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Policy 622
WHEREAS, the Northcentral Technical College District is a "Municipality"
(hereafter "the College") created and established pursuant to Wisconsin
Statutes, and
WHEREAS, the Northcentral Technical College District is subject to the
requirements of the Wisconsin Public Records and Property Law (Wis. Stat. §§
19.21 - 19.39), and
WHEREAS, the Board of Trustees of the Northcentral Technical College District
believes that it is in the best interest of the Northcentral Technical College
District, its employees, and the general public to provide the greatest possible
access to information regarding the affairs of government and the official
records of the Northcentral Technical College District concerning its operation,
including the official actions of the Northcentral Technical College District,
its officers, and employees, and
WHEREAS, the Northcentral Technical College District recognizes that it is
the representative of the public and that the release of information to the
public is an essential function of representative government, and
WHEREAS, the Northcentral Technical College District further recognizes that
an integral part of the routine duties of the officers and employees of the
Northcentral Technical College District should be the responsibility to provide
access to information concerning the affairs and records of the Northcentral
Technical College District,
NOW, THEREFORE, Be It Resolved that the following policies relating to the
release, inspection and reproduction of public records and property are hereby
enacted:
- DESIGNATION OF PUBLIC RECORDS. The Northcentral Technical College
District hereby recognizes and designates all of its records as defined by
Wis. Stat. § 19.32(2), as public records and documents subject to release,
inspection, and reproduction as required by law.
- DESIGNATION OF THE OFFICIAL LEGAL CUSTODIAN OF THE RECORDS. The
Northcentral Technical College District hereby designates the position of
Vice President of Human Resources as the official legal custodian of the
public records of the College. It shall be the responsibility of the
individuals in those positions to execute all duties and responsibilities of
the College pursuant to the Wisconsin Public Records and Property Law.
As the official legal custodian of the records of the College, the
individual in this position shall be responsible to the President for the
timely response to any request for access to the public records of the
College. The custodian shall be solely responsible for the release of the
public records of the College, the conditions under which records may be
inspected, and the collection of costs for the location or reproduction of
such records.
It is directed that all employees of the College be informed in writing that
the Vice President of Human Resources has been designated the official legal
custodian of the public records of the College. The employees shall further
be informed of the duties of the official legal custodian and shall also be
made aware of the other requirements and provisions of this Resolution. (See
Appendix A for notice.)
- POWERS OF THE OFFICIAL LEGAL CUSTODIAN OF THE RECORDS. All requests
for the release, inspection, and/or reproduction of the public records of
the College shall be directed or referred to the official legal custodian.
The official legal custodian is hereby vested with full legal power to make
all necessary decisions relative to the release, inspection, and
reproduction of public records and is further granted all authority
necessary to carry out all duties and responsibilities required by either
the Wisconsin Public Records and Property Law (Wis. Stat. §§ 19.31 - 19.39)
or this Resolution.
- PROCEDURE FOR THE RELEASE, INSPECTION AND REPRODUCTION OF RECORDS AND
PROPERTY. The College hereby adopts the Notice attached as Appendix B as
the official procedure of the College in responding to requests for the
release, inspection, or reproduction of the records and property of the
College.
This Notice is intended to provide all necessary information that might be
required by a member of the public in order to obtain access to the records
and property of the College. Any questions in regard to this Notice shall be
directed to the official legal custodian of the records.
This Notice may be modified from time to time by official action of the
governing body, but absent such modification, the decisions of the official
legal custodian of the records of the College shall be in conformity with
its provisions.
Copies of the Notice hereby adopted shall be available on the college web
site. A copy of the Notice shall be made available to any member of the
public upon a request for inspection or reproduction.
- ADOPTION OF FEE SCHEDULE REGARDING THE COSTS FOR THE LOCATION AND/OR
REPRODUCTION OF THE RECORDS AND PROPERTY. The College hereby adopts the
Fee Schedule attached as Appendix C to cover the actual costs relating to
the location and reproduction of any of the records of the College. It is
intended that this fee schedule shall cover the payment of the actual,
necessary, and direct costs incurred in locating a document, or in providing
any person with a reproduction of any of the records of the College. This
schedule shall be reviewed annually by the College and adjusted as the need
arises.
- RECORD PRESERVATION. The records of the College shall be retained
and preserved by the official legal custodian as required by all applicable
laws and no records shall be destroyed without the prior written approval of
the custodian.
No record of the College shall be destroyed after the receipt of a request
for such record until after the request is granted, or until any dispute
concerning the request has been completely and finally resolved.
- INDEMNIFICATION OF THE OFFICIAL LEGAL CUSTODIAN OF THE RECORDS. Any
costs or fees incurred by the official legal custodian of the records of the
College shall be directly reimbursed by the College to the custodian and
shall not be treated as the personal liability of the custodian.
Introduced at a regular meeting of the Board of Trustees of the Northcentral
Technical College District, this 28th day of January, 2004.
Donna Seidel, Secretary
Northcentral Technical College
Board of Trustees
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