Wisconsin keeps its public records in layers. The state archives sit in Madison, counties hold land, court and vital records, and cities keep their own police, council and clerk files. Knowing which layer holds what saves you a wasted trip. This page explains how archives offices are organised across Wisconsin, how to tell them apart, and what to prepare before you call or visit.

Our directory lists 29 archives and records offices in the state. They range from university collections in Madison to single-purpose records counters in county seats such as Shell Lake and Monroe. Each office sets its own hours, rules and request process, so a short phone call first is always worthwhile.

Who Governs Archives in Wisconsin: State Statutes and the Historical Society

The Wisconsin Historical Society is the state's official archives. It is both a state agency and a membership organisation. Its headquarters is at 816 State Street in Madison, beside the University of Wisconsin campus. The Society collects the permanent records of state government, plus manuscripts, newspapers, photographs and local history materials from every part of the state.

State agency records fall under Wis. Stat. chapter 16, which sets out how state public records are kept and disposed of. The Public Records Board approves retention schedules. A schedule tells an agency how long it must keep each type of record and whether the record passes to the State Archives afterwards. Records of lasting value go to the Society. Routine ones are destroyed on schedule.

Local governments follow a parallel path. Wis. Stat. section 19.21 makes each local officer the legal custodian of the records in their care. Cities, villages, towns and counties apply their own retention schedules. That is why a police department, a city clerk and a register of deeds each run what is effectively a separate archive, even when their offices share a building.

Access is governed by the Wisconsin Public Records Law, Wis. Stat. sections 19.31 to 19.39. It starts from a strong presumption that records are open. You do not have to make a request in writing, and you do not have to explain why you want a record, although a written request helps both sides. The office may charge the actual, necessary and direct cost of copying. It must respond as soon as practicable and without delay.

Other laws close some records. Patient health care records and recent vital records are the most common examples. If an office refuses part of your request, it should tell you the reason, and state law gives you ways to challenge a denial.

Madison and Dane County: Where Wisconsin's State-Level Archives Cluster

Madison dominates our list for an obvious reason. It is the state capital, the seat of state government and the home of the flagship university. Three kinds of collection sit within a short walk of the Capitol Square: state government, legislative records and university files. The offices below are the ones we list in Madison, with the phone numbers in our database.

Dane County also includes the Sun Prairie Archive at 750 Windsor Street, 608-837-7328, which serves a fast-growing suburb east of Madison. You can browse every office in Dane County on its own page.

A useful rule of thumb: historians and genealogists usually head to the Historical Society. Someone who needs their own transcript calls the student records office. Anyone wanting a police report contacts the department's records unit. Mixing these up is the most common reason people are sent from one counter to another.

Outside Madison: City and County Archives Across Wisconsin

Beyond the capital, the pattern changes. In the eastern corridor along Lake Michigan and the Fox River valley, cities and counties are larger and have dedicated records staff. In Waukesha County, the Waukesha County Real Estate Records Archive at 515 West Moreland Boulevard (262-548-7589) handles property records. In Kenosha, the Kenosha City Central Records Archive at 1000 55th Street (262-605-5015) and the Kenosha County Vital Records Archive at 1010 56th Street (262-653-2444) sit on neighbouring streets. Both are covered on the Kenosha County page.

Green Bay shows the same city and county split. The Green Bay Common Council Records Archive, 100 North Jefferson Street (920-448-3011), keeps council records. The Brown County Vital Records Archive, 325 East Walnut Street (920-448-4470), deals with births, marriages and deaths. Both appear under Brown County. Farther up the Fox River, the Appleton Police Records Archive at 222 South Walnut Street (920-832-5566) serves Outagamie County. Racine has the Racine County Vital Records Archive at 730 Wisconsin Avenue (262-636-3477).

Milwaukee is the state's largest city, yet we list only one office there: the Milwaukee Accident Records Archive at 2333 North 49th Street (414-935-7435). A city that size spreads its records across many departments, so expect to make more than one call.

Central, western and northern Wisconsin work differently. Offices are smaller, and one courthouse counter often covers several record types. Examples include the Chippewa Falls Surveyor and Land Records Archive (711 North Bridge Street, 715-726-7928), the Eau Claire County Traffic Accident Records Archive (721 Oxford Avenue, 715-839-4700) and the Shell Lake Land Records Archive on 4th Avenue (715-468-4696) in Washburn County. Others are the Wisconsin Rapids Records Archive (444 West Grand Avenue, 715-421-6210), the Fond du Lac Sheriffs Records Archive (180 South Macy Street, 920-929-3371) and the Monroe Police Records Archive in Green County (1110 18th Avenue, 608-329-2417). Hours can be shorter in these offices, and some work by appointment, so call before you drive.

Preparing a Records Request in Wisconsin

Most delays come from vague requests. A clerk cannot search for everything about a person, but can find a specific document. Before you contact any office, gather the details that help staff locate the record.

