Employees create records everyday as they go about their work. Keeping, using, and discarding these records is one of the responsibilities of government employees. The Wisconsin Historical Society is here to help.

How to Notify the Wisconsin Historical Society on the Destruction of Public Records

Wisconsin law requires that all local governments notify the Wisconsin Historical Society at least 60 days prior to destroying any obsolete public records. Local Governments can meet this requirement by submitting a notification letter that identifies what records are slated for destruction.

Notification letters should include the following: 

• Series titles or names of records that are to be destroyed
• Date ranges for each series
• Name and contact information of a knowledgeable person who can answer questions if needed

View a Sample Letter

Local units may also include separate inventories if necessary.

Response Confirmation

The Wisconsin Historical Society (WHS) will respond by mailed letter identifying if transfer of offered records has been accepted or declined. Once the reply is received, local units should:

• Keep the reply letter from WHS as proof of proper public records destruction.
• Set aside any accepted records until WHS staff can schedule a transfer.
• Destroy any declined records at the earliest convenience.

Notification of Court records: Court Operations has approved a notification form (GF-110) that may be submitted instead of writing a notification letter. The form is available through the Wisconsin Court System and may be submitted using the notification methods listed above.