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Chapter 1.2, Page 6 1.2 RECORDS MANAGEMENT AND RETENTION ORDINANCE OF DOUGLAS COUNTY THE COUNTY BOARD OF SUPERVISORS OF THE COUNTY OF DOUGLAS DOES ORDAIN AS FOLLOWS: That Ordinance #1.2 of the Douglas County Code of Ordinances is hereby repealed and recreated to read: SECTION I. DECLARATION OF POLICY The creation and upkeep of records by the agencies and departments of Douglas County requires the establishment of policies to regulate the maintenance, retention and disposal of records. The purpose of this chapter is to establish a County records retention schedule and authorize destruction of county records pursuant to a uniform schedule. Records custodians may destroy a records prior to the time set forth in the schedule only if such a record has been reproduced as an original record pursuant to '16.61(17) or '16.612, Wis. Stats. Any record not covered by this chapter or any other regulation or law shall be retained seven years unless the record is added by amendment to the ordinance and the shorter period is approved by the State Public Records Board. SECTION II. SHORT TITLE This ordinance shall be known and cited as the Records Management and Retention Ordinance of Douglas County. SECTION III. HISTORICAL RECORDS The state Historical Society of Wisconsin (SHSW) has waived the required statutory sixty (60) day notice under '19.21(5)(d) Wis. Stats., for any record marked AW@. SHSW must be notified prior to destruction of any record marked AN@. Notice is also required for any record not list in this ordinance. AN/A@ indicates not applicable and applies to any county record designated for permanent retention. SECTION IV. DEFINITIONS 1. ALegal Custodian@ means the individual responsible for maintaining records pursuant to ' 19.22 Wis. Stats. 2. ARecord@ is defined in '19.32(2) Wis. Stats. SECTION V. RETENTION OF RECORDS ---PAGE BREAK--- Chapter 1.2, Page 7 1. GENERAL RECORDS: The following records are maintained by the various departments in the county and are subject to uniform regulation unless otherwise specified. Unless specifically waived by them, the SHSW must receive written notice at least 60 days prior to the destruction of the following records pursuant to '19.21(5)(d). The retention period and authority for each record are as follows: RECORD RETENTION AUTHORITY W-N-N/A Contracts, leases, agreements, notices of taking bids Seven years after the last effective day thereof '59.52(4)(a)(10) WS W Insurance policies a. Claims b. Master Contracts See Administrative Coordinator section N/A Canceled checks *Seven years '59.52(4)(a)(16) WS W Receipts Seven years W Accounts payable - purchasing invoices/vouchers/detail listing/vendor listing Seven years W Accounts receivable/receipts Seven years W Receipt Journals Seven years W Vouchers/order register Seven years General journal *Seven years N Construction plans for county buildings & bridges Life of Structure N Blueprints Until superseded by as-built tracings N As-built tracings Life of Project N Personnel Records See Personnel section W Warranty records Life of product or end of warranty, whichever occurs first W Any record subject to litigation, claim or other action Until permission to destroy obtained from Corporation Counsel N/A ---PAGE BREAK--- Chapter 1.2, Page 8 Citations (copies) Two years W Correspondence Three years W Purchase Orders Seven years W Bids & proposals, successful Seven years after contract expiration W Bids & proposals, unsuccessful One year after audit W Public Works contracts a. Notice to contractors Successful bidders Unsuccessful bidders Seven years Two years W b. Bidder=s proof of responsibility Successful bidders Unsuccessful bidders Seven years Two years W c. Bids Successful Unsuccessful bidders Seven years after project completion Two years W d. Affidavit of organization & authority Successful bidders Unsuccessful bidders Seven years after completion of project Two years W e. Bid Tabulations Seven years after completion of project W f. Performance Bond Seven years after completion of project W Contract Seven years after completion of project W Master project files Twenty (20) years W * Time reduced to two years if the original records are maintained in the Clerk or Treasurer=s Office. 2. ADMINISTRATIVE COORDINATOR RECORDS ---PAGE BREAK--- Chapter 1.2, Page 9 RECORD RETENTION AUTHORITY W-N-N/A Workers Compensation & Liability Claims Twelve (12) years after closure W General Liability & Property Damage Claims Three years after closure W 3. BUILDINGS AND GROUNDS RECORDS RECORD RETENTION AUTHORITY W-N-N/A Blueprints Permanent or until building disposed of N/A Construction files, shop drawings Permanent N/A Equipment & machine maintenance records Life of equipment W Equipment & furnishings= inventories Until superseded W Property inventory Until superseded W Receipts from County Treasurer Two years or until audited, whichever is sooner W Keying List/Access Cards Permanent or until superseded W Material data sheets - non toxic substances - toxic substances Seven years after product used up -Thirty (30) after product used in the workplace W Security files/incident reports Five years W 4. CHILD SUPPORT RECORDS ---PAGE BREAK--- Chapter 1.2, Page 10 5. CORPORATION COUNSEL RECORDS RECORD RETENTION AUTHORITY W-N-N/A Case files/non-litigation Three years W Case files/litigation Three years after closure or when appeal time has run, whichever is longer or per SCR W Legal memoranda Three years W Formal legal opinions Permanent W 6. COUNTY CLERK RECORDS RECORD RETENTION AUTHORITY W-N-N/A Notice of tax apportionment received from Secretary of State Three years '59.52(4)(a)(1) WS W Copies of notices of tax apportionment sent to local taxing districts Three years '59.52(4)(a)(2) WS W Lists of Town, City & Village officers certified to County Clerk After the date of expiration of term listed '59.52(4)(a)(4) WS N Official bonds Six years '59.52(4)(a)(8) WS W Claims paid by county & supporting papers Seven years '59.52(4)(a)(9) WS W Reports of town treasurers on dog licenses sold Three years '59.52(4)(a)(11) W RECORD RETENTION AUTHORITY W-N-N/A Expenditure reports & supporting documentation