Source: http://ecode360.com/9767244
Timestamp: 2017-09-21 19:39:04
Document Index: 537553891

Matched Legal Cases: ['§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 74', '§ 16', '§ 19', '§ 19', '§ 19', '§ 16', '§ 16', '§ 74', '§ 74', '§ 19', '§ 59', '§ 59', '§ 59', '§ 59', '§ 7', '§ 7', '§ 7', '§ 7', '§ 7', '§ 7', '§ 7', '§ 10', '§ 10', '§ 7', '§ 7', '§ 74', 'art 74', '§ 48', '§ 19', '§ 300', '§ 48', '§ 48', '§ 59', '§ 19', '§ 59', '§ 59', '§ 409', '§ 114', '§ 59', '§ 59', '§ 968', '§ 59']

Green Lake County, WI Records
Ch 74 Art I Retention Schedule
§ 74-1 Purpose; general provisions.
§ 74-2 Historical records.
§ 74-3 Destruction after request for inspection.
§ 74-4 Destruction pending litigation.
§ 74-5 Microfilming of department records.
§ 74-6 Optical disk and electronic record storage.
§ 74-7 Information technology.
§ 74-8 Electronic mail and voice mail.
§ 74-10 County-wide records.
§ 74-11 Child support records.
§ 74-12 Corporation Counsel records.
§ 74-13 County Clerk records.
§ 74-14 Personnel records.
§ 74-15 Election records.
§ 74-16 Finance records.
§ 74-17 Court records.
§ 74-18 District Attorney records.
§ 74-19 Health and Human Services records.
§ 74-20 Aging and Long-Term Care/Clinical Services Unit.
§ 74-21 Fox River Industries records.
§ 74-22 Economic Support Unit.
§ 74-23 Health Unit.
§ 74-24 Children and Family Services Unit.
§ 74-25 Maintenance records.
§ 74-26 Coroner records.
§ 74-27 Land use planning and zoning records.
§ 74-28 Register of Deeds records.
§ 74-29 Sheriff Department records.
§ 74-30 Highway Department records.
§ 74-31 Treasurer records.
§ 74-32 Veterans Service Office records.
Chapter 74: Records
Chapter 74 : Records
Article I Retention Schedule
Article I: Retention Schedule
[Adopted 8-17-2004 by Ord. No. 800-04]
The purpose of this article is to establish a County-wide records retention schedule and authorize destruction of County records pursuant to that schedule on an annual basis. Record custodians do not have the authority to destroy records prior to the established retention period unless such records have been photographically reproduced as original records pursuant to § 16.61(7), Wis. Stats. If there is not a specific law requiring a specific retention period, all records must be retained seven years unless the Public Records and Forms Board fixes a shorter period.
The State Historical Society of Wisconsin (SHSW) has waived the required statutory sixty-day notice under § 19.21(4), Wis. Stats., for the records marked "W" which designates waived notice. SHSW must be notified prior to the destruction of records marked "N" designating non-waiver. Notice is also required for any record not listed in this article. "N/A" indicates not applicable and applies to all County records designated for permanent retention.
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 § 19.37, Wis. Stats., the requested record may not be destroyed until a court order is issued and all appeals have been completed. [See § 19.35(5), Wis. Stats.]
No record subject to pending litigation shall be destroyed until the litigation has been resolved.
Departments may keep and preserve public records through the use of microfilm, provided that the microfilming meets the applicable standards established in § 16.61(7), Wis. Stats. Departments should consider factors such as the retention period and estimated cost of the microfilming in deciding which records to microfilm. After verification, paper records can be destroyed if these records are to be preserved on microfilm. For microfilmed records not identified as permanent, the above records retention period applies.
Departments may retain records in electronic format according to the standards established in § 16.612, Wis. Stats., with the guidance and preapproval by the IT Department/Committee.
The County IT Department provides information technology services and facilities for other departments' technology needs. 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.
As a computer utility, the IT Department is not designated as the legal custodian nor it shall be responsible for maintaining records generated by or transmitted to a County department utilizing electronic systems maintained by the IT Department. The IT Department is not responsible for monitoring the creation, maintenance, destruction or deletion of records stored within the electronic systems for which it has not be designated as the legal custodian as covered within this article.
