City of Madison, Wisconsin | Legislative Information Center
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File #: 34512    Version: 1 Name: Records retention schedules
Type: Ordinance Status: Passed
File created: 6/18/2014 In control: COMMON COUNCIL
On agenda: 7/15/2014 Final action: 7/15/2014
Enactment date: 7/24/2014 Enactment #: ORD-14-00130
Title: Amending Section 3.70(8) of the Madison General Ordinances to update the City’s record retention practices.
Sponsors: Mark Clear
Fiscal Note
No appropriation is required.
Title
Amending Section 3.70(8) of the Madison General Ordinances to update the City’s record retention practices.
Body
DRAFTER'S ANALYSIS: This ordinance amendment would conform the ordinances to the actual practice that has developed regarding records retention schedules. The State has taken a more positive leadership role in this area and thus the reference to the State Public Records Board Statutes. Additionally, it no longer makes sense to have two records schedules, one for records before 2008 and one for those after the enactment of our ordinance.
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The Common Council of the City of Madison do hereby ordain as follows:
Subsection (8) entitled “Retention Schedules” of Section 3.70 entitled “Public Records” of the Madison General Ordinances is amended to read as follows:
“(8) Retention Schedules. The City, in accordance with Wis. Stat. §§ 19.21(4)(b) and 16.61(3)(e), adopts the following records retention schedules:
(a) Retention Schedule For Records Created Prior to January 1, 2008. All records created or maintained prior to January 1, 2008 shall continue to be preserved in accordance with the records retention schedules existing at the time the records were created.
(ba) Retention Schedule For Records Created January 1, 2008 and thereafter. For all records created January 1, 2008 and thereafter, tThe Information Technology Director, in consultation with the City Attorney, shall develop and maintain the City of Madison’s Records Retention Schedule in accordance with the provisions of Wis. Stats. §§ 16.61(3)(e) and 19.21(4) and such records shall be maintained in accordance with the provisions of that schedule. Such schedule must be approved by the Wisconsin Public Records Board and published by the Mayor in an Administrative Procedure Memorandum that also contains any other relevant conditions for the maintenance, storage or di...

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