Seven years 45 CFR 74.20-74.24 W Statistical reports & supporting documentation Seven years 45 CFR 73.20-74.25 N Client/case records including client/attorney information Seven years after closure W Records of required client notification Seven years 45 CFR 73.20-74.25 W ---PAGE BREAK--- Chapter 1.2, Page 11 & records of dog licenses issued WS Copies of receipts issued by treasurer Four years or until audited, whichever is earlier '59.52(4)(a)(12) WS W Copies of notices to town assessors setting out lands sold & owned by the county Three years '59.52(4)(a)(13) WS W Oaths of office Seven years '59.52(4)(a)(17) WS W Marriage license applications & supporting papers Ten (10) years '59.52(4)(a)(19) WS W Original papers, resolutions, ordinances & reports appearing in county board proceedings Six years after date of publication '59.52(4)(b)(1) WS N Committee minutes Six years after date of publication '59.52(4)(c)(1) WS N Supervisory district plan & map Until next apportionment W Journal of proceedings Six years after date of publication N Canceled voter registration cards Four years after cancellation '7.23(1)(c) WS W Election financial reports; election financial registration statements Six years '7.23(1)(d) WS W Registration & poll lists: non-partisan primary or election partisan primary or election non-partisan & partisan before 1940 Two years Four years Notify SHSW '7.23(1)(e) WS W Federal election records other than registration cards Twenty-two (22) months '7.23(1)(f) WS W Detachable recording units & compartments on electronic voting machines Fourteen (14) days after primary & Twenty-one (21) days after any other election Clear or erase after transfer to a disk or other recording medium '7.23(1)(g) WS W Disk or other recording medium containing Election financial reports; election financial registration statements Twenty-two (22) months after date of election '7.23(1)(g) WS W ---PAGE BREAK--- Chapter 1.2, Page 12 Any election ballots Thirty (30) days after election '7.23(1)(h) WS W Official election canvasses Ten (10) years after election '7.23(1)(I) WS W Election notices, proofs of publication & correspondence One year after date of election unless contested, then by court order '7.23(1)(j) WS W All other election materials & supplies Ninety (90) days after election '7.23(1)(k) WS W Records transferred by a registrant who submits a dissolution report after primary & general elections Three years after their last election '10.74(8)(e) WS W All accounts of county & books of account Seven years W Payroll registers, other payroll reports, & social security & retirement earning reports Ten (10) years W Withholding allowance certificates, employee wage & tax statements, & other tax records Seven years W Time cards, attendance records, salary schedule Seven years W Insurance records Seven years W Garnishment records Seven years W Rough work papers used in payroll calculations Three years W Unemployment compensation records Three years W Retirement records Eight years after end of service W Deferred compensation payment records Eight years after end of service W ---PAGE BREAK--- Chapter 1.2, Page 13 7. COURT RECORDS (Circuit Courts, Court Commissioner, Clerk of Court, Register in Probate) All records maintained by the Clerk of Court, Register in Probate, Juvenile Court 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 section 1, General Records, of this Ordinance. RECORD RETENTION AUTHORITY W-N-N/A Records of child in shelter care Until child=s twenty-first (21) birthday except permanent register of names of children & dates of admission & release HSS 59.07(3)(b) W Juvenile secure facility records Ten (10) years after eighteenth (18) birthday HSS 346.13 & SCR 72 W 8. DATA PROCESSING RECORDS. 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. Where no other departmental guidelines apply, the below-guidelines control. RECORD RETENTION AUTHORITY W-N-N/A Daily Back-ups Fifteen (15) business days N/A Back-ups One year N/A Annual Back-ups Ten (10) years N/A Special Back-ups (end of tax processing, etc...) Seven years N/A Telephone records: System call records System back-up records Six months Fifteen (15) days N/A 9. DISTRICT ATTORNEY AND VICTIM WITNESS RECORDS. District Attorney records are governed by state record retention schedules - Reference RDA 475/142 through 475/148. Call the Public Records Board at [PHONE REDACTED] or the State Prosecutors Office at [PHONE REDACTED] for information on retention and disposal of these records. ---PAGE BREAK--- Chapter 1.2, Page 14 10. EMERGENCY MANAGEMENT RECORDS RECORD RETENTION AUTHORITY W-N-N/A Federal Emergency Management Agency Grants Seven years W State SARA Title III Grants Seven years W Emergency Response Plans Until updated W 11. FINANCE RECORDS RECORD RETENTION AUTHORITY W-N-N/A All accounts of county & books of account Seven years W General ledger Fifteen (15) years N Bank statements Four years W Canceled bonds, coupons & promissory notes Until audited W Bond & coupon record book, general obligation bonds Thirty (30) years after bond issue expires or following payment of all outstanding matured bonds, notes, coupons, whichever is later W Balancing reports Four years W Payroll registers, other payroll report, & social security & retirement earnings reports Ten (10) years W Withholding allowance certificates, employee wage & tax statements, & other tax records Seven years W Time cards, attendance records, salary schedule Seven years W Insurance records Seven years W Garnishment records Seven years W Rough work papers used in payroll calculations Three years W ---PAGE BREAK--- Chapter 1.2, Page 15 Unemployment compensation payment records Three years W Retirement records Eight years after end of service W Deferred compensation payment records Eight years after end of service W Equipment & furnishings inventories Until superseded W Property inventory Until superseded W Investment records Six years W Notices of tax apportionment from Secretary of State Three years W Copies of notices of tax apportionment sent to local taxing districts by County Clerk Three years W Illegal tax certificates charged back to local tax districts Three years after charging