Electronic mail and voice mail are transfer mediums for a variety of record and nonrecord messages. A particular message is a record if it meets the criteria in the definition of "record" in § 74-9 below. It must then be preserved as a record according to the appropriate retention schedule defined in §§ 74-10 to 74-32.
Departments and users of electronic mail and voice mail systems are responsible for ensuring that those records are retained as part of an appropriate record retention schedule.
As defined in § 19.32(2), Wis. Stats.
The following records are found throughout various departments in the County and are subject to uniform regulation unless otherwise specified:
Contracts, leases, agreements (W)
7 years after last effective date
§ 59.52(4), Wis. Stats.
Canceled checks (W)
Receipts (W)
Accounts payable: purchasing/ invoices/detail listing/vendor listing (W)
Accounts receivable/receipts (W)
Receipt journals (W)
Vouchers/order register (W)
General journal (N)
Construction plans for County buildings and bridges (N)
Blueprints (N)
As-built tracings (N)
Personnel records (W)
8 years after termination*
Warranty records (W)
Equipment and furnishings inventories (W)
Any record subject to litigation, claim, audit or other action (W)
Until permission to destroy obtained from Corporation Counsel
Citations (copies) (W)
*Time reduced to two years if the original records are maintained in the County Clerk's office.
Expenditure reports and supporting documentation (W)
45 CFR 74.20 to 74.25
Statistical reports and supporting documentation (N)
45 CFR 73.20 to 74.25
Client/case records including client/attorney information (W)
3 years/6 years
45 CFR 74.53; § 59.40, Wis Stats.; Ch. 893, Wis. Stats.
Records of required client notification (W)
Case files nonlitigation (W)
Case files litigation (W)
3 years after closure or when appeal time has run, whichever is longer or per SCR
Legal memos (W)
Legal opinions (N/A)
Notices of tax apportionment from Secretary of State (W)
Copies of notices of tax apportionment sent to local taxing districts (W)
Redistricting maps, County Board Supervisor Districts (W)
Until next census
§ 59.10(3), Wis. Stats.
List of town, city and village officers certified to County Clerk (N)
Reports of town treasurers on dog licenses sold and records of dog licenses issued (W)
§ 59.52(4), Wis. Stats
Mill rates from towns (W)
Crop reports by local assessors (N)
Claims paid by County and supporting papers (W)
Records of bounty claims forwarded to DNR (W)
Official bonds (W)
Oaths of office, County Officer (W)
Original papers, resolutions, ordinances and reports concerning County Board proceedings (N)
Committee minutes (N)
Annual reports by department heads (N)
Certified mileage lists (W)
Until next list is received
Contracts, bid notices and insurance policies (W)
10 years after effective date
Relocation orders/maps (W)
Report on functional jurisdiction of roads (W)
10 years or until next report received.
Journal entries and any audits or journal entries (W)
Copies of receipts issued by Treasurer (W)
4 years or until audited, whichever is earlier
Check register/ Treasurer's cash
Marriage license applications and supporting papers (W)
Hunting, trapping, fishing licenses and other approvals (W)
License fee records: hunting, fishing trapping (W)
3 years provided the records have been audited
Payroll registers, other payroll reports, and social security and retirement earnings reports (W)
Withholding allowance certificates, employee wage and tax statements, other tax records and 1099 forms and other tax records (W)
Time cards, attendance records, salary schedules and department training records (W)
Insurance records (W)
Performance evaluations, garnishment records and medical records (W)
EEO-4 reports, obsolete job descriptions and any personnel or employment records, made or kept, records of decisions pertaining to hiring, including test papers, promotion, demotion, transfer, layoff or termination, terms of compensation and selection of training (W)
3 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
Application forms of individuals selected for a position, retained in employee personnel file
Applications forms of individuals not selected for a position
1 year after submission of application date
Union contracts and grievance, mediation and arbitration records (N/A)
Rough work papers used in payroll calculations (W)
Unemployment compensation records (W)
Individual employee personnel files and retirement records (W)
Accident reports; injury claims and settlements; injury frequency charges (W)
Deferred compensation payment records (W)
Directives and policies (W)
Financial registration statements and reports (W)
6 years after termination of registration
§ 7.23(1)(d), Wis. Stats.
