Section 3.750 Public Records Management.

3.750 Public Records Management.

(1) Purposes. The purposes of this section are as follows:

(a) To establish a minimum records retention schedule for records of the City of Manitowoc;

(b) To authorize destruction of City of Manitowoc public records after the minimum retention time has been met;

(c) To comply with the notice requirements to the State Historical Society of Wisconsin established in Wis. Stat. § 19.21(4)(d) prior to the destruction of obsolete public records; and

(d) To obtain the consent of the Wisconsin Public Records and Forms Board in the case of records whose retention schedules are for less than seven years.

(2) Definitions. As used in this section, the following terms shall have the following definitions:

CR means the date on which the record was received or created.

EVT means the event upon which the record was created or received, except as otherwise noted.

Legal custodian means the individual responsible for maintaining records pursuant to Wis. Stat. § 19.33.

N means the SHSW must still be notified as provided for in Wis. Stat. § 19.21(4)(a) prior to the destruction of the applicable record.

N/A means the record is designated for permanent retention and the waiver application to the SHSW is not applicable.

PERM means the record shall be retained permanently.

Record means a record of the City of Manitowoc as defined in Wis. Stat. § 19.32(2).

SHSW means the State Historical Society of Wisconsin.

W means the SHSW has waived the 60-day notice requirement of Wis. Stat. § 19.21(4)(a) for the applicable class of records.

YR means December 31st of the year in which the record was received or created.

(3) General Provisions.

(a) Notice to State Historical Society of Wisconsin. Wis. Stat. § 19.21(4)(a) requires that at least 60 days’ notice in writing of the destruction of any obsolete public record be given to the SHSW. The Statute allows the SHSW, however, to waive such notice upon application. Prior to adoption, the ordinance codified in this section shall have been submitted to the SHSW. Where “W” appears in the SHSW Notice column, the SHSW has waived the 60-day notice requirement for the applicable class of records. In the event “N” appears in the SHSW Notice column for a particular record, the SHSW must still be notified as provided for in Wis. Stat. § 19.21(4)(a) prior to destruction of the record. Where “N/A” appears in the SHSW Notice column, the record is designated for permanent retention and the waiver application to the SHSW is not applicable. Notice to the SHSW is also required for any record not specifically listed in subsection (4) of this section.

(b) Reproductive Preservation of Records. City of Manitowoc records may be kept and preserved through the use of microfilm or other reproductive devices, as authorized by Wis. Stat. § 19.21(4)(c).

(c) Destruction Prohibited After Request for Inspection. Pursuant to Wis. Stat. § 19.35(5), this section does not permit the destruction of any record at any time after receipt of a request for inspection or copying of the record under Wis. Stat. § 19.35(1) until after the request is granted or until at least 60 days after the date that the request is denied. If an action is commenced under Wis. Stat. § 19.37, the requested record may not be destroyed until the time permitted in Wis. Stat. § 19.35(5).

(d) Destruction Pending Litigation. No record subject to pending litigation shall be destroyed until the litigation is resolved.

(e) Approval by Public Record and Forms Board. The ordinance codified in this section and the retention periods of less than seven years have been reviewed and approved by the Wisconsin Public Records and Forms Board.

(4) Records Retention Schedules. The following schedule shows the minimum period of time for which the records described herein shall be retained and whether or not notice from the SHSW is required prior to destruction of any particular type of record. As required by Wis. Stat. § 19.21(4)(b), any records not covered by this section shall, except as otherwise provided by law, be retained for a period of at least seven years.