back W Check register/treasurer cash Seven years W Journal entries & any audits or journal entries Seven years W General ledger, trial balance Seven years W Inventory Until superseded W Budget, vendor listing, payables Three years W 12. FORESTRY RECORDS RECORD RETENTION AUTHORITY W-N-N/A Master park plan (Five year plan) Until superseded N/A Aerial photographs Permanent N/A Committee agendas & summaries Six years N Citation & park patrol records Two years W Guidebooks & trail information Until updated or no longer useable W ---PAGE BREAK--- Chapter 1.2, Page 16 Wisconsin Conservation Corps projects/crew information Three years W Annual work plans Five years W Dam information Permanent N/A Equipment & vehicle registration reports Until equipment & vehicles disposed of W General information Until updated W Land use permits, easements Permanent N/A Land acquisition - deeds, abstracts Permanent N/A Timber sale contracts (bid openings, etc.) Seven years W Construction contracts Seven years W County forest plan (Ten (10) year plan) Ten (10) years N Records of bounty claims forwarded to DNR One year '59.52(4)(a)(3) WS W DNR agreements Seven years W 13. HEALTH DEPARTMENT RECORDS RECORD RETENTION AUTHORITY W-N-N/A I. Administrative Records W Mission Statement, philosophy, purpose Seven years '19.21 WS W Agency goals, objectives short & long term strategic plans Seven years '19.21 WS W Agency evaluation Seven years '19.21 WS W Job descriptions, other personnel records Seven years '19.21 WS W Incident/Injury Reports Seven years W Inventories: facility & equipment Seven years '19.21 WS W Program policies, procedures Seven years '19.21 WS W Daily activities reports Seven years '19.21 WS W ---PAGE BREAK--- Chapter 1.2, Page 17 Fiscal records, accounting, billing, budget Seven years W Taped meeting minutes Ninety (90) days after approval & publication '19.21 WS W Grants Seven years or unless otherwise specified W Inventory or non-expendable personal property Seven years after disposal of property '19.21 WS W Meeting Agendas/Minutes Seven years '19.21 WS W Annual Reports Permanent W General Correspondence Seven years W W.I.C. Three full fiscal years plus one hundred-fifty (15) days 7 CFR 246.25 W II. Client and/or Family Care Records W Birth Certificate Information Not longer than one year '69.20(3)(c) WS W Client Record/Patient Care Record Seven years, records of minors will be retained five years after minor reaches 18 years of age. '19.21 WS W Family Care Record Seven years, records of minors will be retained five years after minor reaches 18 years of age. '19.21 WS W Health Check/Well Child Seven years, records of minors will be retained five years after minor reaches 18 years of age. '19.21 WS W Short Term Record Seven years, records of minors will be retained five years after minor reaches 18 years of age. '19.21 WS W Care Coordination Seven years, records of minors will be retained five years after minor reaches 18 years of age. '19.21 WS W ---PAGE BREAK--- Chapter 1.2, Page 18 Home Care Records Six years after the month the cost report is filed with the intermediary. Records to be maintained for six years even if Home Health Care discontinues program. W III. Communicable Disease Records W Immunization Record Seven years, records of minors will be retained five years after minor reaches 18 years of age. '19.21 WS W Signature of person to receive vaccine or person authorized to make request for immunization Ten (10) years, records of minors will be retained five years after minor reaches 18 years of age. W Immunization Administration Record Permanent National Childhood Injury Act of 1986, s. 2125 PHS Act at 42 U.S.C. '300aa-25 (Supp.1987) W Communicable Disease Reports (4151) - Local Copy (Original to State Epidemiologist) Seven years, records of minors will be retained five years after minor reaches 18 years of age. W STD Report (4343) - Local copy (Original to State Epidemiologist) Seven years, records of minors will be retained five years after minor reaches 18 years of age. W Communicable Disease Outbreak Records [DOH 4142 (Rev. 8/86) & is complete DOH 9081] (Original to State Epidemiologist) Until investigation is complete W Hep. B/TB Case Records Thirty (30) years beyond severance W IV. Community Education N Curriculum Seven years N Educational Materials Seven years N Program Materials Seven years N ---PAGE BREAK--- Chapter 1.2, Page 19 Evaluation Seven years N V. Environmental Health Records W Licensed Establishments Inspection Reports Three years W Variance Approvals Permanent W On-Site Waste Hold until system is abandoned W Well/Septic Permits Hold until system is abandoned W Water Sample Reports Seven years W Health Hazard Investigations Seven years W 14. HIGHWAY RECORDS RECORD RETENTION AUTHORITY W-N-N/A Machinery, time sheets One year after machinery replaced W Permits Permanent N/A State gas reports Three years W Accident reports (copies) Three years W Insurance reports (copies) Three years W Stock control records Two years W Fuel usage records Two years W Heavy equipment & vehicle inventory ledger Until superseded W Vehicle maintenance histories Life of vehicle W Vehicle usage reports Two years W Drug & Alcohol testing records Two years W 15. HUMAN SERVICES RECORDS (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) ---PAGE BREAK--- Chapter 1.2, Page 20 RECORD RETENTION AUTHORITY W-N-N/A 1. Administrative Records W Mission statement, philosophy, purpose Seven years '19.21 WS W Agency goals, objectives, short & long term strategic plans Seven years '19.21 WS W Agency evaluations Seven years '19.21 WS W Job descriptions, other personnel records Seven years '19.21 WS W Personnel complaint files One year W Incident/Injury Reports Seven years/One year after settlement W Inventories: facility & equipment Seven years '19.21 WS W Program policies, procedures Seven years '19.21 WS W 2 Fiscal records, accounting, billing, budget Ninety (90) days after approval & publication '19.21 WS W Grants Seven years after disposal of property '19.21 WS W Inventory or non-expendable personal property Seven years '19.21 WS W Meeting Agendas/Minutes Seven years '19.21 WS W Annual Reports Permanent W General