Registration and poll lists (W):*
§ 7.23(1)(e), Wis. Stats.
4 years after election
Federal election records other than registration cards (W)
§ 7.23(1)(f), Wis. Stats.
Detachable recording units (W)
14 days for primary and 21 days after any other election; clear or erase after transfer to a disk or other recording medium
§ 7.23(1)(g), Wis. Stats.
Electronic ballot tallies (W)
Ballots, nonfederal (W)
§ 7.23(1)(h), Wis. Stats.
Ballots, federal (W)
Official canvasses (W)
§ 7.23(1)(i), Wis. Stats.
Election notices and proofs of publication and correspondence (W)
1 year after date of election unless contested, then by court order; 22 months for federal
§ 7.23(1)(f) and (j), Wis. Stats.
Records transferred by registrants who submit dissolution reports after primary and general elections (W)
§ 10.74(8)(e), Wis. Stats.
Certificate of election (W)
§ 10.74(7)(c), Wis. Stats.
Certified lists of all candidates on file (W)
§ 7.08(2)(a), Wis. Stats.
Election returns including tally sheets, inspectors' statements (W)
90 days after election; 2 years (federal election)
§ 7.23(1)(f) and (h), Wis. Stats.
Nomination papers County offices (W)
*Note: Any registration or poll lists from 1940 or earlier need to be offered to the Wisconsin Historical Society. Records from 1941 and onward can be destroyed without notification.
All accounts of County, books of account (W)
General ledger (W)
Budgets and supporting detail (W)
All records maintained by the Clerk of Courts, Register in Probate, Juvenile Court or Juvenile Intake Office relating to Juvenile Court, 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 § 74-10, County-wide records.
Shelter care records (W)
HFS 59.07(3)(b)
Secure juvenile facility records (W)
10 years after 18th birthday
HFS 346.13 and SCR 72
District Attorney records are governed by state record retention schedules. Reference RDA numbers 475/142 to 475/148. Call the Public Records Board at 608-266-2996 or the State Prosecutor's Office at 608-267-2700 for information on retention and disposition of these records.
DA case files — Adult (N) historically significant
RDA #475/147
Felony cases — adult, punishable by life imprisonment (W*)
RDA #475/143
Felony cases — adult, maximum imprisonment of more or equal to 20 years (W*)
RDA #475/144
Felony cases — adult, maximum imprisonment of less than 20 years (W*)
RDA #475-145
Juvenile cases — all types (W*)
3 years after 18th birthday
RDA #475/146
Traffic, misdemeanor, civil or related cases - adult (W*)
RDA #475/142
All other DA records (W)
RDA #475/148
*Note: Not waived if files are two inches or greater in thickness.
The following records are found throughout various units in the Department and are subject to uniform regulation unless otherwise specified:
Accounts payable: purchasing/invoices/vouchers/detail listing/vendor listing (W)
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 DHFS Regulations, Title 45, Part 74, Subpart D.
