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FHWA Records Disposition Manual (Field Offices)

CHAPTER 1

This schedule covers administrative records maintained in the Federal-Aid Divisions (field offices) of the Federal Highway Administration and reflects disposition authorities granted under N1-406-09-17 and the General Records Schedules (GRS). This schedule is media neutral, i.e., the disposition instructions apply to the described records in all media (including electronic information), unless the schedule identifies a specific medium for a specific series. For administrative records not covered below, field offices will follow the GRS.

ADMS 1 Accident Report Files (Personal Injury Files). Consist of forms, reports, correspondence, and related medical and investigative records related to on-the-job injuries, whether or not a claim for compensation was made, excluding copies filed in the Employee Medical Folder and copies submitted to the Department of Labor. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). GRS 1, item 31)

DISPOSITION: Cut off on termination of compensation or when deadline for filing claim is passed. Destroy 3 years after cutoff.

ADMS 2 Administrative Files. General correspondence, personnel information, monthly reports, notes on meetings, schedules, trip reports, and other documents relating to the administrative operation of the office. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 23, item 1)

DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.

ADMS 3 Adverse Action Files. Documents pertaining to specific employee adverse action cases, such as working papers, correspondence, background material, official file copies, copies of court decisions and appeals. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 1, item 30b)

DISPOSITION: Place in inactive file when case is closed. Cut off inactive file at end of fiscal year. Transfer to Federal Records Center (FRC) 5 years after cutoff. Destroy 7 years after cutoff.

ADMS 4 Performance and Strategic Plan Files. Include correspondence pertaining to preparation of Strategic Plan, copy of current Division Strategic Plan, and memoranda and correspondence relating to emphasis areas of Strategic Plan for Division offices. (N1-406-09-17/4)

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

ADMS 5 Appropriations Files. Correspondence and other files on apportionments, allotments, obligations, liquidations, expense vouchers, status of funds and accounts, checks and depositories, and reconciliations. Also includes reports on financial management reviews and correspondence on eligibility for participation. (N1-406-09-17/5)

DISPOSITION: Retain apportionment memos until funds expire. Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.

ADMS 6 Audit Case Files. Case files maintained by field offices of internal and external audits of Agency programs, operations, procedures, and audits of contractors and grantees. Files consist of audit reports, correspondence, memoranda, and supporting working papers. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (N1-406-09-17/6)

DISPOSITION: Cut off case file at the end of the fiscal year in which the case is closed. Destroy 6 years after cutoff. NOTE: For FIRE program documentation, see ADMS 37.

ADMS 7 Budget Apportionment Files. See ADMS 11.

ADMS 8 Budget Background Records. Working papers, cost statements, and rough data accumulated in the preparation of annual budgets. (GRS 5, item 2)

DISPOSITION: Cut off at end of fiscal year. Destroy in agency 1 year after cutoff.

ADMS 9 Budget Correspondence Files: Correspondence pertaining to routine administration, internal procedures, and other budget matters. (GRS 5, item 1)

DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.

ADMS 10 Budget Files. Copies of invoices for communications, machine repairs, equipment rentals, reimbursable services with annual and quarterly reports, reconciliation reports, and other materials pertaining to the budget expenditures. (N1-406-09-17/7)

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

ADMS 11 Budget Report Files. Periodic reports on the status of appropriation accounts and apportionment. (GRS 5, item 3)

  1. Annual reports. (GRS 5, item 3a)

    DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.

  2. All other reports. (GRS 5, item 3b)

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

ADMS 12 Building Services Files. General correspondence, records of coordination and approval, official file copies, and information on the Division offices maintenance, repairs, renovations, designs, etc. (GRS 11, item 1)

DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff or 2 years after warranty expires, whichever is later.

ADMS 13 General Accounting Ledgers. General accounts ledgers, showing debit and credit entries, and reflecting expenditures in summary. (GRS 7/2)

DISPOSITION: Cut off at end of fiscal year. Destroy 6 years and 3 months after cutoff.

ADMS 14 Accountable Officers' Files (Site Audit Records). Files include SF 215 (Deposit Ticket), records of cash receipts, vouchers, and other accounting records maintained for site audit by GAO auditors, consisting of statements of transactions, statements of accountability, collection schedules, collection vouchers, disbursement schedules, disbursement vouchers, and all other schedules and vouchers or documents used as schedules or vouchers, exclusive of commercial passenger transportation and freight records and payroll records. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 6, item 1a)

DISPOSITION: Destroy 6 years and 3 months after period covered by account.