correspondence Seven years W Ch. 49 case records & other materials of all public assistance kept as required If no payments have been made for at least three years & a face sheet & financial record or payments for each aid account are preserved in accordance with rules adopted by DHSS, set out below N ---PAGE BREAK--- Chapter 1.2, Page 21 a. Open public assistance case records: All data forms: case determination sheets worksheets; medical assistance certification sheets; sheets which document the verification of changeable items, such as income or health status; correspondence to & from applicants & recipients; & any other document needed to support income maintenance agency decisions Sheets which document the verification of unchangeable items, such as social security numbers, birth dates & citizenship Financial record for all payments not on file in CRN Keep for most recent six year period As long as case is open As long as case is open HSS245.03(1)(a) HSS245.03(1)(b) HSS245.03(1)(c) W W W b. Closed public assistance cases & denied cases: Records specified in 1.a(1) above Most recent data form, records specified in 1.a(2) above & materials relating to any lack of cooperation on the part of the recipient Most recent data form & record specified in 1.a(2) above Thirty-six (36) months following the date of closing Six years from date of closing Thirty-six (36) months from date of denial HSS245.03(2)(a) HSS245.03(2)(b) HSS245.03(2)(c) N N W 3. Fraud referral records a. Unfounded b. Founded-referred to D.A. c. Founded - other Three years after determination; recommend micro- filming essential inform- ation Seven years after determination; recommend microfilming essential information Five years after determination; recommend microfilming essential information HSS 245.03 HSS 245.03 HSS 245.03 W W W 4. Third-party recovery records One year after case closure; recommend microfilming essential information W ---PAGE BREAK--- Chapter 1.2, Page 22 5. JOBS participant records Retain closed JOBS participant records for a minimum of seven years from the last date of JOBS eligibility DHSS Admin. Memo 94-18 W 6. Social service case files a. State required case documentation; initial contact sheet; notice of agency action; social services fact sheet; social services agreement; social services narrative; financial information; any other records documenting client eligibility & activity b. State required & county developed case documentation; assessment or diagnostic forms; records & narratives; social & medical histories; copies of court reports pertinent to case; release of information forms; client or service agreements; forms & docu- mentation of eligibility or financial status Three years after case is closed Three years after case is closed DHSS Memo 82-1A DCS Memo 92-12 W W c. Social service records for cases opened for services; applications; referral actions not resulting in case opening; miscellaneous requests & correspondence about individual clients from consumer & other agencies which do not result in case opening One year after final action/determination DCS Memo 92-12 W 7. Protective Payee records Seven years W 8. Case management files Seven years W 9. Payee miscellaneous documents Three months after audit completed W 10. Child-placing agency records a. A register identifying information about children accepted for service or placement b. Individual case records for each child served & his/her family c. Individual foster home records for each foster home used by the agency, which includes signed applications & agreements d. Individual records of studied adoptive applicants Permanent Seven years after case closed Seven years Seven years HSS 54.05(2)(a)1 N/A W W ---PAGE BREAK--- Chapter 1.2, Page 23 e. Licensing & certification records for in- home & family day care; adult family homes; foster homes; & group foster homes for children; application or other re- quest forms; inspection & observation check lists; correspondence; other documentation relating to licensing or certification; approved license or certificate f. Licensing & certification records for above types of facilities where license or certificate was not approved g. Adoption records; county agencies providing child welfare services under '48.56 or child- placing agencies licensed under '48.60, should follow the detailed procedures for adoption information search & disclosure detailed in HSS 53 Two years after the license or certificate is no longer active One year after final action/determination Permanent DCS Memo 92-12 DCS Memo 92-12 HSS 53.07(1) W W N/A 11. Third-party recovery records Seven years W 16. LAND INFORMATION RECORDS RECORD RETENTION AUTHORITY W-N-N/A Assessors plats Permanent N/A Water quality approval letters Permanent N/A Parcel maps for tax records Until superseded W Hauler licenses/applications Two years after renewal W County Development Plan Until superseded N Land Information Plan Until superseded N Report of functional jurisdiction of roads Ten (10) years or until next report received W Certified mileage lists Until next list received W Town plats Three years W Aerial photographs Until superseded N Award of damage for scenic rights Until recorded W Relocation orders/maps Retain latest revision for each project W Waste Management Plan Until superseded W ---PAGE BREAK--- Chapter 1.2, Page 24 17. MEDICAL EXAMINER RECORDS RECORD RETENTION AUTHORITY W-N-N/A Homicide or suspicious death investigation case files Seventy-five (75) years N Other investigation case files Seven years unless subject litigation & then until litigation resolved W 18. PERSONNEL RECORDS RECORD RETENTION AUTHORITY W-N-N/A Department training records Seven years W Performance evaluations & medical records Six years W EEO-4 reports, Seven years W Obsolete job descriptions & any personnel or employment records made or kept, including but not limited to application forms or test papers by applicants & other records or decisions pertaining to hiring, promotion, demotion, transfer, layoff or termination, terms of compensation, & selection or training Four years except where a charge of discrimination has been filed; all personnel records relevant to a charge