Records as defined above (W)
3 years from date the Office on Aging submits to HFS the last federal expenditure report for each grant award
HFS Office on Aging Memo to Area Agency on Aging, Executive Dir. 2/15/88
Litigation, claims, audit or other action involving records (W)
Equipment records (W)
3 years from date of disposition or replacement or transfer (direction of awarding agency)
Indirect cost rate proposals and cost allocation plans (W)
3 years from the end of the contract covered by the plan or proposal
Nonexpendable property acquired with Title III or other federal or state funds (W)
At least 3 years after final sale or disposition
51.42/437 treatment records (W)
7 years unless minor, then until 19 years of age or 7 years after treatment completed, whichever is longer
Long-term care programming (W)
3 years after closing case
In case of litigation, claim, audit or other action involving records or records concerning nonexpendable property (W)
Such records may not be disposed until authorization has been obtained by the awarding agency to dispose of records
Benefit specialist records (W)
10 years from closing date except "brief advice" files at 3 years from closing date
Payee records (N/A)
Payee misc. documents (W)
Licensing and certification, adult family homes (W)
2 years after the license records or certificate is no longer active
Undergoing federal or state audit (W)
Until completion of audit
Relating to legal actions (W)
Until completion of legal action
Client collection files (W):
Active as long as liability exists except for inpatient mental services when third party sources are exhausted and it has been determined the responsible parties have a permanent inability or unlikely future ability to pay
5 years except where liability for inpatient mental health services remains, then 10 years after last transaction posted to record
Annual Audit of FRI Inc. books (W)
Billing of DVR monthly billing (W)
Case records and other materials of all public assistance kept as required under Ch. 49, Wis. Stats. (N)
If no payments have been made for at least 3 years and a fact sheet and financial records retained per DHFS
Original fiscal records (W)
Juvenile examination records, § 48.59, Wis. Stats. (W)
Open public assistance case records (W):
All data forms; case determination sheets; work sheets; medical assistant certification sheets; sheets which document the verification of changeable items, such as income or health status; correspondence to and from applicants and recipients; and any other documents needed to support income maintenance agency decision
To cover most recent 6-year period
Sheets which document the verification of unchangeable items, such as social security numbers, birth dates, and citizenship
Financial record for all payments not on file in DHFS computer
Closed public assistance cases and denied cases (N):
Records specified in HFS 245.03(1)(a)
Most recent data, records specified in HFS 245.03(1)(b) and (c) and materials relating to any lack of cooperation on the part of the recipient
6 years from date of closing
Denied cases: most recent data form and records specified in HFS 245.03(1)(b)
Administrative records (W)
Mission Statement, philosophy, purpose
§ 19.21, Wis. Stats.
Agency goals, objectives, short- and long-term strategic plans
Agency program evaluation
Job descriptions, other personnel records
Inventories: facilities and equipment
Program policies, procedures
Fiscal records, accounting, billing, budget
90 days after approval and publication
Taped meeting minutes
7 years unless otherwise specified
7 years disposal of property
Inventory or nonexpendable personal
3 full fiscal years plus 150 days
Patient records (Home Health) (W)
7 years from last day of service or date of death whichever is earlier
7 CFR 246.25
Immunization (Public Health) (W)
10 years after date of immunization, except minors which records will be kept until 21
Signature of person receiving vaccine or person authorized to make request for immunization (W)
Correspondence from/to 1-Sep-82
Immunization administration record (W)
National Childhood Injury Act of 1986, 42 U.S.C. § 300aaa-25 (Supp 1987)
Tuberculosis and communicable disease records (W)
10 years after person to which they pertain was last seen by staff
Communicable disease reports (4151)- local copy (original to State Epidemiologist) (W)
STD Report (4343)- local copy (original to State Epidemiologist) (W)
Communicable disease outbreak records [DOH 4142 (Rev. 8/86) and is complete DOH 9081] (original to State Epidemiologist) (W)
Until investigation is complete
Community education (W)
Environmental health records (W)
Licensed establishments; inspection reports
Hold until system is abandoned
Health hazard investigations
Case record (W)
Parent may request that the records be destroyed after 5 years (if parent is unable to make this request, records will be kept until age 20)
HFS 90 and the Family Educational Rights and Privacy Act (FERPA)
Social Services case files (N):
DHFS Memo (82-1A)
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 and activity.
3 years after case is closed or final resolution of any audit commenced prior to the expiration, whichever is longer
State required and County developed case documentation; assessment or diagnostic forms, records and narratives, social and medical histories, copies of court reports pertinent to the case, release of information forms, client or service agreement, forms and documentation of eligibility or financial status
3 years after case is closed
Services records - licensing and certification record (W)
2 years after closure
Social Services records for cases not opened for services, applications, referral actions not resulting in case opening, miscellaneous requests and correspondence about individual clients from consumer and other agencies which do not result in case opening
1 year after final action/determination
License or certification not approved.
