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Public Records Policy
Public libraries are governed by the state's Public Records Law, which requires them to maintain transparency and accountability in their operations. A public records policy outlines how libraries manage, retain, and provide access to records such as meeting minutes, financial reports, correspondence, and circulation data. This policy helps ensure that libraries respond efficiently to public records requests, maintain organized documentation, and dispose of outdated materials in compliance with legal standards.
Legally, public records requirements are rooted in Wisconsin State Statutes §§ 19.32–19.37, which establish the public’s right to access government records, § 16.61(2)(b), which defines public records and sets retention requirements, and § 43.30, which protects the confidentiality of public library records by prohibiting the disclosure of any personally identifiable information about library users except under specific legal circumstances.
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Self-Audit
Ask yourself the following questions about your existing or draft policy:
- Does the policy reference what constitutes a public record under state law?
- Does the policy specify a designated individual as the official custodian responsible for managing public records and responding to requests? Does the policy outline the location that the records are held and when records can be requested?
- Does the policy explain that the public can request records verbally or in writing?
- Does the policy reinforce the protection of patron records and other sensitive information? Are the policy’s public records retention schedules defined and consistent with state guidelines?
- Are timelines for responding to requests stated and legally compliant?
- Are fees for copying or processing records transparent and reasonable?
- Does the policy comply with Wisconsin State Statute § 43.30, Confidentiality of public library records?
- Does the policy comply with Wisconsin Statutes § 19.31-19.39, General Public Records Law?
- Is the policy easy to understand? Is it written in ‘plain language’?
Related Procedures
The following topics might be included in your Public Records policy, or may be presented as separate policies depending on your library’s needs:
- Public Library Records Retention Schedule
- Privacy/Confidentiality of library records (to be covered in February 2026)
- Fine and Fee policy
Sample Policies
The Administration and Governance Policies folder on WISELearn contains sample public records policies and sample public records notices for you to review as you work on your policy. Visit the Public Library Policy Resources WISELearn Group for more discussion, or consider uploading your library’s policy for discussion and another example for the library community to learn from.
Additional Resources
Links to additional resources from the Wisconsin Bureau of Libraries, Public Records Board, Wisconsin Historical Society, and Office of the Attorney General are available in this Public Records Resources document on WISELearn.
What’s next?
In January, our Policy of the Month club will focus on Displays. Visit the Public Library Policy WISELearn group to share your policies for discussion!
Join Policy of the Month Club
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Questions or suggestions?
Reach out to any member of the Policy of the Month team:
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