or action shall be retained until final disposition of the charge or the action W Union contracts & grievance, mediation & arbitration records Permanent N/A Individual employee personnel files Seven years after termination W Directives & policies Seven years after being updated or terminated W ---PAGE BREAK--- Chapter 1.2, Page 25 19. REGISTER OF DEEDS RECORDS In addition to the below-stated records and retention periods, Douglas County, by specific Adoption, does hereby incorporate by reference and attachment of Attachment A, the General Records Retention Schedule for Register of Deeds as put forth by the Public Records and Forms Board and the State Historical Society. RECORD RETENTION AUTHORITY W-N-N/A Deeds Permanent or listing of when & where recorded N/A Certified surveys Permanent N/A Abstracts & certificates of title, title insurance policies Permanent or as long as land owned N/A Plats Permanent N/A Obsolete documents pertaining to chattels, including final books of entry Six years with county board approval W 20. SHERIFF RECORDS RECORD RETENTION AUTHORITY W-N-N/A 1. Process Division: a. Attorney letters Seven years W b. Form 50's Seven years W c. Transport records Seven years W d. Proof of Service Seven years W e. Correspondence instructing civil process service Seven years W f. Process receipt print-outs Seven years W g. Process deposit receipts Seven years W 2. Jail Division: a. Dockets, daily jail records Eight years '59.27(8) WS N b. Cash books Eight years W c. Check books Seven years W d. Ledger sheets Seven years W ---PAGE BREAK--- Chapter 1.2, Page 26 e. Account work sheets Seven years W f. Meal books Seven years W g. Canteen sheets Seven years W h. Visit log Seven years W I. Menus Seven years W j. Jail billing Eight years '59.27(8) WS W k. Bond receipts Eight years '59.27(8) WS W l. Daily bond Eight years '59.27(8) WS W m. Inmate files: Disciplinary forms Huber revocation forms Employer information forms Employer job search Verification sheets Court Orders Eight years after release of inmate '59.27(8) WS DOC 348.09(1) DOC 348.09(3) W n. Daily work location forms Eight years '59.27(8) WS W o. Inmate daily activity log forms Eight years '59.27(8) WS W p. Exercise logs Eight years '59.27(8) WS W q. Telephone logs Eight years '59.27(8) WS W r. Huber rules forms Eight years '59.27(8) WS W s. Jailer logs Eight years '59.27(8) WS W t. Daily cell block check sheets Eight years '59.27(8) WS W u. Medical records Eight years '59.27(8) WS DOC 348.09(2) W v. Booking sheets Permanent N/A 3. Detective Division a. Ordinance violation citation Two years W b. Arrest records Eight years '59.27(8) WS W c. Incident records Ten (10) years '59.27(8) WS W d. Evidence cards Ten (10) years '59.27(8) WS W ---PAGE BREAK--- Chapter 1.2, Page 27 4. Patrol Division a. Uniform traffic citations One year after closed, disposed or canceled W b. Work schedules Seven years W c. Wisconsin accident reports Eight years '59.27(8) WS W 5. Dispatch a. Incident record Ten (10) years W b. Telecommunicator=s radio One hundred-twenty (120) days W c. Audio tapes One hundred-twenty (120) days W 21. SURVEYOR RECORDS RECORD RETENTION AUTHORITY W-N-N/A U.S. Geological survey maps Until next set of maps received W Section Corner Monument Location documentation Town Monument Certification Permanent Until changed or updated '59.45 WS '59.60 WS '59.63(2b)(7) WS '60.84(2), WS '60.84(4) WS N/A Bulkhead Line Maps Until changed or updated '30.11(3) WS N/A Official Map Certification Until changed or updated '62.23(6)(b) WS N/A Annexation/Detachment Plats Until changed or updated '66.021(8); '66.022 WS N/A Assessor=s Plat Until changed or updated '70.27 WS N/A County Highway Widening Plan Until changed or updated '157.07(5) WS N/A Cemetery Plats Cemetery Plat Court Orders Until changed or updated Until changed or updated '157.07 WS '157.07(5) WS N/A Subdivision Plats Subdivision Replats Subdivision Plat Court Orders Until changed or updated Until changed or updated Until changed or updated '236.25 WS '236.36 WS '236.44 WS N/A ---PAGE BREAK--- Chapter 1.2, Page 28 Correction Instruments Until changed or updated '236.295 WS N/A Certified Survey Maps Until changed or updated '236.34 WS N/A Condominium Instruments Until changed or updated '703.07 WS N/A Property Survey Maps Until changed or updated A-E 7.05(7) N/A PLSS Monument Records Until changed or updated A-E 7.08(1) N/A 22. TAX LISTER RECORD RETENTION AUTHORITY W-N-N/A Crop reports by local assessors Three years '59.52(4)(a)(5) WS N Mill rates from towns Two years W 23. TREASURER RECORDS RECORD RETENTION AUTHORITY W-N-N/A General receipts & settlement receipts Seven years '59.52(4) WS W Municipal tax rolls Fifteen (15) years '59.52(4)(c)(2) WS N Final real property assessment roll Fifteen (15) years except that no assessment roll containing forest crop acreage may be destroyed without prior approval of the secretary of revenue '59.52(4)(c) WS N Balancing reports Three years W Audit letters Three years W Accounts payable/detail listing/check register (copies) Three years W Journal entries, resolutions, general receipts, treasurer=s cash Three years W General receipts combined Three years W Bank reconciliations Seven years W Outstanding checks Seven years W Check register Seven years W ---PAGE BREAK--- Chapter 1.2, Page 29 Deposit Tickets One year after audit W Bank credit/debit notices One year after audit W Cash drawer reconciliations One year after audit W Illegal tax certificates charged back to local taxing district Three years '59.52(4)(a)(6) WS W Notices of application for taking of tax deeds & certification of non-occupancy, proofs of service & tax certificates filed. Fifteen (15) years '59.52(4)(a)(7) WS W Tax receipts Fifteen (15) years '59.52(4)(a)(14) WS W All other receipts of county treasurer Seven years '59.52(4)(a)(15) WS W Certified special assessment roll After assessment collected or seven years, whichever is longer W Statement of new special assessments Five years W Special assessment payment register Until all assessments collected or seven years, whichever is longer W All accounts of county & books of account Seven years W General ledger Fifteen (15) years N Bank