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County Clerk General Records Schedule

To the best of our knowledge, the following list of identified records and retention periods comply with existing state laws as of 1994. A retention period is defined as the amount of time an identified record must be kept until destruction. If "waived" is indicated in the Notification column, a local government can destroy the records after the prescribed retention period without further notice to the State Historical Society. If "notify" is indicated in the Notification column, the local government should notify the State Historical Sociey of their intention to destroy the records (see instructions on notifying the Wisconsin Historical Society).

It is recommended that local governments consult the latest federal and state regulations to ensure compliance with federal regulations that may be at variance with the schedule and to ensure compliance with any changes in the laws.

Legend

The following terms and abbreviations are used in the records retention schedule:

CR: creation date (or receipt date) of the record

FIS: current fiscal year

EVT: event (typical events that trigger records retention include the close of a contract, a disposition, or the termination of an employee)

P: permanent retention

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Administration | County Board | Elections | Licenses | Public Lands & Roads | Social Services | Taxes | General

Records Retention Schedule

Records Series Retention  Authority Notification
Administration      
Aid to immigration societies CR + 7 years
s. 59.53 (17) Notify
Apportionment maps Until next apportionment
s. 59.03 Waived
Audit reports CR + 7 years n/a Notify
Bank statements CR + 7 years
s. 59.61 (3) Waived
Bounty claims forwarded to DNR CR + 1 year
s. 59.52 (4) Waived
Claims paid by county and supporting papers CR + 7 years or until audited: whichever is earlier
s. 59.52 (4) Waived
Consolidation of counties: order for referendum or special election regarding CR + 7 years
s. 59.08 (7) Waived
County contribution to the mosquito control district CR + 7 years
s. 59.701(15) Waived
County officers: appointment of CR + 7 years
s. 59.25 (2), 59.23 (1), 17.21 (6) Waived
County orders uncalled for by the payee; list of CR + 7 years
s. 59.64 (4) Waived
County zoning ordinance: petition for amendment of CR + 7 years
s. 59.69 (5) Waived
Court commissioner: statement of all actions or proceedings CR + 7 years
s. 59.61 (3), 59.61 (1) Waived
Court costs and fees CR + 7 years
s. 814.22 (2) Waived
Crop reports by local assessors CR + 3 years
s. 59.52 (4) Notify
Detachment of farm land from cities, entry of judgment CR + 7 years
s. 62.075 (5) Waived
Equalization board proceedings or board of review CR + 7 years n/a Notify
Farmland preservation agreements: application CR + 7 years
s. 91.13 (1) Waived
Forest products: notice of cutting forest products CR + 7 years
s. 26.03 (1)(a) Waived
Forfeiture: statements regarding the collection of and the payment to county treasurer CR + 7 years
s. 778.15 Waived
Legislative documents, copies of Retain until superseded by published statutes
s. 35.85 (11) Waived
Metropolitan Transit Authority annual report CR + 7 years
s. 66.94 (40) Waived
Oaths of office: county officers CR + 7 years
s. 59.23 (2), 59.52 (4) Waived
Officers: town, city and village certified to county clerk After date of expiration of term listed
s. 59.52 (4) Notify
Official bonds: county officers CR + 6 years
s. 59.17 (14)(b), 59.52 (4) Waived
Payment vouchers and disbursement made by county treasury CR + 7 years or until audited, whichever is earlier
s. 59.69 (4) Waived
Publications fees CR + 7 years
s. 985.065 (2)(d) Waived
Removals from office; testimony and proceedings CR + 7 years
s. 17.16 (8)(c) Notify
Resignation of public officers CR + 7 years
s. 17.01 (5), 17.01 (7) Waived
Resolutions: agricultural use zoning ordinance CR + 7 years
s. 91.73 (3) Waived
School tuition claims for nonresidents CR + 7 years
s. 121.77 (2)(a) Waived
Town: order establishing a new town CR + 7 years
s. 59.23 (k) Notify
Town: record of any alteration of boundaries or organization of town CR + 7 years
s. 59.23 (k) Notify
Writs of certiorari

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CR + 7 years

s. 753.04 Waived
County Board      
County board committee proceedings CR + 7 years n/a Notify
County board meeting notices CR + 7 years
s. 59.11 Waived
County board ordinances CR + 7 years n/a Notify
County board proceedings: original papers, resolutions and reports concerning 6 years after date of publication
s. 59.717 (1) Notify
County board resolutions CR + 7 years
s. 59.02 (1) Notify
Statistical report of county clerk to county board