Record Description	Period of Retention	SHSW Notice
(a) General Retention Requirements.
1. Except as otherwise noted for any specific governmental bodies, minutes of Common Council and other governmental body meetings, including supporting documents	Permanent	N/A
(If minutes are kept on permanent file in the City Clerk’s office, copies of those minutes in individual department offices may be destroyed.)
2. Records of citizen complaints and inquiries	EVT + 1 year	W
3. Contracts (from completion of contract)	EVT + 7 years	W
4. Individual department payroll records	YR + 7 years	W
(b) Finance.
1. Accounting Records.
Accounts payable:
Purchase invoices	YR + 7 years	W
Vouchers	YR + 7 years	W
Accounts receivable:
A/R invoices	YR + 7 years	W
Receipts	YR + 7 years	W
Collection blotters	EVT + 1 year (after audit)	W
2. Budget and Audit Records.
Budget worksheets	YR + 3 years	W
Final budget	PERM	N/A
Audit reports	PERM	N/A
3. Journal, Registers and Ledger.
Receipts journal	YR + 15 years	W
Voucher/order register	YR + 15 years	W
General journal	YR + 15 years	W
Journal voucher	YR + 15 years	W
Appropriation journal	YR + 15 years	W
Appropriation journal voucher	YR + 15 years	W
General ledger	YR + 15 years	W
Trial balance	EVT (until audited)	N
4. Municipal Borrowing Records.
Bond procedure record	EVT + 7 years (after bond issue expires)	W
Bond register	EVT + 7 years (after bond issue expires)	W
Bond payment register	EVT + 7 years (after bond issue expires or following payment of all outstanding matured bonds/notes/coupons, whichever is later)	W
Canceled bonds, coupons, and promissory notes	EVT (until audited)	W
Certificates of destruction	EVT + 7 years (after bond issue expires or following payment of all outstanding matured bonds/notes/coupons, whichever is later)	W
5. Payroll Records.
Payroll support records	YR + 2 years	W
Employee’s withholding allowance certificate	EVT + 5 years (after being superseded)	W
Employee’s Wisconsin withholding exemption certificate	EVT + 5 years (after being superseded)	W
Employee enrollment and waiver cards	EVT + 2 years (after being superseded or terminated)	W
Employee earning records	YR + 5 years	W
Payroll check register	YR + 5 years	W
Payroll distribution record	YR + 5 years	W
Payroll voucher	YR + 5 years	W
Canceled payroll checks	YR + 5 years	W
Wage and tax statement	YR + 5 years	W
Report of Wisconsin income tax	YR + 5 years	W
Employer’s annual reconciliation of Wisconsin income tax withheld from wages	YR + 5 years	W
Federal deposit tax stubs	YR + 5 years	W
Quarterly report of Federal income tax withheld	YR + 5 years	W
Annual report of Federal income tax withheld	YR + 5 years	W
State’s quarterly report of wages paid	YR + 5 years	W
Monthly memorandum report	YR + 5 years	W
Quarterly report, payroll summary	YR + 5 years	W
Premium due notices	YR + 5 years	W
6. Purchasing Records.
Purchase requisitions	EVT + 1 year (after purchase order issued)	W
Purchase orders	YR + 7 years	W
Receiving report	YR + 7 years	W
Bids, successful	EVT + 7 years (after contract has expired)	W
Bids, unsuccessful	EVT + 1 year (after purchase order issued)	W
Inventory of property	EVT (retain until superseded)	W
7. Tax Collection Records.
Escrow account list	EVT (retain until superseded)	W
Receipts	YR + 7 years	W
Receipt stub book	YR + 7 years	W
Tax collection blotters	EVT (until audited)	W
Statement of taxes remaining unpaid	EVT (retain with tax roll)	W
Tax settlement receipt	YR + 5 years	W
Municipal treasurer’s settlement	YR + 5 years	W
Personal property tax roll	YR + 15 years	N
Room tax records	YR + 7 years	W
8. Treasurer’s Records.
Cashbook	YR + 15 years	W
Daily cash drawer reconciliations	EVT + 1 year (after audit)	W
Bank reconciliations	YR + 7 years	W
Bank statements	YR + 7 years	W
Canceled order checks	YR + 7 years	W
Lists of outstanding checks	YR + 7 years	W
Check register	YR + 7 years	W
Duplicate deposit tickets	EVT + 1 year (after audit)	W
Bank credit/debit notices	EVT + 1 year (after audit)	W
Investment records	YR + 7 years	W
All receipts	YR + 7 years	W
(c) Administrative Records.
1. Board of Review Records.