Statements Four years W Balancing reports Four years W Investment records Six years W 24. UNIVERSITY EXTENSION RECORD RETENTION AUTHORITY W-N-N/A Farmland Preservation Certifications Seven years ---PAGE BREAK--- Chapter 1.2, Page 30 25. VETERANS SERVICE RECORDS RECORD RETENTION AUTHORITY W-N-N/A Regulations Until superseded W News releases Two years W Grave registration files (copies) Permanent (suggest microfilm after Six years) N Veteran=s benefit case files Two years after death W Military separation records of veterans Permanent N/A Wisconsin Department of Veterans= Affairs bulletins Until superseded W 26. ZONING RECORDS RECORD RETENTION AUTHORITY W-N-N/A Zoning Map Permanent N/A Zoning Committee records Permanent N/A Wetland & Flood plain preservation maps Permanent N/A Permit applications Permanent N/A Inspection reports for sanitary Permanent N/A Permit records Permanent W Board of Adjustment decisions & supporting documentation Permanent N/A Receipt Books Seven years W Video Tapes Three years W SECTION VI. MOVEMENT OF RECORDS IN EMERGENCY In the event of a natural or otherwise occurring disaster or emergency, the County Clerk shall have the authority to remove any essential records from their customary or designated location and store them in an alternate location whether within or outside Douglas County. The County Clerk shall give due consideration to schedules and other requirements of records maintenance contained in this ordinance. ---PAGE BREAK--- Chapter 1.2, Page 31 SECTION VII. DESTRUCTION AFTER REQUEST FOR INSPECTION No requested record may be destroyed until after the request is granted or Sixty (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. SECTION VIII. DESTRUCTION PENDING LITIGATION No record subject to pending litigation shall be destroyed until the litigation has been resolved. SECTION IX. MICROFILMING OR OPTICAL DISK STORAGE OF DEPARTMENT RECORDS Upon Board resolution, 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, Stats., respectively are met. Departments should consider factors such as retention periods and estimated costs and benefits of 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. SECTION X. SEPARABILITY CLAUSE Should any provision of this Ordinance be held invalid, or unconstitutional. It is intended that all the provisions of this Ordinance have effect separately, and that such holding of invalidity, or unconstitutionality, of one provision of this Ordinance, shall not affect the validity of the other provisions of this Ordinance. SECTION XI. REVIEW AND APPROVAL BY PUBLIC RECORDS AND FORMS BOARD This chapter has been reviewed and approved by the Public Records and Forms Board. SECTION XII. EFFECTIVE DATE This ordinance shall take effect immediately upon passage and publication. Dated this 20th day of January, 2000. ---PAGE BREAK--- Chapter 1.2, Page 32 ATTACHMENT A Records Retention Schedule Register of Deeds The following records are recommended for permanent retention in the Register of Deeds office. Therefore, notification to the State Historical Society is not applicable. If, however, you wish to dispose of any of these records series, the State Historical Society must be notified of this action. RECORDS SERIES RETENTION & AUTHORITY Annexation of territory by a city or village: related records s. 66.021 66.023 (10) Annulment, divorce or legal separation judgment which affects title to real estate or liability for payment of support or maintenance s. 767.255 767.40 Appointment of any guardian or conservator appointed in any other state, district, territory or country together with a duly authenticated copy of the appointment of the special guardian of such minor or incompetent person s. 786.25 Armed forces: registration of all county persons who died in the services of the U.S. armed forces s. 45.35 Articles of incorporation and amendments for mutual associations s. 215.71 Articles of incorporation for capital stock associations and amendments s. 215.61 Articles of incorporation for banking corporation and amendments s. 221.03 Articles of incorporation; charter or patent of incorporation; certificate or organization or association of any corporation or joint stock company, articles of association or organization of any corporation; certificate or resolution for the purpose of amendment; every amendment in any form of the charter, patent, certificate or articles of association or organization or of the name, corporate powers or purposes of any corporation s. 891.20 Assessors' plats and amendments s. 70.27 Authorization to execute conveyances on behalf of a private corporation s. 706.03 Bulkhead line, establishment of or reestablishment of an existing bulkhead line along shore of navigable waters: map, description and ordinance s. 30.11 Business partnership agreements, amendments, articles of dissolution s. 178.39 Cemetery association (non-profit) certification resolutions and copy of proceedings s. 157.062 ---PAGE BREAK--- Chapter 1.2, Page 33 Cemetery plat or map, records: order authorizing the vacating or replatting of the lands, record of a cataloged burial site s. 157.07 157.07 157.70 Census schedules Certificate of authorization to exercise fiduciary powers s. 221.04 Certificate of conversion from a mutual association to a stock association or from a mutual savings and loan holding company to a stock savings and loan holding company. s. 215.58 Certificate reorganizing a mutual association as a mutual savings and loan holding company s. 215.59 Certificates of conversion from a mutual savings bank to a stock savings bank s. 214.685 Certified survey map and corrections of Chattel mortgages s. 236.34 236.295 City condemnation and acquisition of property by cities; including report and plan of improvement, common council resolutions related to property s. 32.55 32.56 32.57 Certificate: showing that a city has established an official map s. 62.23 Condominium instruments: declaration, plats and plans of a condominium and attached exhibits or schedules s. 703.07 Contracts: credit sale of alcoholic dispensing equipment, share croppers s. 125 (33)(2)(e) 241.03 Conveyance and instrument affecting title to land in this state and index s. 706.05 