Write down names, including maiden names and spelling variants. Add exact or approximate dates, the street address or parcel number for property, and any case, incident or report number. For a crash or police report, the date, location and people involved are usually enough to start a search.

Ask three practical questions on the first call. Who is the legal custodian of this record? Is there a copying or search fee, and how is it paid? Can the record be emailed or mailed, or must I collect it in person? Bring photo identification when the record is restricted. For certified vital records, state law limits who may order recent copies, so be ready to show your relationship to the person named.

Finally, allow time. Historical research at a reading room may need an appointment, and requests for large sets of records can take longer than a single page. Start early if you need the record for a court date, a real estate closing or a benefits application.

Government archives in Wisconsin are administered by the state archives and records management division, which is typically housed within the Secretary of State's office or a dedicated cultural affairs agency. The state archives preserves official government records while also maintaining collections of historical significance to Wisconsin residents.

Archives locations are available in 16 cities across Wisconsin. They are spread across 15 counties.

Cities with the highest concentration include Madison, Green Bay, Kenosha, which tend to have more archives facilities due to their roles as county seats, state capitals, or historic centers of government activity.

Residents of Wisconsin conducting genealogical or historical research should check whether their county or city maintains a separate archives in addition to the state repository, as many local records are held at the municipal or county level.

Archives by Counties

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Researchers in Wisconsin can often access digitized state archives records through the state library's online portal without visiting in person. For records not yet digitized, contact the archives office in advance to schedule a research appointment and confirm that the specific collection is available for public review.

Browse Archives by county across Wisconsin to find the nearest location.

Planning Archives Visits Around Wisconsin Conditions

Travel in Wisconsin affects how you plan a records trip. Winter storms can close county roads in the north and west, so check the forecast and call to confirm the office is open. Many courthouse offices close on state and federal holidays, and some close for a lunch hour.

In Madison, the State Street and Langdon Street offices are close together and best reached on foot from the Library Mall area. Parking near the Capitol Square is limited, so allow extra time. Outside Madison, a county seat usually has several offices in or near the courthouse. In Baraboo, for example, the Sauk County Records Archive at 1300 Lange Court is listed on the Sauk County page. Check what each office holds before you go, because land, court and vital records often sit at different counters.

The Wisconsin Historical Society serves as the state archives. Our listing for the Wisconsin State Government Archive is at 816 State Street in Madison, phone 608-264-6535. It preserves records of state agencies that have lasting value, plus manuscripts, newspapers, photographs and maps about Wisconsin communities. Not every state record is kept forever. The Public Records Board approves schedules that decide what is destroyed and what is transferred. Before visiting, call to confirm reading room hours and ask whether the material you want needs to be requested in advance.

Contact the office that keeps the record. The Wisconsin Public Records Law, Wis. Stat. sections 19.31 to 19.39, lets you ask in person, by phone, by mail or by email. A written request is not required, though it gives you a paper trail. You generally do not have to give a reason. The office may charge the actual, necessary and direct cost of copying and must respond as soon as practicable. If part of a record is withheld, ask for the reason, since state law provides ways to challenge a denial.

Vital records are held at two levels. The county register of deeds keeps records for events in that county, and the state Department of Health Services Vital Records Office in Madison holds records statewide. Our database lists the Brown County Vital Records Archive in Green Bay (920-448-4470), the Kenosha County Vital Records Archive (262-653-2444) and the Racine County Vital Records Archive (262-636-3477). State law limits who may order certified copies of recent records, so expect to show identification and your relationship to the person named. Ask each office about current fees and accepted payment methods.

It depends on the record. Police and crash reports are generally subject to the public records law, but offices may redact personal details or hold back material tied to an open investigation. Our listings include the Madison, Appleton and Monroe police records archives, the Fond du Lac Sheriffs Records Archive and the Eau Claire County Traffic Accident Records Archive. Have the date, location and report number ready. Medical records are different. The Rock County Medical Records Archive in Janesville (608-757-5448) holds patient information that state and federal privacy law protects. Expect to need the patient's written authorization. See the Rock County page for details.

Madison lists several university offices, and they serve different needs. The Madison University of Wisconsin Archive at 550 Babcock Drive (608-262-5629) covers institutional history and is the place for research questions. The Student Records Archive at 750 Highland Avenue (608-263-4939) deals with individual student files. The Records Archive at 702 Langdon Street (608-262-1953) is another listed contact. Federal student privacy law restricts access to a student's file, so be ready to prove your identity if the record is yours. Historical campus materials are normally easier to consult than personal records.

Property records are kept at county level. The register of deeds records deeds, mortgages and plats, and the county surveyor keeps survey and land corner records. Our listings include the Waukesha County Real Estate Records Archive (515 West Moreland Boulevard, 262-548-7589), the Chippewa Falls Surveyor and Land Records Archive (711 North Bridge Street, 715-726-7928) and the Shell Lake Land Records Archive in Washburn County (715-468-4696). Bring a parcel number, an address or the owner's name. Title searches for a real estate purchase are usually done through a title company, but you can examine the underlying documents yourself at these offices.