Form of objection to property assessment and supporting documentation	EVT + 7 years (after final action by Board of Review or completion of appeal)	W
Minute book of Board of Review	CR + 7 years	N
Proceedings of the Board of Review on audio tapes or as stenographic notes including any transcriptions thereof	EVT + 7 years (after final action by Board of Review or completion of appeal)	W
Notice of determinations of the Board of Review	EVT + 7 years (after final action by the Board of Review or completion of appeal)	W
2. Election Records.
Contents of a blank ballot box, unused ballots and materials	EVT + (3 business days after the canvass is completed)	W
Voter serial number slips	EVT + (14 days after a primary) (21 days after an election)*	W
Voting machine recorders	EVT + (14 days after a primary) (21 days after an election)*	W
Detachable recording units on electronic voting equipment	EVT + (14 days after a primary) (21 days after an election)**	W
Ballots (State, County, local)	EVT + (30 days after the election)	W
Ballots (Federal offices)	EVT + (22 months after election)	W
Applications for absentee ballots (for Federal election ballots)	EVT + (90 days after the election) (22 months after the election for Federal offices)	W
Forms associated with election such as tally sheets, inspector’s statements and nomination papers	EVT + (90 days after the election) (22 months after the election for Federal offices)	W
Official canvass statements	EVT + (10 years after the election)	W
Registration and poll lists – nonpartisan primaries and elections	EVT + (2 years after the election for which they were created)	W
Registration and poll lists – partisan primaries and general elections	EVT + (4 years after the election for which they were created)	W
Canceled registration cards	EVT + (4 years after cancellation)	W
Election notices	EVT + (1 year after the election) (22 months for Federal election)	W
Proofs of publication and correspondence relative to publications	EVT + (1 year after the election) (22 months for Federal election)	W
Campaign registration statements	EVT + (6 years after termination by the registrant)	W
Campaign finance reports	EVT + (6 years after date of receipt)	W
*The Governor may by order permit the clearing of voting machine recorders before this date if a special election is called.
**Before units can be cleared or erased, the information must be transferred to a disk or other recording medium and retained for 22 months.
3. Fidelity Bond Records.
Fidelity bond	EVT + 5 years (after bond expires)	W
Fidelity bond book	EVT + 5 years (after last bond expires)	W
Oath of office	EVT + 5 years (after the term of service covered by the oath has ended)	W
4. Insurance Records and Policies.
Policy	PERM	N/A
Policy bids, unsuccessful	EVT + 1 year	W
Claims	EVT + 7 years	W
5. Legal Opinions.	PERM	N/A
6. Real Property Records.
Deeds	PERM	N/A
Opinions of title	PERM	N/A
Abstracts and certificates of title	PERM	N/A
Notes and mortgages	EVT + 7 years (after final payment)	W
Title insurance policies	PERM	N/A
Plats and Certified Survey Maps	PERM	N/A
Easements	PERM	N/A
Leases	EVT + 7 years (after termination of lease)	W
Vacation or alteration of plat	PERM	N/A
7. Special Assessment Records.
Preliminary resolution	CR + 2 years	W
Report on special assessment project	CR + 2 years	W
Waiver of special assessment notice and hearing	EVT + 1 year (after the final resolution is approved)	W
Final resolution	PERM	N/A
Certified special assessment roll	EVT (retain until all assessments are collected)	W
Statement of new special assessments	CR + 5 years	W
Special assessment payment register	EVT (retain until all assessments are collected)	W
8. Tax Calculation Records.
Tax levy certification of the school district clerk	YR + 3 years	W
Certificates of apportionment	YR + 3 years	W
State shared aid payment notices	YR + 6 years (provided record has been audited)	W
Final worksheet for determining allowable levy	YR + 5 years	W
Statement of taxes	PERM	N/A
Statement of new special assessments	YR + 5 years	W
Statement of new sewer service charges	YR + 5 years	W