ADMS 15 Certificates of Eligibles Files. Certificates of eligibles with related request forms, correspondence, and statement of reasons for passing over a preference eligible and selecting a non-preference eligible. (GRS 1/5)

DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.

ADMS 16 Certifying Officers Record Files. See ADMS 14.

ADMS 17 Chronological Files. See ADMS 2.

ADMS 18 Vouchers Supporting Documents. See ADMS 14.

ADMS 19 Committee Files. Copies of committee records, such as agendas, meeting minutes, final reports and related records created by or documenting the accomplishments of official boards and commissions, excluding those kept by the sponsor or Secretariat. (GRS 26, item 3).

DISPOSITION: Destroy when 3 years old.

ADMS 20 Telecommunications General Files. Include plans, reports, and other records pertaining to equipment requests, telephone service, and like matters. (GRS 12, item 2b)

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

ADMS 21 Equal Employment Opportunity (EEO) Records. See GRS 1, item 25.

ADMS 22 Consultant Files. See ADMS 31.

ADMS 23 Credit Card Files. Consist of memorandums, U.S. Government purchase cards (gasoline credit cards, small purchases credit cards) and Form FHWA-164 Property Receipt and/or Receipt for Property Returned. (N1-406-09-17/12)

DISPOSITION: Destroy 3 years after final payment.

ADMS 24 Cost Accounting Records. See GRS 8.

ADMS 25 Correspondence Files. Includes general correspondence with States, external groups, and private citizens. This does not include the project correspondence that is part of the Federal-Aid Project Files. (N1-406-09-17/13)

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

ADMS 26 Delegations of Authority Files. Includes documentation and supporting papers pertaining to official delegations of authority regarding personnel administration, information and management services, acquisition management, and other approvals, e.g., payroll and time and attendance documents, travel vouchers, contracts, etc.; re-delegations of authority from the Division Administrator and other records of internal delegations of authority; and incoming requests for changes in delegations. (N1-406-09-17/14)

DISPOSITION: Place in inactive file when delegation is no longer valid. Cut off inactive file at end of fiscal year. Destroy 6 years after cutoff.

ADMS 27 Directive Files (Information Copies). Copies of directives, background material, and other materials related to the directives implementation in the field offices. Official recordkeeping versions of directives are maintained in the Washington Headquarters' Management Programs and Analysis Division (HAIM-10). (GRS 16, item 1a)

DISPOSITION: Destroy when superseded or obsolete.

ADMS 28 Disbursement Listings. Records used as posting and control media, subsidiary to the general and allotment ledgers. (GRS 7, item 4a)

DISPOSITION: Destroy when 3 years old.

ADMS 29 Employment Correspondence Files. See ADMS 61.

ADMS 30 Employee Awards Files. See GRS 1, item 12.

ADMS 31 Engineering Manpower Management Files. Correspondence and records related to the office organization, staffing, procedures, and communications. (GRS 23/1)

DISPOSITION: Destroy when 2 years old.

ADMS 32 Surplus Property Case Files. Case files on sales of surplus personal property, comprising invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence. (GRS 4, item 3)

  1. Transactions of more than $25,000.

    DISPOSITION: Destroy 6 years after final payment.

  2. Transactions of $25,000 or less.

    DISPOSITION: Destroy 3 years after final payment.

ADMS 33 Expenditure Accounting Posting and Control Files. See ADMS 28.

ADMS 34 Expenditure Accounting General Correspondence Files. Correspondence and/or subject files maintained by Divisions which are responsible for expenditure accounting, pertaining to the internal operations and administration thereof. (GRS 7, item 1)

DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.

ADMS 35 Federal-Aid Billing Report Project Summary Listings. See ADMS 14.

ADMS 36 FHWA Organization Files. Includes documentation and supporting papers pertaining to changes in the mission, functions, and organizational structure of the Division Office. Includes approval documents and background information that provide rationale and justification for the changes, as well as organizational charts (before and after an organizational change) and related papers. (N1-406-09-17/18)

  1. Memorandums and other documents approving changes to the mission, functions, and organizational structure; the rationale/justification for an organizational change (this can be of a summary nature); approved organizational charts depicting organizational structure only, both prior to and following an organizational change; documents indicating concurrence, nonconcurrence, and/or comments; and key historical information. (N1-406-09-17/18a)

    DISPOSITION: PERMANENT. Cut off files at end of fiscal year. Transfer to NARA 5 years after cutoff.

  2. All other material that is not included in ADMS 36A above, but supports organization-related proposals and changes. (N1-406-09-17/18b)

    DISPOSITION: Destroy in Division Office when no longer needed for business needs.

