, copier time, electronic media, depreciation, and other supplies.
AUTHORITY. Any of the following village entities having custody of a village 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.
DISPOSITION/DESTRUCTION. Physical destruction of obsolete records by shredding, burning, or in the case of electronic records, by deleting from, reformatting, or destroying the tapes, disks, or other electronic media on which the record is stored.
LEGAL CUSTODIAN. The officer, department head, division head, or employee of the village designated under § 3-3-3 or otherwise responsible by law to keep and preserve any village records or file, deposit, or keep such records in his or her office, or is lawfully in possession or entitled to possession of such public records and who is required by this section to respond to requests for access to such records.
RECORD. The meaning given in Wis. Stats. § 19.32(2), namely: any material on which written, drawn, printed, spoken, visual, or electromagnetic information or electronically generated or stored data is recorded or preserved, regardless of physical form or characteristics, that 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, optical discs, and any other medium on which electronically generated or stored data is recorded or preserved. 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 that 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 that are available for sale, or that are available for inspection at a public library.
RECORD RETENTION AND DISPOSITION SCHEDULE. The list of records set forth in § 3-3-10, which specifies the legal custodians and the resolution period for each type of village records.
RETENTION PERIOD. The length of time after creation which each type of village record shall be retained before disposition/destruction, pursuant to § 3-3-9.
(Ord. 3-3-1 to 3-3-9, passed 4-18-2016)