Records Retention Policy

The Library Board has adopted the Records Retention Schedule for Wisconsin’s Public Libraries and Public Library Systems, as recommended by the Wisconsin Public Records Board. This retention schedule establishes the timeframe for the disposal of records that are no longer required for administrative, financial, or legal purposes. The adoption of the schedule also enables the Library to dispose of records without prior approval of the Wisconsin Historical Society. This retention schedule remains in effect until June 12, 2027 or until it is formally amended or superseded.

Records created by the Library that are not included in the adopted Record Retention Schedule for Wisconsin’s Public Libraries and Public Library Systems follow the City’s Municipal Code.

The official records of the Library are retained at the Library, or at Oconomowoc’s City Hall.

The Board of Trustees of the Oconomowoc Public Library is a record-keeping authority as defined in §19.33, Wisconsin Statutes. The Library Director is the legal custodian for the Library Board and for any committee or sub-unit thereof, and its records. Should the Director be unavailable, the Administrative Assistant will serve as deputy custodian.

The Library operates with the City as its fiscal agent.  Records created by the fiscal agent are their records.

The definition of a public record is found in Chapter 19.32 (2) of Wisconsin Statutes, and includes any document in any format that is created or received by, or comes under the jurisdiction of, the Library, that documents the organization, function, policies, decisions, procedures, operations, or other activities of the Library.  All records of the Library meeting this definition are public unless they, or parts of them, are specifically exempt from disclosure under Wisconsin or federal law.

Records created and stored electronically are subject to the same retention schedule as their paper counterparts, along with the hardware and software necessary to access them.  Duplicate files, duplicate copies, library materials, and community forms, booklets, or pamphlets originally intended for distribution are not official public records.

A public record may not be destroyed if any litigation, claim negotiation, audit, public records request, administrative review, or other action involving the records is initiated before the expiration of the retention period set in the Records Retention for Wisconsin’s Public Libraries and Public Library Systems.

Adopted 9/9/2021