General property tax credit certification	YR + 5 years	W
Explanation of property tax credit certification	YR + 5 years	W
Real property tax roll	EVT (record is transferred to the County Treasurer)	N
Personal property tax roll	YR + 15 years	N
9. City Council and Other Governmental Body Records.
Minute books	PERM	N/A
Audio tapes	CR + 1 year; 90 days if made solely for the purpose of drafting the minutes	W
Ordinances	PERM	N/A
Resolutions	PERM	N/A
Affidavits of publication	CR + 3 years	W
(d) Inspection, Licenses and Permits.
1. Building Permits and Inspection Records.
Applications and permits	EVT (life of structure)	W
Code compliance inspection reports	EVT (life of structure)	W
Inspection address file	EVT (life of structure)	W
Certificates of occupancy	EVT (until superseded)	W
Energy calculation worksheets	CR + 3 years	W
New residential house plans	CR + 3 years	W
State-approved commercial building plans	EVT + 4 years	W
Permit fee receipts	YR + 7 years (provided record has been audited)	W
Permit ledger	CR + 7 years	W
City attorney’s case file, copy	EVT + 1 year (after case has been closed)	W
2. Licenses and Permits.
Liquor and beer related license application	EVT + 4 years	W
Other license applications	EVT + 3 years	W
Receipts	CR + 4 years	W
License stubs:
All liquor and beer related	CR + 4 years	W
Other	CR + 3 years	W
Dog licenses monthly report to County Clerk (by Treasurer)	CR + 3 years	W
(e) Engineering and Public Works Records.
1. Engineering and Public Works Records.
Field notes	PERM	N/A
Benchmark books	PERM	N/A
Section corner monument logs	PERM	N/A
Quarter section maps, copies	EVT (until superseded)	W
Aerial photographs	EVT (until superseded)	W
City maps	PERM	N/A
Water, storm and sanitary sewer main maps	PERM	N/A
Profile and grade books	PERM	N/A
Excavation plans of private utilities	PERM	N/A
Index to maps	PERM	N/A
Annexation plats	PERM	W
Assessor’s plats	PERM	W
Structure plans for municipal buildings and bridges	EVT (life of the structure)	N
Annual reports	PERM	N/A
Permits (includes permits for the excavation of streets by private utility companies)	EVT + 3 years	W
Petitions for street and sewer systems	EVT + 2 years	W
Special assessment calculations	EVT + 2 years	W
TV sewer inspection records	EVT (until superseded)	W
State highway aids program records	YR + 7 years	W
2. Public Works Projects and Contracts.
Notice to contractors	EVT + 7 years (after completion of project)	W
	EVT + 2 years (for unsuccessful bidders)
Certified check	EVT (retain until contract has been signed and return to bidder)	W
Bid bond	EVT + 7 years (after completion of project)	W
	EVT + 2 years (for unsuccessful bidders)
Bidder’s proof of responsibility	EVT + 7 years (after completion of project)	W
	EVT + 2 years (for unsuccessful bidders)
Bids	EVT + 7 years (after completion of project)	W
	EVT + 2 years (for unsuccessful bidders)
Affidavit of organization and authority	EVT + 7 years (after completion of project)	W
	EVT + 2 years (for unsuccessful bidders)
Bid tabulations	EVT + 2 years	W
Performance bond and letters of credit	EVT + 7 years (after completion of project)	W
Master project files	EVT + 20 years (after life of structure)	W
Blueprints	EVT (until superseded by the as-built tracings)	W
As-built tracings	EVT (life of the project)	N
3. Street and Highway Records.
Street operations file	CR + 2 years after created	W
Street and sidewalk	CR + 25 years maintenance and repair	W
Tree planting, inspection, trimming and removal	CR + 25 years	W
Stock control records	CR + 2 years	W
Fuel usage reports	CR + 2 years	W
Heavy equipment and vehicle	EVT (life of equipment and/or vehicle inventory ledger or until inventory superseded)	W
Vehicle maintenance histories	EVT (life of vehicle)	W
Vehicle expense reports	EVT (life of vehicle)	W
Vehicle usage reports	CR + 2 years	W
Payroll support records	CR + 2 years	W
Purchasing records	CR + 7 years	W
Complaint ledger	CR + 2 years	W
Monthly reports	CR + 3 years	W
Annual reports	PERM	N/A
(f) Municipal Court Records.
Audio tape recordings of trials or juvenile matters	EVT (until expiration of statute of limitations to appeal to circuit court)	W