ADMS 37 Financial Management Files – Financial Integrity Review and Evaluation (FIRE) Files. Correspondence, working papers, and reports on internal and external financial management. (N1-406-09-17/19)

  1. Correspondence and working papers, including FIRE review documentation. (N1-406-09-17/19a)

    DISPOSITION: Retain copies of all required review documentation for a period of 3 years from the date of the annual certification supported by the review activities (see FHWA Order FHWA Order 4560.1B).

  2. Final Reports. (N1-406-09-17/19b)

    DISPOSITION: Cut off at end of fiscal year. Destroy 10 years after cutoff.

ADMS 38 Final Voucher Files. See ENGI 23A.

ADMS 39.1 Freedom of Information Act (FOIA) Request Files. Files created in response to requests for information under the FOIA consisting of the initial request, a copy of the reply thereto, and all related supporting files which may include official file copy of requested records copy thereto. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002).

DISPOSITION: See GRS 14, item 11.

ADMS 39.2 FOIA Appeals Files. Files created in response to administrative appeals under the FOIA for release of information denied by the agency, consisting of the appellant's letter, a copy of the reply thereto, and related supporting documents, which may include the official file copy of records under appeal or copy thereof. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002).

DISPOSITION: See GRS 14, item 12.

ADMS 39.3 FOIA Control Files. Files maintained for control purposes in responding to requests, including registers and similar records listing date, nature, and purpose of request and name and address of requester. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002).

DISPOSITION: See GRS 14, item 13.

ADMS 39.4 FOIA Report Files. Recurring reports and one-time information requirements relating to the Freedom of Information Act, excluding annual reports to the Congress at the Departmental or Agency level. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 14, item 14)

DISPOSITION: Destroy when 2 years old.

ADMS 40 Form Files. Working papers, background material, requisitions, a record copy of the form recreated and a copy of Form FHWA 1224, Requirement for Form or Report. (GRS 16, item 3a)

DISPOSITION: Place in closed file after form is canceled, superseded, or discontinued. Cut off at end of fiscal year. Destroy 5 years after cutoff.

ADMS 41 Funds Accounting Files. Correspondence and other documentation in regard to accounting procedures, State audit procedures, and billing and voucher procedures. (N1-406-09-17/24)

DISPOSITION: Destroy when 7 years old.

ADMS 42 General Ledger Files. General ledgers showing debit and credit entries, and reflecting expenditures in summary. (GRS 7, item 2)

DISPOSITION: Cut off at end of fiscal year. Destroy 6 years 3 months after cutoff.

ADMS 43 Supply Management Files. Include reports on supply requirements and procurement matters submitted for supply management purposes (other than those incorporated in case files or other files of a general nature). (GRS 3, item 4a)

DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.

ADMS 44 General Fund Files. Records relating to availability, collection, custody, and deposit of funds including appropriation warrants and certificates of deposit, other than those records covered by ADMS 14. (GRS 6, item 4)

DISPOSITION: Destroy when 3 years old.

ADMS 45 Accounting Administrative Files. Correspondence, reports, and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations. (GRS 6, item 5a)

DISPOSITION: Destroy when 2 years old.

ADMS 46 Information Requests Files. Requests for information and copies of replies thereto, involving no administrative actions, no policy decisions, and no special compilations or research and requests for and transmittals of publications, photographs, and other information literature. (GRS 14, item 1)

DISPOSITION: Destroy 3 months after reply.

ADMS 47 Intergovernmental Relations Files. See ADMS 2.

ADMS 48 Interview Records. Correspondence, reports and other records relating to interviews with employees. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 1, item 8)

DISPOSITION: Destroy 6 months after the position is filled or when 1 year old if no selection is made.

ADMS 49 Labor Management Relations Records. Correspondence, memoranda, reports and other materials relating to the relationship between management, employee unions, and other groups. (GRS 1, item 28a(1))

DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.

ADMS 50 Leave Application Files. SF 71 or equivalent and supporting papers relating to request for an approval of leave. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 2, item 6)

  1. Time cards which have been initialed by employee. (GRS 2, item 6a)

    DISPOSITION: Destroy at end of applicable pay period.

  2. Time cards which have not been initialed by employee. (GRS 2, item 6b)

    DISPOSITION: Destroy after GAO audit or when 3 years old whichever is sooner.

ADMS 51 Mail Management Files. See GRS 12, items 5-8.

ADMS 52 Merit Promotion Case Files. Records relating to the promotion of an individual that document qualification standards, evaluation methods, selection procedures, and evaluations of candidates. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 1, item 32)

DISPOSITION: Destroy after OPM audit or 2 years after the personnel action is completed, whichever is sooner.

