68 Op. Att'y Gen. 17 | Wis. Att'y Gen. | 1979
MARK A. MANGERSON, District Attorney Oneida County
You ask whether district attorneys are authorized by law to destroy closed files, and, if so, whether any such authorization is limited in terms of time and content.
A preliminary inquiry must be whether there is some legal requirement that district attorneys retain closed files, for, unless there is an express obligation to preserve them in the first place, there is no need for an express authorization to destroy them later.
I am unaware of any provision of law which requires district attorneys to retain closed files as such. Section
[S]afely keep and preserve all property and things received from his predecessor or other persons and required by law to be filed, deposited, or kept in his office, or which are in the lawful possession or control of himself or his deputies, or to the possession or control of which he or they may be lawfully entitled, as such officers.
Although at first glance this language appears to compel the preservation of every item that ever comes into the possession or control of district attorneys, as long as their possession of it is not illegal, in my opinion the statute should be construed more sensibly to require only the preservation of papers of a documentary nature, evidencing the activities of the prosecutor's office.
Such a construction is suggested by the carefully limited opinion of the supreme court in International Union v. Gooding,
That same construction also is suggested by a recent opinion of this office. 63 Op. Att'y Gen. 272, 276 (1974) indicated that sec.
Viewing sec.
It is not practical to list all the types of papers which district attorneys must preserve as public records pursuant to sec.
In identifying these documents as public records I do not mean to intimate that they necessarily are open to public inspection. It long has been the rule that documentary evidence in the files of a district attorney constitutes an exception to the rule permitting citizens to inspect papers in the possession of public officials. State ex rel. Lynch *20 v. County Court,
Informal notations having particular significance only to the person who prepares a file need not be retained. As was recognized in 63 Op. Att'y Gen. 272, supra at 276, county officers have discretion to destroy fugitive papers, scrap papers, work sheets, preliminary drafts, surplus copies and similar papers deemed unnecessary to evidence the functions and activities of their respective offices. See also InternationalUnion v. Gooding,
Regrettably, I have been unable to find any provision of law which permits district attorneys to destroy after a time those papers which they initially are required to retain. Since the Legislature has provided for the destruction of the records of all state officers, secs.
Since any records which might be subject to discovery by the defense in the event a new trial is ordered must be preserved as public records, there is no need to discuss further your next question, whether a district attorney must preserve some of his records on the contingency that a conviction may be reopened at some subsequent time.
BCL:TJB