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Records defined:
"Public records" means all books, papers, maps,
photographs, films, records or other documentary
materials or any copy thereof, regardless of
physical form or characteristics, made or
received by any
agency
of the State or its officers or employes in connection
with the transaction of public business, except the
records and correspondence of any member of the State
Legislature. s. 16.61(2)(b).
Records
include paper and microfilm documents and data contained
in a computer or other electronic system. The
information is the record, and the medium (paper,
microfilm, magnetic, digital, laser or voice) only
contains the information.
All
records created or received and filed by any
organization of any agency are official State records,
subject to regulations covering public records.
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The following list of items are generally not considered
records:
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Stacks of publications, printed documents or
brochures.
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Library and museum material made or acquired and
preserved for reference or exhibition, including
textbooks, copies of Wisconsin Statutes,
Wisconsin Blue Book, periodicals and other
technical reference materials.
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Quasi-official notices, unsolicited announcements,
invitations or other materials that are not filed as
evidence of office operations.
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Preliminary drafts, worksheets, memoranda and
informal notes which do not represent significant
steps in the preparation of record documents.
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Route slips which contain no pertinent information
or approvals, used to direct the distribution of
papers and letters of transmittal.
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Personal property of state employes, such as
personal organizers or the employe's own copies of
his or her personnel file, leave account, time and
payroll, awards, certificates, training
documentation, etc.
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Extra copies of records which are in addition to
"official" records contained elsewhere. Duplicate
copies of records maintained as "reading,"
"convenience," "tickler" files and identical copies
maintained with the "official" record are
non-records if they are maintained only for ease of
reference and convenience.
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Blank forms, file or office supplies or other items
that can be found in a stores warehouse.
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