ADMS 53 Monthly Narrative Reports. Monthly narrative reports concerning the progressive stages of individual highway projects including information on obligations, program requirements and funding, problems and other pertinent data needed in the planning, execution, administration and control of the Administration's programs. (GRS 13, item 1)

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

ADMS 54 Motor Vehicle Operator Files. Records relating to individual employee operation of Government-owned vehicles, including driver tests, authorization to use, safe driving awards, and related correspondence. (GRS 10, item 7)

DISPOSITION: Destroy 3 years after separation of employee or 3 years after recision of authorization to operate Government-owned vehicle, whichever is sooner.

ADMS 55 Notifications of Personnel Actions. Standard Form 50, documenting all individual personnel actions such as employment, promotions, transfers, separation, exclusive of the copy in the OPF. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 1, item 14)

  1. Chronological file copies, including fact sheets, maintained in personnel offices. (GRS 1, item 14a)

    DISPOSITION: Destroy when 2 years old.

  2. All other copies maintained in personnel offices. (GRS 1, item 14b)

    DISPOSITION: Destroy when 1 year old.

ADMS 56 Official Personnel Files (OPFs). These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002).

DISPOSITION: See GRS 1, item 1.

ADMS 57 Personnel Injury Files. Forms, reports, correspondence, and related medical and investigatory records relating to on-the-job injuries, whether or not a claim for compensation was made, EXCLUDING copies filed in the Employee Medical Folder and copies submitted to the Department of Labor. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 1, item 31)

DISPOSITION: Cut off on termination of compensation or when deadline for filing a claim has passed. Destroy 3 years after cutoff.

ADMS 58 RESERVED.

ADMS 59 Overtime Payment Files. See ADMS 92.

ADMS 60 Employee Performance Files. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002).

DISPOSITION: See GRS 1, item 23.

ADMS 61 Personnel Correspondence and Subject Files. Correspondence, reports, and other records relating to the general administration and operation of personnel functions, but excluding records specifically described elsewhere in this schedule and records maintained at agency staff planning levels. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 1, item 3)

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

ADMS 62 Personnel Management Evaluation Files. See ADMS 61.

ADMS 63 Personnel Operations Statistical Reports. See ADMS 61.

ADMS 64 Position Classification Files. See GRS 1, item 7.

ADMS 65 RESERVED.

ADMS 66 Nonpersonnel Requisition Files. Requisitions for nonpersonnel services, such as duplicating, binding, and other services (excluding records associated with accountable officers' accounts in GRS 6). (GRS 3, item 7)

DISPOSITION: Destroy when 1 year old.

ADMS 67 Privacy Act Files. See GRS 14, items 21-26.

ADMS 68 Program Control Files. Legislated Federal-aid programs kept for program control over the allocation, planning and execution of the projects within a program which are handled at the Division office level. Files also include feasibility studies, allocation requests, budget expenditure records, status reports, general reports and correspondence from Headquarters, State offices, local governments, and private citizens. (N1-406-09-17/30)

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

ADMS 69 Program Reference Material Files. See ADMS 2.

ADMS 70 Project Fiscal Files/Fiscal Management Information System (FMIS) Files. See CFO 33A.

ADMS 71 Property and Services Program Files. Consist of general correspondence, records of coordination and approval, material on programs for space and communications management, real property and personal property management and coordination of plans, acquisition, construction, utilization and maintenance of all FHWA property which include motor vehicles, facilities, property, equipment and records against theft, damage and civil disturbance, accountability for official identification cards and credentials. (GRS 11, item 1)

DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.

ADMS 72 Property and Surplus Files. See GRS 4, items 1-3.

ADMS 73 Public Affairs General Files. See ADMS 2.

ADMS 74 Acquisition Files. Consist of pre- and post-award contracts, grants, cooperative agreements, inter- and intra-agency agreements, requisitions (including funds obligation authority), purchase orders, purchase card transactions, lease (not including real property), and bond and surety records, including correspondence, copies of proposals, and related working papers pertaining to award, administration, receipt, inspection and payment (other than real property and tax exemption files). Files may contain sensitive corporate business information. Also, these records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 3, item 3)

  1. Record copies of award instruments and related papers. (GRS 3, item 3a)

    1. (1) Awards at or below the simplified acquisition threshold (as defined at Federal Acquisition Regulation (FAR) 2.101).

      DISPOSITION: Destroy 3 years after final payment.

    2. (2) Award files above the simplified acquisition threshold (as defined at FAR 2.101):

      DISPOSITION: Destroy 6 years and 3 months after final payment.

  2. Other copies of records described above used by component elements of a procurement office for administrative purposes. (GRS 3, item 3c)

    DISPOSITION: Destroy upon termination or completion.