Juvenile Court intake case records (W)
10 years after child's 18th birthday
Child abuse/neglect cases (W)
Case management files (W)
Child placing agency records (W)
7 years after case closed
Individual foster home records for each foster home used by the agency, which includes signed applications and agreements.
Individual records of studied adoptive applicants
Licensing and certification records for in-home and family day care; adult family homes; foster homes; and group foster homes for children
2 years after the license or certificate is no longer active
Application or other request forms, inspection and observation checklists, correspondence, other documentation relating to licensing or certification, approved license or certificate
Adoption records of County agencies providing child welfare services under § 48.56, Wis. Stats., or child placing agencies licensed under § 48.60, Wis. Stats., should follow the detailed procedures for adoption information search and disclosure detailed in HFS 53
Third-party recovery records (W)
1 year after case closure; recommend microfilming essential information
Fraud referral records (W):
3 years after determination; recommend microfilming essential information
7 years after determination; recommend microfilming essential information
5 years after determination; recommend microfilming essential information
Nonresident relief claims (W)
Blueprints (W)
Shop drawings (W)
Equipment and machine maintenance (W)
Utility usage (W)
Inventory (W)
Receipts from County Treasurer (W)
4 years or until audited, whichever is sooner
Keying list (W)
Material safety data sheets (W)
Homicide or suspicious deaths (N)
All other records (W)
7 years unless subject to litigation and then until litigation resolved
Permits (N/A)
Permit log (W)
BOA and PZ Committee (N/A)
Proof of publication, minutes, agendas
Comprehensive Plan (W)
Plans/paperwork (County, city, town, village)
§ 59.52(4)(a)10
Correspondence (W)
City, town, village — section/town/range
Department operating records (W)
SOP's, forms, work programs
Mail logs, phone logs, receipt books, CSM logs, affidavit logs
Departmental reports (W)
Zoning certificates, correspondence (W)
GIS (W)
7 years or until superseded
Parcel files (N/A)
Permit database (N/A)
WI administrative permits (N/A)
Maps (N)
Zoning district, mining reclamation, floodplain, wetland, shoreland, population, Comprehensive Plan, orthophotography (N)
Nonmetallic mining (W)
Annual reports, maps, correspondence
Office equipment/vehicles (N/A)
Manuals, recalls, mileage logs
Ordinances (W)
Zoning, shoreland, floodplain, private sewage, subdivision/land division, nonmetallic mining
§ 19.33(4), Wis. Stats.
Rental weatherization (W)
Correspondence, stipulations, waivers
Sanitation (W)
WI Fund documentation
Holding and septic tank maintenance records
Surveys and other supporting documents (N/A)
Certificate of Survey maps - large and small format
§ 59.45(1)(a)2, Wis. Stats.
Certified survey map review packets - active
Certified survey maps copies
City of Berlin block — corner records
County Surveyor notes 1845-1930
High Accuracy Reference Network (HARN) data
Original government survey notes and plats
Public Land Survey System (PLSS) corner records
Various highway R/W maps - state, County
Obsolete documents, pertaining to chattels, including final books of entry (W)
Receipts from Treasurer (W)
Census reports (N/A)
Accident reports: (W)
Currently subject of litigation
Corporation Counsel permission to destroy
Bank Statements (W)
§ 59.52(4)(a)16, Wis. Stats.
Wisconsin identification card applications and lamination notices (W)
UCC statewide lien system; information entered into computer from financing statements, etc. (N/A)
Permanent on computer
§ 409.528, Wis. Stats.
UCC 11 hard copies (W)
Accounts payable (W)
Accounts receivable (W)
Accounts receivable, paid (W)
Airport protection plans, specifications and amendments (W)
§ 114.136, Wis. Stats.
Applications for certified copies (W)
As-built tracings (W)
Bills of sale (W)
Real estate records (W)
§ 59.43, Wis. Stats.
Vital records (W)
Ch. 69, Wis. Stats.
Vital record, request for copy of (W)
Report for final disposition of corpse (W)
2 years from date of death
Department of Health and Family Services directive
Administrative: (w)
§ 59.27(8), Wis. Stats.