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CR + 2 years n/a Notify
Elections      
Absentee certificate-affidavit envelopes 90 days after date of local election and 22 months after Federal election   s. 7.23 Waived
All other election materials and supplies 90 days after date of local election and 22 months after Federal election  s. 7.23 (1)(k) Waived
Ballots, Federal 22 months after election
s. 7.23 (1)(f) Waived
Ballots, non-Federal 30 days after election
s. 7.23 (1)(h) Waived
Cancelled voter registration cards 4 years after cancellation
s. 7.23 (1)(c) Waived
Certificate of election CR + 7 years
s. 7.60 (6) Waived
Certified lists of all candidates on file   90 days after date of local election and 22 months after Federal election
s. 7.08 (2)(a) Waived
Detachable recording units 14 days for primary and 21 days after any other election-clear or erase after transfer to a disk or other recording medium
s. 7.23 (1)(g) Waived
Disk or tape of election data 90 days after date of local election and 22 months after Federal election
s. 7.23 (1)(g) Waived
Election notices (types A-E and special elections), proofs of publication and correspondence 1 year after date of local election and 22 months after Federal election, unless contested, then by court order
s. 7.23 (1)(j) Waived
Election returns including inspector's statements, tally sheets, lists and envelopes 90 days after day of local election and 22 months after Federal election
s. 7.23 (1), 7.51 (5) Waived
Election supplies 90 days after date of local election and 22 months after Federal election
s. 7.10 (1)(a) Waived
Electronic ballot tallies 90 days after day of local election and 22 months after Federal election
s. 7.23 (1)(g) Waived
Federal elections records other than registration cards 22 months after day of election
s. 7.23 (1)(f) Waived
Financial registration statements 6 years after date of termination of registrant
s. 7.23 (1)(d) Waived
Financial campaign reports 6 years after date of receipt
s. 7.23 (1)(d) Waived
Nomination papers for political party committee man or woman 90 days after date of election
s. 7.23 (k) Waived
Nomination papers--County offices, 1940 and after 90 days after election
s. 7.23 (k) Waived
Nomination papers--County offices, before 1940 n/a n/a Notify
Official canvasses including statements and determinations for local elections 10 years after date of election
s. 7.23 (1)(i) Waived
Official canvasses: votes cast for state and national offices 10 years after date of election
s. 7.23 (1)(i) Waived
Recount fee record CR + 7 years
s. 9.01 (1)(ag) 4 Waived
Registration and poll lists; non-partisan elections, 1940 and after 2 years after election
s. 7.23 (1)(f) Waived
Registration and poll lists; non-partisan elections, before 1940 n/a n/a Notify
Registration and poll lists; partisan elections, 1940 and after 4 years after election
s. 7.23 (1)(f) Waived
Registration and poll lists; partisan elections, before 1940 n/a n/a Notify
Registration and voting statistics 90 days after date of local election and 22 months after Federal election
s. 6.275 (1) Notify
Sample ballots





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22 months after federal election and 30 days after non-federal election
s. 5.66 (2) Waived
Licenses       
Automobile registration lists CR + 7 years
s. 341.17 (4)(a) Waived
Dog license fee records, reports 3 years provided the records have been audited
s. 174.08 Waived
Dog licenses and tags: related records CR + 2 years
s. 174.07 Waived
Dog licenses: town and municipal treasurers' records of licenses sold and issued CR + 3 years
s. 59.52 (4) Waived
Dogs: list of, kept in assessment district CR + 2 years
s. 174.06 (7) Waived
Hunting, trapping, fishing licenses and other approvals CR + 3 years
s. 29.09, 29.09 (6) Waived
License fee records: hunting, trapping, fishing 3 years provided the records have been audited
s. 29.09 (7)(a) Waived
Livestock: claims for damage by dogs CR + 7 years
s. 174.11 (1) Waived
Marriage license applications and supporting papers CR + 10 years
s. 59.52 (4) Waived
Marriage license docket CR+ 7 years
s. 765.20 Waived
Marriage license receipts and records CR + 7 years
s. 59.07 (90) (Milw. Co. only), s. 765.15 Waived
Marriage of underage persons, consent of guardian CR + 7 years
s. 765.02 (2) Waived
Notice of stray animals CR + 2 years
s. 170.02 Waived
Vehicles: applications for registration of

