(1) RECORDS AND ACCOUNTS; GENERAL. A grain warehouse keeper shall maintain current, complete, and accurate records and accounts of all grain received into and withdrawn from each grain warehouse, including records required under subs. (2) and (3). (2) DAILY POSITION RECORDS. A grain warehouse keeper shall keep daily position records for each type of grain, so that the grain warehouse keeper and the department can easily determine all of the following on a daily basis: (a) The total amount of grain held by the warehouse keeper, including grain under pars. (b) and (c). (b) The total amount of grain that the warehouse keeper holds for others. (c) The total amount of grain held by the warehouse keeper of which the warehouse keeper claims ownership. (d) The warehouse keeper’s total grain obligations to depositors. (3) DEPOSITOR RECORDS. A grain warehouse keeper shall keep for each depositor, in a form that the grain warehouse keeper and the department can easily retrieve, records of all of the following: (a) The depositor’s name and address. (b) The kinds and amounts of grain that the grain warehouse keeper received from the depositor, the receipt dates, and the terms under which the grain warehouse keeper received the grain. (c) The kinds and amounts of grain that the grain warehouse keeper has released to the depositor and the release dates. (d) The kinds and amounts of grain that the grain warehouse keeper holds for the depositor. The grain warehouse keeper shall update this record on a daily basis. (4) ADJUSTING RECORDS. (a) Whenever a grain warehouse keeper alters a record entry under sub. (2) or (3), the grain warehouse keeper shall clearly identify and explain the alteration so that the reason for the alteration is clear to a person reviewing the records. (b) Except as provided in par. (c), a grain warehouse keeper may not alter a record entry under sub. (2) or (3) without the department’s prior approval. (c) A grain warehouse keeper may, without the department’s prior approval, correct a record entry under sub. (2) or (3) for any of the following reasons: 1. To account for handling losses, if the warehouse keeper corrects for handling losses at least monthly. 2. To account for errors or omissions related to the receipt or withdrawal of grain, if the warehouse keeper has documentation to support the correction. (5) RECORDS RETENTION; AVAILABILITY. (a) A grain warehouse keeper shall retain all records required under this section and s. 126.33 (3) for at least 6 years from the date of their creation. (b) If a grain warehouse keeper keeps records under subs. (2) and (3) in computerized form, the grain warehouse keeper shall generate a hard copy printout for each business day unless the grain warehouse keeper retains the ability to retrieve and print that day’s computerized record for at least 6 years. (c) A grain warehouse keeper shall make records required under this section available to the department for inspection and copying upon request. (6) REVIEWING RECORDS. (a) The department shall review the records that a grain warehouse keeper is required to keep under this section. The department shall review a grain warehouse keeper’s records at least annually, except as provided in par. (b). (b) The department shall review a grain warehouse keeper’s records at least once every 2 years if the grain warehouse keeper files an annual financial statement under s. 126.28 and that annual financial statement shows a current ratio of at least 2.0 to 1.0, positive equity, and a debt to equity ratio of not more than 2.0 to 1.0.
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