Employee overtime slips
Employee leave slips
Checkbooks and statements
Incident/accident reports and photos not referred to below
Citations and related paperwork
DNR audit information
[Amended 9-21-2006 by Ord. No. 875-06]
Employee uniform purchase records
8 years after discontinued use
Employment applications and testing results for applicants not hired
8 years after closing application date
[Amended 3-17-2009 by Ord. No. 948-2009]
8 years from date of call
Reports and photos as follows:
Felony cases wherein someone died, but did not die of natural causes
25 years from date of filing
Felony sexual assault cases
Felony cases in which someone was assaulted and required medical treatment
All other reports and photos
8 years from date of filing
Missing Persons cases where the person is still missing
100 years from date of filing
Biological physical evidence: no charges anticipated, or possible misdemeanor or municipal charges are anticipated
90 days from date the case was closed by the officer
Physical evidence: misdemeanor or municipal case
90 days from judgment of conviction, unless it is appealed, then 90 days after a decision is rendered in the final appeal. However, biological materials shall be retained until discharge date of all persons sentenced in the case as per § 968.205, Wis. Stats.
Physical evidence: felony cases
90 days after the completion of the sentence of all persons charged in the case
Nonbiological physical evidence: felony cases
[Added 3-17-2009 by Ord. No. 948-2009]
90 days after the date of the judgment judgment of conviction with approval of the District Attorney or upon completion of the sentence of all persons charged in the case, whichever comes first
Physical evidence: in possible felony cases where charges could be filed
Alcohol in municipal cases
Alcohol in misdemeanor or felony cases
Same as misdemeanor or felony cases listed above
Dispatch: (w)
Jail: (w)
O.C.A. records
Jail register (N)
§ 59.27(8) Wis. Stats.
Check books and bank statements
Huber accounting information
Jail/inmate daily activity log
Inmate files including
Huber revocation forms
Employer job search info
Inmate request forms
Machinery, time sheets (including costings and summary sheets) (W)
Permits (W):
State gas reports (W)
Accident reports (copies) (W)
Insurance reports (copies) (including liability, collision, workers' compensation) (W)
Inventory records (stock) (W)
Fuel usage reports (including gas cards, bulk slips, summary sheets and costings) (W)
Heavy equipment and vehicle inventory (W)
1 year after replaced or discarded
Vehicle maintenance history (including equipment operation sheets and state green sheets) (W)
Vehicle expense reports (W)
Vehicle usage reports (W)
Time cards (W)
Payroll ledger (W)
Materials (including summary sheets, charge-out slips and costings) (W)
Annual reports (W)
Check register (W)
Labor (including costings and summary sheets) (W)
General receipts and settlement receipts (W)
Municipal tax rolls (N)
Balancing reports (W)
Audit letters (W)
Accounts payable/detail listing/check register (copies) (W)
General ledger, trial balance (W)
Journal entries, resolutions, general receipts, Treasurer's cash (W)
Budget, vendor listing, general receipts combined payables (W)
Bank reconciliation's (W)
Outstanding checks (W)
Deposit tickets (W)
1 year after audit
Bank credit/debit notices (W)
Cash drawer reconciliations (W)
Tax receipts (W)
All other receipts of County Treasurer (W)
Canceled bonds, coupons and promissory notes (W)
Bond and coupon record book, general obligation bonds (W)
7 years after bond issue expires or following payment of all outstanding matured bonds, notes, coupons, whichever is later
Certified special assessment roll (W)
After assessment collected or 7 years, whichever is longer
Statement of new special assessments (W)
Investment papers (W)
Illegal tax certificates charged back to local tax district (W)
3 years after charging back
Notices of application for taking of tax deeds and certificates of nonoccupancy, proofs of service and tax certificates filed (W)
Abstracts and certificates of title, title insurance policies (W)
Regulations (W)
Military separation records (N/A)
Grave registration files (N)
Veterans' benefit case files (N)
2 years after inactive
Wisconsin Department of Veterans Affairs bulletins (W)