3.110 Retention of records – Joint services board (11/15/05)

3.110 Retention of records – Joint services board (11/15/05).

The following schedule of records and retention periods approved by the Wisconsin Department of Administration Public Records Board on June 6, 2005 shall apply at the Kenosha County Joint Services Board.

KENOSHA CITY/COUNTY JOINT SERVICES
Proposed Records Retention Schedule
Record Title	Record Purpose	Proposed Retention Period
Alarm Subscriber Contract	Original contract between Parkland and alarm subscriber	7 years after the last effective day thereof 59.52(4)(a)(10)
Alarm Subscriber Cancellation Notices	Informs Board of company’s desire to be terminated from alarm board	3 years after termination of contract
Applications / Candidate Files	Candidate information for employment purposes	7 years after expiration of eligibility list
Audit Reports	Yearly financial activities	Permanently
Audit Trails	Generated from Firstar Payroll Services. Computer analysis of payroll information	Current fiscal year and 4 back fiscal years (FIS+4 years)
Background Investigation Results	Documents results of background investigation efforts for candidates	7 years after expiration of eligibility list
Bank Statements Cancelled Checks, Check Stubs, FlexBen Checking	Documents transactions from bank on a monthly basis	10 years (Cancelled Checks are 7 years per 59.52(4)(a)(16))
Bloodborne Pathogen Exposure, Medical Record of	Declaration of unsafe exposure incident	Duration of employment plus 30 years 29 CFR 1910.20, per Safety Manual
Board Agendas* Board Minutes*	Records transactions at meetings	Permanent*
Budget, Final Copy	Board approved copy	Permanently
Budget Records	Worksheets used to prepare budget information	7 years
CAD Online Printout	Records all dispatch activity in CAD	7 years
Cash Register “Z” Tapes	Tape of daily cash register activity	7 years, per Corp. Counsel Opinion 94-4
Cash Register “X” Tapes	Tape of daily cash register activity. Duplication of Z tape	Current fiscal year and 4 back fiscal years (FIS+4 years)
Clothing Allowance Voucher	Request made by employee for reimbursement for clothing expenses. Also captured on earnings register	Current fiscal year and 4 back fiscal years (FIS+4 years)
Deferred Compensation Information	Information generated from Citistreet and/or Nationwide Retirement Solutions detailing employee contributions	7 years, per Corp. Counsel Opinion 94-4
Department Payroll Summary	Generated by departments. Source document for master payroll information. Also captured on Earnings Register	10 years (7 years required, per Corp. Counsel Opinion 94-4)
Earnings Register ADP Records	Tracks all employee payroll information; hours worked, taxes, department totals	10 years
Evidence/ID - Incident Photographs and Negatives	Crime scene photographs	10 years (8 years required per 59.27(8))
Evidence/ID - Inmate Photograph and Photograph Record	Mugshot at time of booking	8 years, per 59.27(8)
Evidence/ID - Latent Log Books	Log of latents submitted by officers	7 years
Evidence/ID - Lost and Found Notebooks	Log of lost and found property	7 years
Evidence/ID - Old Jail Identification Number Log Books	Log of identification numbers assigned and names	7 years
Evidence/ID - Photo Log Book	Log of film rolls sent out for processing	7 years
Evidence/ID - Property Log Number Book	Log of evidence turned in and the unique number that is assigned	7 years
Evidence/ID - Sign In/Out Logs	Log of persons who have entered Evidence Rooms A and B or the lab (after hours)	7 years
False Alarm Report - Chargeable	Requesting payment for false alarm charges	7 years, per Corp. Counsel Opinion 94-4
False Alarm Report - Nonchargeable	Report/invoice for alarm determined not to be chargeable. Info also maintained in calls for service	7 years, per Corp. Counsel Opinion 94-4
False Alarm Yearly Report	Documents entire year’s false alarm activity	7 years
Financials - Accts Payable	Check Reconciliation, Check Register, Journal Entries	Current fiscal year and 4 back fiscal years (FIS+4 years)
Financials - Accts Receivable	JARUPDAT Invoice Register, Journal, Acct Distribution Listing, Invoices	Current fiscal year and 4 back fiscal years (FIS+4 years)
Financials - Accts Receivable Reports	JAROPEN, JARREPORT, JARSTMTS Open Accts Receivable Invoices, Monthly Distribution Listing, Payment Register, Open by Year, Status, Department, and Statement Register	Current fiscal year and 4 back fiscal years (FIS+4 years)
Financials - Daily Cash	JDC FINAL Accts Receivable Payment Register, Journal Balance	Current fiscal year and 4 back fiscal years (FIS+4 years)
Financials - Daily Journals	JFN DAILY Journal entries from prior day	Current fiscal year and 4 back fiscal years (FIS+4 years)
Financials - JGLEDGERS (Updated)	JGLEDGERS Monthly financial activity	Permanent
Financials - JPOFINAL	JPOFINAL Purchase Order Transactions, changes, Outstanding	Current fiscal year and 4 back fiscal years (FIS+4 years)
Fixed Asset Inventory Log	Documents assets as per GASB	Permanent
FMLA Chart	Tracks yearly State and Federal FMLA days	3 years after leave ends