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CR + 7 years
s. 341.08 (5) Waived
Public Lands and Roads       
Airport land: acquisition of, order and maps CR + 7 years
s. 114.33 (6) Notify
Award of compensation pursuant to relocation orders CR + 7 years
s. 32.05 (7)(a) Waived
Condemnation proceedings: assessments of benefits and damages made in CR + 7 years
s. 27.065 (2)(b) Waived
Condemnation proceedings: publication of final determination as a class 2 notice CR + 7 years
s. 27.065 (6)(j) Waived
County forest lands: easements; entry and withdrawal CR + 7 years
s. 28.11 (4)(f), 28.11 (4)(d) Waived
County forest road aids; maps CR + 7 years
s. 86.315 (4)(a) Waived
County highways; acquisition of land, order and map; construction, statements and payroll CR + 7 years
s. 83.08 (1), 83.04 (4) Waived
County highways; finding, determination, and declaration regarding controlled access CR + 7 years
s. 83.027 (1) Waived
County improvement notice CR + 7 years
s. 27.065 (9)(a) Waived
County park commissioners: appointment of CR + 7 years
s. 27.02 (1) Waived
County parks and parkways: final determination of damages and benefits; notice of appeal, liens against property, plans and specifications of contractors, special assessments CR + 7 years
s. 27.065, (5)(6)(8)(9)
(10)
Waived
District protection and rehabilitations, special assessments and changes CR + 7 years
s. 33.32 (1)(c) Waived
Drainage district: transfer to other jurisdiction, petition and resolution CR + 7 years
s. 88.83 (4) Waived
Flood works: petition for reports; notice of hearing CR + 7 years
s. 87.04 (1), 87.07 (1) Waived
Highway and road records, miscellaneous, before 1930 n/a n/a Notify
Highway jurisdiction maps CR + 7 years
s. 86.302 (1) Waived
Leasing of land under the U.S. flood control act of 1954 CR + 7 years
s. 24.39 (3) Waived
Municipal power and water districts: resolutions of organization, public service commission reports, petitions, referendum results CR + 7 years
s. 198.03, 198.04, 198.06 Waived
Notices to town assessors regarding lands sold and owned by county: copies CR + 3 years
s. 59.52 (4) Waived
Petitions and objections regarding establishment of public land, inland lake protection and rehabilitation district CR + 7 years
s. 33.26 (1), 33.25 (1) Waived
Protest of proposed zoning amendment in airport affected area CR + 7 years
s. 59.69 (5) Waived
Relocation orders Retain latest revision for each project
s. 32.05 (1)(a) Waived
Resolution redefining metro sewage district boundary CR + 7 years
s. 66.888 (1)(d) Waived
State trunk highways, county maps CR + 7 years
s. 84.02 (12) Notify
Streets and parkways: adoption of grades and alterations CR + 7 years
s. 27.065 (3) Waived
Town highways, petitions for immediate repair to culvert or bridge CR + 7 years
s. 81.38 (3) Waived
Town highways: appropriations; appeals to county board CR + 7 years
s. 81.38 (1), 88.83 (4) Waived
Zoning ordinance: adoption of

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CR + 7 years
s. 59.61 (5) Waived
Social Services     
Aid: administration of and record of disbursements CR + 7 years
s. 45.14 (2) Waived
Aid: application for, hearing and review CR + 7 years
s. 49.50 (8)(b) 1, 49.50 (9)(a) Waived
Annual report: department of social services CR + 7 years
s. 46.18 (10) Waived
Audit by state Department of Health and Social Services and administrative review of general relief agency CR + 7 years
s. 46.206 (1)(c), 46.208 (2)(m) Waived
Audits of claim against county CR + 7 years
s. 46.18 Waived
Bonds furnished by conservator of county hospital patient or county home resident or guardian for mentally ill patient CR + 7 years
s. 880.295 (1) Waived
Cemetery care funds CR + 7 years
s. 157.11 (9g)(a) 2. Waived
Clerk of Court for juvenile matters: appointment of CR + 7 years
s. 48.04 (1) Waived
Power of attorney for health care instrument CR + 7 years
s. 155.30 (3) Waived
Soldiers graves: record for the care of CR + 7 years
s. 45.185 (2) Waived
Veterans burials and record of financial assistance CR + 7 years
s. 45.17 Waived
Veterans service commission: individual members' surety bond CR + 7 years
s. 45.12 (2) Waived
Wills, living

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CR + 7 years
s. 154.03 (2) Waived
Taxes      
Apportionment of county taxes: record of CR + 7 years
s. 70.63 (1) Waived
Court certificates drawn on county treasurer CR + 7 years
s. 66.081 Waived
Illegal tax certificates charged back to local tax districts 3 years after charging back
s. 59.52 (4) Waived
Local assessors: reports detailing the work of CR+ 7 years
s. 73.06 (5) Waived
Notice of application for tax deed: affidavits related to CR + 7 years
s. 75.12 (3) Waived
Notices of application for taking of tax deeds and certification of non-occupancy, proofs of service and tax certificates filed CR + 15 years
s. 59.52 (4) Waived
Receipts from every county officer, employee, board, commission or other body collecting or receiving money on behalf of the county CR + 7 years or until audited, whichever is earlier
s. 59.61 (1) Waived
Receipts issued by treasurer: copies CR + 4 years or until audited, whichever is earlier   s. 59.25 (3), 59.52 (4) Waived
Service of notice on owner of record of original title CR + 7 years
s. 75.28 (2) Waived
Tax Appeals Commission: appeals to CR + 7 years
s. 70.64 (6) Waived
Tax Appeals Commission: notice of hearing CR + 7 years
s. 70.64 (4) Waived
Tax apportionment notices sent to local taxing districts: copies CR + 3 years
s. 59.52 (4) Waived
Tax apportionment: notices from Secretary of State CR + 3 years
s. 59.52 (4) Waived
Tax deeds CR + 7 years
s. 75.16 N/A
Tax deeds: cancellation of CR + 7 years
s. 75.23 Waived
Tax receipts CR + 15 years
s. 59.52 (4) Waived
Taxes levied on taxable property: statement of CR + 7 years
s. 69.62 Waived
Woodland tax law: copy of DNR action - request to place under law

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CR + 7 years
s. 77.16 (9) Waived
General      
Any record subject to litigation, claim, audit or other action until permission to destroy obtained from corporation counsel n/a Waived
Cancelled checks CR + 7 years
s. 59.52 (4) Waived
Correspondence CR + 3 years n/a Waived
Financial records

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 n/a n/a Notify

 

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