706.05 Cooperatives: incorporation articles; contract between cooperative association and members terminations; weekly listing of all documents concerning cooperatives filed and recorded by secretary of state s. 185.05 185.42 185.42 185.82 Corporate name: record of those using name, amendments, discontinuance s. 134.17 Corporations (misc. non-profit): fraternal societies, VFW posts & affiliates s. 188.06 188.11 Corporations (non-stock): articles of incorporation; articles of merger or consolidation; weekly listing of all non-stock corporation documents filed and recorded by the secretary of state s. 181.32 181.45 181.67 ---PAGE BREAK--- Chapter 1.2, Page 34 Corporations (religious): certificate of establishment; certificate of consolidation; incorporation articles and amendments; dissolution of corporation s. 187.01 187.14 187.16 187.19 (10) Corporations: resolution dissolving domestic corporation s. 182.025 Credit Unions: incorporation articles and amendments; certificate to Credit Union commissioner stating incorporation articles have been filed; commissioner of Credit Union's order or certificate canceling a Credit Union=s charter s. 186.35 186.02 186.38 186.315 Daily report regarding system of tract indices or system of chain of title indices as required by county board of supervisors resolution s. 59.55 Declaration of trust for domestic and alien corporations and amendments s. 226.14 Deed: certificate of canceled deed s. 75.23 Descent of property, judgment to determine s. 867.05 Discharge certificate from U.S. armed forces s. 45.21 Drainage district, orders of organization, assessment for costs on s. 88.34 drainage lands, order laying out drain s. 88.40 88.94 Estate transfer by will, intestacy or appointment, disclaimer of s. 853.40 Estates: Order settling small estates including those subject to claims of creditors s. 867.01 867.02 Estates: statement terminating joint tenancy of life estate s. 867.04 865.20 Execution and sale of real estate, certificate of s. 815.38 59.54 Exploration mining lease; and cancellation of s. 107.20 107.25 Farmland preservation agreement and relinquishment s. 91.13 91.19 Farms or country estates, registration of names s. 59.94 Federal tax liens and certificates and notices affecting the liens and indexes s. 779.97 Forest croplands, order of entry, transfer, withdrawal s. 77.02 77.10 2 ---PAGE BREAK--- Chapter 1.2, Page 35 Forest land (managed): Orders regarding s. 77.82 77.91 Forest lands (county): order of entry, withdrawals s. 28.11 Grantor/grantee index index to real property records s. 59.52 Highway (controlled access): finding, determination and declaration designating a highway or controlled-access highway; notice of any vacation of a controlled-access highway s. 53.027 84.25 84.25 (13) 83.027 (13) Highway assessments and apportionments on lands for county parks and parkways s. 27.065 (13)(c) Highway or street maps: map of proposed street or highway for purpose of widening, notice and map for right-of-way, alterations, etc. s. 80.64 84.295 (10)(a) Highway register: county s. 83.01 Ice age trail areas: articles of dedication, amendments, revisions, withdrawal of articles s. 23.293 (15)(f)(17)(e) Index for ancillary documents of a county with a population of 500,000 or more who has copied a document by micro photography, microfilm or optical imaging s. 228.05 Index of records or files kept in the register's office s. 59.53 Industrial development agencies: articles of incorporation s. 59.71 Inland lake protection and rehabilitation district, document authorizing creation of s. 33.265 Interest in property, statement or certificate confirming s. 865.201 867.046 Judgment of declaration of interests in real property s. 841.10 Land patents, U.S. Levy or writ of execution on real property s. 815.195 Lien for threshing, husking, baling s. 779.50 Lien judgment s. 75.521 (14) Lien or mortgage, discharge order s. 847.09 Lien: certificate of redemption of judgment lien on loan s. 851.64 Liquidated insurer, documents relating to property of s. 645.46 (17) ---PAGE BREAK--- Chapter 1.2, Page 36 Lis pendens s. 840.10 59.54 Marital property agreements and related statements s. 766 Metro sewage district boundary: resolution to redefine s. 66.888 (1)(c)4b 66.888 (1)(d)3 Mineral interests: statement of claim s. 706.057 Mineral rights register consisting of conveyances of mineral interests s. 706.055 Monuments survey conducted to erect monuments s. 60.84 Mortgage liens upon public utilities and satisfaction of mortgage lien s. 66.066 Mortgage: certificate of discharge after foreclosure s. 846.13 [Mortgage] title: evidence of right of creditor to acquire s. 815.53 Name change: certified copy of order and indexes s. 786.36 Natural areas heritage program: articles of dedication, amendments, withdrawals s. 23.29 (16)(18)(f) (20)(e) Oaths of office s. 19.01 Plat maps and corrections of s. 236.02 (10) 236.295 Plat maps: notification to authorities to approve or permitted to object to the final plat that has been recorded s. 236.26 Plat maps: resolution of municipality to waive its right to approve plats and resolution to rescind waiver s. 236.10 Power of attorney s. 813.23 Probate judgment assigning an interest in real property upon closure of estate s. 863.29 Proof of age (duplicate or certified copy) s. 889.28 Public land: notice of pending application to lay out, widen, or vacate a public place s. 840.11 Public lands: abstract and records of all proceedings relating to the laying out, widening, extending or vacating any street, alley, water channel, park, highway or other public place by any court, county board, common council, village board or town board. s. 59.56 Public lands: annulment of certificates and patents s. 24.35 Rail property: release of first right to acquire by DOT s. 85.09 ---PAGE BREAK--- Chapter 1.2, Page 37 Railroads: map showing proposed route s. 190.10 Railroads: surveyed map and certificate of the alteration or change of routes s. 191.20 Real estate liens: payment affidavit for prior liens s. 779.98 Real estate owners subject to building codes s. 62.17 Real estate transfers s. 77.29 Real estate: order confirming the sale of real estate of wards or incompetents