FMLA Disability Leave Request	Leave request and physician’s statement	3 years after leave ends
FMLA Disputed Designation	Records dispute over the designation of FMLA leave	3 years after the leave ends or the request is denied
FMLA Leave Days	Payroll instructions on how to charge the FMLA day	3 years after leave ends
FMLA JSM 94-FMLA	Response to Request for FMLA	3 years after leave ends
FMLA State and Federal FMLA Worksheet	Optional form that assists Director in granting of FMLA requests	3 years
Fuel Print Outs	Documents fuel usage of squads and other vehicles for billing purposes	7 years
Green Sheets	Documents signed by employees confirming days off and reason	Current year plus 2 years, per Corp. Counsel Opinion 94-4
HIPAA - Authorizations, all signed	Document of authorization	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Business Associate Agreements	Records agreement between the Agency and business associates with respect to HIPAA	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Employee Training Documents	Training manual documentation and procedures	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Entity Status	Information on whether an entity is a hybrid or affiliated entity or an organized health care arrangement	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Individual Complaints	Document of individual complaints and their outcomes	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Individual Rights Forms	Documentation regarding the following individual rights: 1. Right to request amendment of PHI (form4) 2. Right to an accounting of disclosures of PHI (form 5) 3. Right to inspect and obtain copies of PHI (form 3) 4. Right to request restrictions on uses and disclosures of PHI (form 1) 5. Right to request confidential communications of PHI (form 2)	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Minimum Necessary Policies and Procedures	Agency’s policy on Minimum Necessary, including protocols for PHI use, routine disclosures and requests	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Plan Document and Summary Plan Description	Description of the plan	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Plan Sponsor Certifications	Certification to the Plan regarding Plan amendments and firewalls	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - PHI Disclosures	Records of disclosures that are required to be accounted for under the Privacy Standards	Must be made available to an individual for six (6) years after the request date OR 6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - PHI Use and Disclosure	Records on any PHI use and disclosure for research purposes, as allowed without authorization under the Privacy Standards	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Policies on PHI uses and disclosures	Agency’s policy on use of PHI and its disclosures	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Privacy Notice	Notice of Privacy Practices	6 years from either the date it was created or the date it was last in effect, whichever is later
HIPAA - Sanctions Imposed	Records of any sanctions imposed in connection with non-compliance with the Privacy Standards	6 years from either the date it was created or the date it was last in effect, whichever is later
Hiring Process Folders	Documentation of each hiring process	Permanent
Income Statements	Revenues and expenditures for each month	Current fiscal year and 4 back fiscal years (FIS+4 years)
Individual Health Claim Files	Health insurance claims processing documents	7 years from the date paid
Insurance Policies - Expired	Reflects previous coverages	7 years after the last effective day thereof 59.52(4)(a)(10)
Invoices Purchase Orders Statements Purchase Requisitions Copies of Checks	Accounts payable information documenting purchasing transactions. Filed as a packet.	10 years
Invoices / Statements for clients (Fleet Maintenance Department)	Requesting payments for various charges	7 years
Kenosha County Detail Listing of Obligations versus Budget	Documents County’s expenditures to Joint Services to date and future obligations	Upon confirmation of amounts
Kenosha County Payment Voucher	Originated from County. Completed by Joint Services to request monthly operating monies	Current fiscal year and 4 back fiscal years (FIS+4 years)
Ledger Sheets; general ledger sheets, subsidiary ledger sheets, Trust account ledger	Captures and summarizes information from journal sheets	7 years required, per Corp. Counsel Opinion 94-4
Life Insurance Census Report	Confirms employee earnings and coverage amounts for life insurance purposes	Current fiscal year and 4 back fiscal years (FIS+4 years)
Logging Tapes (Radio / Phone Logs)	All voice transmissions in dispatch are recorded for investigative purposes	120 days
Master Payroll Information	Generated from Administration for payroll. Information also captured on earnings register	3 years, per Corp. Counsel Opinion 94-4
Mileage Trip Sheet	Documents all odometer readings and purpose for agency’s vehicle usage	Current fiscal year and 4 back fiscal years (FIS+4 years)
OSHA Form 200	Log of workers’ injuries	5 years, per Public Law 91.596 and 29 CFR 1904
