FHWA Records Disposition Manual (Washington Headquarters)

CHAPTER 1

This schedule covers records maintained by the Office of the Federal Highway Administrator (HOA) in the Washington Headquarters Office of the Federal Highway Administration and reflects disposition authorities granted under Standard Form 115 job number N1-406-08-5. For administrative records not covered below, HOA will follow the FHWA Records Disposition Schedule for Washington Headquarters Administrative Records in Chapter 2 and the General Records Schedules (GRS).

ADMA 1 Administrative Files.
Consist of correspondence, personnel information, reports/notes on meetings, briefing materials, reports, memoranda, training schedules, delegations of authority, field trip reports, and other documents relating to the administrative operations of the office. (N1-406-08-5/1)

DISPOSITION: Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.

ADMA 2 Federal Highway Administrator, Deputy Administrator, and Executive Director Correspondence Files.
Contains correspondence, internal memoranda, reports, minutes of Federal Highway Administration (FHWA) and Department of Transportation (DOT) policy and planning meetings, speeches, travel itineraries and related records and conference participation. Subjects include communications with Congress, DOT Secretary, and DOT Administrators on transportation policies, FHWA program planning and management as well as contact with state, local, professional and civic interests. The records document the high level activities for the Federal Highway Administrator, Deputy Administrator, and Executive Director (including that office's official correspondence of the Transportation Security and Public-Private Partnership Programs). (N1-406-08-5/2)

DISPOSITION: PERMANENT.
Cut off at end of calendar year.

1. If paper: Transfer to Federal Records Center (FRC) 3 years after cutoff. Transfer to the National Archives 10 years after cutoff. (N1-406-08-5/2a)

2. If electronic : Transfer to the National Archives 10 years after cutoff, in accordance with 36 CFR 1235, Subpart C. (N1-406-08-5/2b)

ADMA 2.1 Electronic Document Management System (EDMS) (Formerly Correspondence Control Management System (CCMS); Correspondence Tracking System (CTS)).
Web enabled document-tracking tool which keeps track of all controlled correspondence for the FHWA.

DISPOSITION: See ADMA 2B.

ADMA 3 Reference Files.
Consist of information not described elsewhere in this schedule, used as ready reference on subjects of current and ongoing interest. These files may contain copies of publications, directives, pictures, correspondence and the like. Official file copies are not to be placed in these files, nor are the files to be considered pending files when official file copies are kept on a tentative basis. (N1-406-08-5/3)

DISPOSITION: Destroy in agency when no longer needed.

ADMA 4 Reserved

ADMA 5 Public-Private Partnership Program Files.
Consist of working f iles of the program manager, the FHWA Administrator's representative and virtual team leader for FHWA Headquarters and field staff in implementing and managing initiatives to promote and facilitate the use of public-private partnerships on transportation projects. Working files in paper and electronic form (email) consist of, but are not limited to, policy, procedures, correspondence, legislative material, minutes of committee meetings, training material, incoming mail, notes, requisitions, contract agreements, research material, feasibility studies, reports, committees and conference material, seminars, meetings and conferences with DOT and other Agencies, general information from companies and corporations, and other data pertaining to the development, execution, and evaluation of the program. Official signed correspondence and other final products are maintained under ADMA 2. (N1-406-08-5/5)

DISPOSITION: Cut off at end of calendar year. Destroy/delete 5 years after cutoff.