Municipal Court case files	EVT + 6 years (after entry of final judgment)	W
Municipal Court case files, City Attorney’s copies	EVT + 6 months (after entry of final judgment)	W
Municipal Court minutes record	EVT + 5 years (after entry of final judgment)	W
Municipal Court record	EVT + 5 years (after entry of final judgment)	W
Municipal Court judgment docket, a record of all money judgment	EVT + 20 years (after final docket entry)	W
(g) Parks and Recreation Records.
Master park plan	PERM	N/A
Supervisor’s daily report of work completed	CR + 2 years	W
Payroll support records	CR + 2 years	W
Reservation requests	CR + 30 days If payment receipts are attached, CR + 7 years provided record has been audited	W
Master reservation book	CR + 2 years	W
Records of the Board of Park Commissioners (includes minutes of the meetings of the Board and supporting documents submitted to the Board)	PERM	N/A
(h) Planning Records.
Preliminary subdivision plats	EVT (until superseded by final plat)	W
Final subdivision plats	PERM	W
House number and address change file	PERM	N/A
Plats	PERM	N/A
Aerial photographs	PERM	N/A
(i) Police and Fire Department Records.
Traffic citations (and accompanying documentation) sent through Manitowoc Municipal Court	EVT + 7 years (after closed)	W
Ordinance citations	EVT + 7 years (after closed)	W
All accounting records	CR + 7 years	W
Electronic recordings of Court proceedings which were appealed	CR + 7 years	W
Court statistical reports	CR + 7 years	N
Arraignment calendars	CR + 7 years	W
Warrant and commitment listings	CR + 7 years	W
Municipal Court correspondence	CR + 7 years	W
Electronic recordings of Court proceedings which were not appealed	EVT + 6 months	W
Personnel records	EVT + 30 years	W
Property inventory records	EVT + 30 years	W
Citizen complaints against police officers	EVT + 30 years	W
Investigation and citation records:
Arrest records	EVT + 30 years	W
Incident records	EVT + 30 years	W
Fingerprint cards	EVT + 30 years	W
Evidence cards	EVT + 30 years	W
Work schedules	EVT + 30 years	W
Accident reports	EVT + 4 years	W
Investigation reports	EVT + 30 years (from date of closing of investigation)	W
Audio and video tape recordings:
Police and fire 911 calls and audio tapes	CR + 1 year	W
Police video tapes	CR + 120 days	W
Information teletype messages	CR + 30 days	W
Medical records, re: occupational	EVT + 30 years	W
Training records for exposure control	CR + 3 years	W
(j) Utility Records
Water stubs	YR + 2 years	W
Receipts of current billings	YR + 2 years	W
Customers’ ledgers of municipal utilities	YR + 2 years	W
All other utility records	CR + 7 years	W
Water quality laboratory tests (deep well and landfill well water analysis detail and summary reports; chemical and bacteriological analysis of municipal drinking water detail and summary reports; municipal drinking water fluoride analysis; swimming pool water bacteriological analysis; public bathing beach water bacteriological analysis; and water quality control readings)	EVT + 5 years (If information has been transferred to a permanent test site location file) EVT + 1 year	W
Maps showing the location and physical characteristics of the utility plant	EVT (until map is superseded)	W
Engineering records in connection with construction projects	EVT (until record is superseded or 6 years after plant is retired provided mortality data are retained)	W
Operating records:
Station pumpage records	CR + 15 years or EVT + 3 years (after the source is abandoned)	W
Interruption records	CR + 6 years	W
Meter test records	EVT (See s. PSC 185.46)	W
Meter history records	EVT (life of meter)	W
Annual meter accuracy summary	CR + 10 years	W
Pressure records	CR + 6 years	W
Customer records:
Complaint records	CR + 3 years	W
Customer deposit	EVT + 6 years (after refund)	W
Meter reading sheets or cards	CR + 6 years	W
Billing records	CR + 6 years	W
Filed rates and rules	PERM	W
Analyses of any water samples taken from the water system	EVT + 10 years (pursuant to Wis. Admin. Code NR 109.12)	W

[Prior code § 3.75]