Chapter: Administrative
Policy Number: 5.04
Original Effective Date: 6/9/10
Revision History: 6/12/17, 11/17/21. 5/20/26
Records Retention
The Library Board has adopted and will adhere to the Records Retention Schedule Record Retention Schedule for Wisconsin’s Public Library Systems as recommended by the Wisconsin Public Records Board.
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 Village records retention schedule.
The official records of the Library are retained at the Library business office located at W156 N8436 Pilgrim Road, Menomonee Falls, Wisconsin, or at the Village offices located at W156 N8480 Pilgrim Road, Menomonee Falls, Wisconsin.
Custodians of Records
The Library Director shall be the custodian of the records of the Library, Library Board, of all committees of the Library Board, and of all Library records for which no other custodian has been designated. Appointed Library Board officials shall be the custodians of the individual records of their respective offices.
Public Records
The definition of a public record is found in Chapter 19.32 (2) of Wisconsin State 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 considered to be 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.
Open Records Requests
Upon request, all public records responsive to the request, and not exempt from disclosure, will be prepared by the Library Director pursuant to the Village’s policies regarding public records.
Whenever there is a doubt as to whether information may or may not be released in response to a public records request, the Library Director will seek the counsel of the Village attorney’s office. The Library will respond to all requests according to Village policies.