OSHA Forms 300 and 300A	Log and summary of work related injuries and illnesses	5 years following the year to which they pertain, per Public Law 91.596 and 29 CFR 1904
Overtime Posting	Notice of voluntary and mandatory overtime opportunities on which employees sign up	1 year after the record is made
Overtime Reports and Charts	Monthly record of department’s hours and costs for overtime	Current fiscal year and 4 back fiscal years (FIS+4 years)
Parts Inventory Listing	Keeps track of inventory on a monthly basis. Also captured on the year-to-date report	Current fiscal year and 4 back fiscal years (FIS+4 years)
Parts Inventory - Year to Date Report	Tracks inventory on an annual basis	Permanent
Payroll Adjustment Forms	Generated from Firstar Payroll Services. Hard copy of verbal information	Current fiscal year and 4 back fiscal years (FIS+4 years)
PCI Group Number and Identification Number Forms	Assigns identification number to written test participant	7 years
PCI Individual Psychological Assessments	Hiring assessment	7 years
PEI Test Packets (Non-Hired Applicants)	Written test packets for 911 dispatchers	7 years, except if a discrimination complaint has been filed records will be maintained until final disposition of case
Personnel Files for Terminated Employees	Contains all employment information for employee	7 years after termination of employment per Corp. Counsel Opinion 94-4
Physical and Drug Screen Results (Non-Hired Applicants)	Pre-employment physical and drug screen examination results for hiring consideration	7 years for POSITIVE (failed) results
Postage Worksheets	Documents postage used by other departments	Current fiscal year and 4 back fiscal years (FIS+4 years)
Proposal / Bid List / Notices of Taking Bids	Documents bid specifications and proposals from vendors	7 years required per Corp. Counsel Opinion 94-4 and 59.52(4)(a)(10)
Receipts / Deposit Records	Documents deposits	10 years
Receipt Register Report (Laurie’s)	Records daily cash register activity by shift. Duplicate of FM Clerk paperwork	Current fiscal year and 4 back fiscal years (FIS+4 years)
SAFEGUARD Journal Sheets; general journals, cash disbursement journals, accounts receivable journals	Records accounting transactions	7 years
Statistical Reports (Communications)	Hand written logs; lost/found animals; abandoned vehicles; charge card requests; county fire/rescue tests; street / highway closing; attempts to locate	2 years
Supply Requisitions	Department request for items from inventory	Until appropriate charges are posted
Tape Request Forms	Requests by District Attorney, citizens, and other agencies for copies of phone calls and/or radio transmissions	Current year plus 3 years, per Corp. Counsel Opinion 94-4
Tax Forms	Quarterly reports completed by Firstar Payroll Services	7 years, per Corp. Counsel Opinion 94-4
Time Cards	Source document for payroll information. Information also captured on Earnings Register	3 years, per Corp. Counsel Opinion 94-4
Time Documents	Generated by Firstar, lists hours worked by each employee. Information also captured on Earnings Register	7 years
Tow Lists	List of tows called by KSD and KPD officers	4 years, per Corp. Counsel Opinion 94-4
Trade Sheets	Documents signed by employees confirming days off	Current year plus 2 years
Union Contracts	Signed agreement which outlines working conditions and benefits	7 years after the last effective day thereof, 59(4)(a)(10)
Vacancy Packets	Documents position and shift vacancies and the process of filling that vacancy	Permanent
Vehicle Maintenance	Documents daily work for vehicles for billing purposes. Also captured on statements	Current fiscal year and 4 back fiscal years (FIS+4 years)
W2’s	Employer copy of W2	7 years, per Corp. Counsel Opinion 94-4
Wisconsin Retirement System Annual Reconciliation Report	Provides employee salary information to WRS for pension purpose	7 years, per Corp. Counsel Opinion 94-4
Wisconsin Retirement System Employee Transaction Report	Submitted to WRS upon termination of employee	7 years, per Corp. Counsel Opinion 94-4
WKC-12-E Employer’s First Report of Injury	Employee injury report form	5 years
Yearly Attendance Records	Summarizes employee work schedules and exceptions to schedule on an annual basis	Maintained throughout employee’s tenure
9-1-1 Online Print Out - Generated up to 12/99	24 hour record of 9-1-1 calls being received	3 years in addition to current year, per Corp. Counsel Opinion 94-4
9-1-1 Daily Call Report	24 hour record of 9-1-1 calls being received (different format from above)	7 years in addition to current year, per Corp. Counsel Opinion 94-4
9-1-1 Update Error Report	Daily report of database corrections	1 year in addition to current year, per Corp. Counsel Opinion 94-4
9-1-1 Position and Time Report	Chronological record of all 9-1-1 calls, listing times, trunks, transfers, and hang ups	3 years in addition to current year, per Corp. Counsel Opinion 94-4

*If the retention of Board Agendas and/or Minutes changes from permanent, these records will be offered to the Wisconsin Historical Society, Wis. Stat. 19.21

[Code § 3.6451.]