s. 786.07 Real property: affidavit of publication of a sale s. 985.12 Release of power of appointment over legal or equitable interests in real or personal property s. 702.09 Rental units: certificates, waivers, stipulations relating to s. 101.122 Retro cession of jurisdiction, documents concerning s. 1.031 Savings bank: articles of incorporation of a savings bank and amendments s. 214.25 School district: resolution by two or more school districts to establish an alternative method of governing assets and liabilities s. 66.03 (2c)(b) Security interest in personal property or goods or in crops growing or to be grown: financing statement or other document evidencing the creation of the security interest s. 409.401 409.402 409.402 59.51 (12m) Security interest upon certificate of title of motor vehicles and boats, memoranda regarding s. 30.572 342.20 Security interests: financing statements, amendments, termination statements, continuation statements, statements of assignment and statements of release s. 409.404 409.405 409.410 Sewer and transportation facilities, record of damage awards by condemner s. 32.05 Share croppers' contracts s. 241.03 Solar access rights: notice granting permit, notice terminating rights waiver of rights by permit holder s. 66.032 66.032 66.032 (10) Solid waste disposal facility or a hazardous waste facility: notation of the existence of s. 144.44 59.51 (17) ---PAGE BREAK--- Chapter 1.2, Page 38 Surety company bond s. 344.36 Surplus state-owned real property, agreement of transfer s. 16.375 Surveyor's records, field notes Time-share instrument and amendments; termination agreement s. 707.21 707.24 Town boundary or name change: order or ordinance s. 59.07 (22)(a) Town mutual corporate documents s. 612.81, 59.51 (14m) Town sanitary districts: order of establishment referendum and resolutions to consolidate districts s. 60.71 60.785 Towns: record of non-compliance with zoning ordinance s. 60.61 (5)b Tract index s. 59.55 Trademarks, labels, badges, statement or description of s. 132.04 Trusts: disclaimer of real property or an interest in real property s. 701.27 Trusts: letters of trust for a foreign trustee [named in a will] s. 701.16 Village: petition for dissolution of a village and election results on question of s. 61.187 Village records: Papers, documents and orders relating to the organization and incorporation or the alteration of the boundaries of any village s. 891.10 Vital records: certificate of birth, death, divorce or annulment, marriage documents & related data plus indexes s. 69.01 (15)(a) 59.51 Woodland tax lands: entry, declassification of; tax law classification s. 77.16 Writ of attachment and related records; discharge or attached real estate; certificate of judgment or satisfaction on money or property held by writ of attachment s. 59.54 811.11 811.17 811.22 ---PAGE BREAK--- Chapter 1.2, Page 39 The following records series should be retained for the time period indicated. When indicated, notify the State Historical Society of the county's intention to destroy records. RECORDS SERIES RETENTION & AUTHORITY NOTIFICATION Accounts payable CR +7 years Waived Accounts receivable CR + 7 years Waived Accounts receivable, paid CR + 2 years Waived Airport protection plans, specifications, and amendments CR + 7 years s. 114.135 Waived Any records subject to litigation, claim, audit or other action Until permission to destroy obtained from Corporation Counsel Waived Applications for certified copies CR + 2 years Waived As-built tracings Life of project Waived Bills of sale CR + 6 years Notify Blueprints Until superseded by as-built tracings Waived Breeding service: claim and payment for CR + 7 years s. 779.49 Waived Canceled checks CR + 7 years s. 59.715(18) Waived Cash register tapes CR + 2 years Waived Certificates of old age assistance and indexes CR +7 years Notify City record of officers and employees' surety bonds CR + 7 years s. 66.145 Waived City/Village: Reorganization of city as village, election returns on question of CR + 7 years s. 66.019 Waived City/village: lease of space by CR + 7 years; s. 66.048 Waived Correspondence CR + 3 years Waived Equipment & furnishings inventories Until superseded Waived ---PAGE BREAK--- Chapter 1.2, Page 40 General information CR + 7 years Notify Guardian, petition for appointment of CR + 7 years; s. 880.215 Waived Indigent defendants: certificate of legal fees paid by county or state CR + 7 years s. 757.66 Waived Insurance policies, claims made 7 years after expiration s. 59.715 (10) Waived Insurance policies, occupancy CR + 7 years; s. 59.75 (10) Waived Liquidated insurers' records 7 years after close of liquidation proceedings s. 645 Waived Municipal redevelopment plan and revisions CR + 7 years s. 66.431 (9)(a)1 66.431 (11)(b) Notify Notice of removal of human corpse 2 months from date of death; Dept. H&SS directive Waived Notification of failure to pay taxes and notification of balances due (veterans) CR + 7 years s. 45.53 Waived Order to suspend proceedings for collection of property taxes of property owned by veterans CR 7 years s. 45.53 Waived Purchase orders CR + 7 years Waived Raze order CR + 7 years s. 66.05 Waived Receipt journals CR + 7 years Waived Receipts CR + 7 years Waived Report for final disposition of corpse 2 years from date of death; Dept. H&SS directive Waived Treasurer=s receipts CR + 2 years Waived ---PAGE BREAK--- Chapter 1.2, Page 41 UCC filings (Fixture) EVT = satisfaction of mortgage s. 409.403 s. 409.402 Waived UCC filings (Non-fixture) CR + 5-years s. 409.403 Waived UCC - 11, search copies CR + 2 years Waived Vital record, request for copy of FIS + 1 year Waived Vouchers order/register CR + 7 years Waived Wills, foreign: certificate of assignment CR + 7 years s. 868.05 Waived Wills, notice that proceedings have been taken to contest the will CR + 7 years s. 868.01 Waived To the best of our knowledge these retention periods comply with existing state laws as of 1994. It is recommended that local governments consult the latest federal and state regulations to ensure compliance with federal regulations that may be a variance with the schedule and to ensure compliance with any changes in the laws.