Wisconsin Public Records Law Compliance Guide
October 2019
Wisconsin Public Records Law
Compliance Guide
Wisconsin Department of Justice
Attorney General Josh Kaul
Message from the Office of Open Government
It is imperative that we recognize that transparency is the cornerstone of democracy and
that citizens cannot hold elected officials accountable in a representative government unless
government is performed in the open.
The Wisconsin Department of Justice (DOJ) plays an important role in ensuring
Wisconsin¡¯s open government laws are properly and faithfully executed by public officials. The
Office of Open Government has worked to reduce DOJ¡¯s average public record response times.
The office also makes available online a snapshot of all public records requests pending each
week, average monthly response times for the office, and responses to public records requests
that may be of public interest. DOJ responds to hundreds of inquiries every year concerning
issues related to the open meetings law and the public records law, and instructs on open
government at dozens of conferences, seminars, and training sessions. In these ways, the Office
of Open Government provides resources and services to all state, regional, and local government
entities and citizens.
Wisconsin¡¯s open government laws promote democracy by ensuring that all state,
regional and local governments conduct their business with transparency. Wisconsin citizens
have a right to know how their government is spending their tax dollars and exercising the
powers granted by the people. This guide is a resource for everyone to understand and exercise
their right to access their government.
This compliance guide may be accessed, downloaded or printed free of charge from the
DOJ website, by visiting . Please share this guide with your
constituencies and colleagues.
Records custodians and all those who perform public duties are encouraged to contact the
Office of Open Government if we can be of assistance.
Office of Open Government
Paul M. Ferguson, Assistant Attorney General
Wisconsin Department of Justice
P.O. Box 7857
Madison, WI 53707-7857
Public Records/Open Meetings (PROM) Help Line: (608) 267-2220
Disclaimer
This guide provides an overview of the law and compiles information provided by DOJ
in response to inquiries submitted over the course of several decades. This guide is provided
pursuant to Wis. Stat. ¡ì 19.39 and does not constitute an informal or formal opinion of the
Attorney General pursuant to Wis. Stat. ¡ì 165.015(1).
This guide does not provide answers to every question that may arise regarding the public
records law. Although this guide is updated periodically, it reflects the current law as of the date
of its publication, and it may be superseded or affected by newer versions and/or changes in the
law. This guide does not create an attorney-client relationship. You should consult with an
attorney for specific information and advice when necessary and appropriate.
Wisconsin Public Records Law Compliance Guide
Attorney General Josh Kaul
Office of Open Government
Paul M. Ferguson, Assistant Attorney General
Laura A. Heim, Paralegal
Ashley M. Hein, Program and Policy Analyst
Sarah K. Larson, Assistant Attorney General
Chelsea K. Steinke, Paralegal
The 2019 edition of the Wisconsin Public Records Law Compliance Guide results from the efforts of
the Office of Open Government, as well as the following Wisconsin Department of Justice
personnel, all of whom are acknowledged and appreciated:
Anne M. Bensky, Assistant Attorney General
Lewis W. Beilin, Assistant Attorney General
Clayton P. Kawski, Assistant Attorney General
Steven C. Kilpatrick, Assistant Attorney General
Daniel P. Lennington, Assistant Attorney General
Rebecca A. Paulson, Assistant Attorney General
Abigail C. S. Potts, Assistant Attorney General
Melissa R. Schaller, Assistant Attorney General
Amy J. Thornton, Law Librarian
Amanda J. Welte, Legal Associate
Table of Contents
Page
INTRODUCTION ....................................................................................................................................................... 1
PUBLIC POLICY AND PURPOSE ........................................................................................................................... 1
SOURCES OF WISCONSIN PUBLIC RECORDS LAW ........................................................................................ 2
KEY DEFINITIONS .................................................................................................................................................... 2
Record ............................................................................................................................................................ 2
Requester ....................................................................................................................................................... 6
Authority ....................................................................................................................................................... 7
Legal Custodian ............................................................................................................................................ 8
Record Subject ............................................................................................................................................... 9
Personally Identifiable Information ........................................................................................................... 9
Local Public Office...................................................................................................................................... 10
State Public Office ...................................................................................................................................... 10
BEFORE ANY REQUEST: PROCEDURES FOR AUTHORITIES....................................................................... 11
Records Policies .......................................................................................................................................... 11
Hours for Access......................................................................................................................................... 11
Facilities for Requesters ............................................................................................................................. 12
Fees for Responding ................................................................................................................................... 12
Records Retention Policies ........................................................................................................................ 12
THE REQUEST.......................................................................................................................................................... 12
Written or Oral .......................................................................................................................................... 12
Requester Identification............................................................................................................................. 12
Purpose ........................................................................................................................................................ 13
Reasonable Specificity................................................................................................................................ 13
Format ........................................................................................................................................................ 14
Ongoing Requests ...................................................................................................................................... 14
Requests Are Records ................................................................................................................................ 15
THE RESPONSE TO THE REQUEST .................................................................................................................... 15
Mandatory ................................................................................................................................................. 15
Timing .......................................................................................................................................................... 15
Format .......................................................................................................................................................... 16
Content of Denials ...................................................................................................................................... 16
Redaction ..................................................................................................................................................... 18
Motive and Context .................................................................................................................................... 18
Obligation to Preserve Responsive Records ........................................................................................... 19
Responses Are Records.............................................................................................................................. 19
Access to Information vs. Participation in Electronic Forum ............................................................... 19
Certain Shared Law Enforcement Records ............................................................................................. 19
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