  3. Data Submitted to the Federal Procurement Data System (FPDS). Electronic data file maintained by fiscal year, containing unclassified records of all procurements, other than small purchases, and consisting of information required under 48 CFR 4.601 for transfer to the FPDS. (GRS 3, item 3d)

    DISPOSITION: Destroy or delete when 5 years old.

ADMS 75 RESERVED.

ADMS 76 RESERVED.

ADMS 77 RESERVED.

ADMS 78 Reimbursable Agreement Files. See ADMS 74.

ADMS 79 RESERVED.

ADMS 80 Internal Financial Reports. Internal reports of the financial status of allotments, appropriations, apportionments, etc., used by management plus reports of expenditures to Washington Headquarters. (N1-406-09-17/34)

DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.

ADMS 81 Requisitions for Supplies, Services, and Shipment. (GRS 3/8a)

DISPOSITION: Destroy 2 years after completion or cancellation of requisition.

ADMS 82 Service Record Cards. SF-7, Service Record Card, or equivalent listing dates and types of all personnel actions for employee. (GRS 1, item 2)

  1. Cards for employees separated or transferred on or before December 31, 1947. (GRS 1, item 2a)

    DISPOSITION: Transfer to NPRC (CPR), St. Louis, MO. Destroy 60 years after earliest personnel action.

  2. Cards for employees separated on or after January 1, 1948. (GRS 1, item 2b)

    DISPOSITION: Destroy 3 years after separation or transfer of employee.

ADMS 83 RESERVED.

ADMS 84 Ethics Program Records. See GRS 25.

ADMS 85 State Highway Organization Files. Correspondence documenting State Department of Transportation delegations of authority, and other types of action within their organizations that affects the Federal-aid highway program. (N1-406-09-17/35)

DISPOSITION: Destroy when updated by the State Highway Organization.

ADMS 86 Staffing Criteria Files. See ADMS 31.

ADMS 87 Supply Management Files. Copies of reports and working documents on supply requirements and procurement matters submitted for supply management purposes (other than those incorporated in case files or other files of a general nature). (GRS 3, item 4b)

DISPOSITION: Destroy when 1 year old.

ADMS 88 Property Disposal Records. See GRS 4.

ADMS 89 RESERVED

ADMS 90 Telephone Toll Records. Original copies of toll call records in support of telephone toll call payments. (GRS 6, item 8)

DISPOSITION: Destroy after GAO audit or when 3 years old, whichever is sooner.

ADMS 91 Temporary Individual Employee Records. (GRS 1, item 10)

  1. All copies of correspondence and forms maintained on the left side of the Official Personnel Folder in accordance with Chapter 3 of The Guide to Personnel Recordkeeping, EXCLUDING the Immigration and Naturalization Service Form I-9 and performance-related records. (GRS 1, item 10a)

    DISPOSITION: Destroy when superseded or obsolete, or upon separation or transfer of employee, unless specifically required to be transferred with the OPF. See ADMS 91B for disposition of I-9 Forms.

  2. Immigration and Naturalization Service Form I-9. (GRS 1, item 10b)

    DISPOSITION: Destroy 3 years after employee separates from service or transfers to another agency.

ADMS 92 Time and Attendance Source Records. Supporting documentation for data entered into DOT's CASTLE system. All time and attendance records upon which leave input data is based, such as time or sign-in sheets; time cards; flexitime records; leave applications, certificates, and related documents for jury duty, military duty, or court service; and authorized premium pay or overtime records, maintained at duty post upon which leave input data is based. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 2, item 7)

DISPOSITION: Destroy when 6 years old.

ADMS 93 Training Files. See GRS 1, item 29.

ADMS 94 Transaction Reports (Financial). See ADMS 14 and ADMS 74.

ADMS 95 Travel Order Files. Records relating to reimbursing individuals and public vouchers for all travel related claims for reimbursement, such as travel orders, per diem vouchers, transportation requests, hotel reservations, and all supporting documents relating to official travel by officers, employees, dependents, or others authorized by law to travel. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 6, item 1a)

DISPOSITION: Destroy when 6 years and 3 months old.

ADMS 96 Travel Voucher Files. See ADMS 95.

ADMS 97 RESERVED.

ADMS 98 Vehicle Files. Accident reports, general correspondence, maintenance record, official file copies and related data pertaining to the management of the motor vehicle fleets in the Divisions. These records may contain sensitive and/or personal identifiable information and require controlled access and handling to safeguard against a breach of information (Privacy Act of 1974 and the Federal Information Security Management Act of 2002). (GRS 10, items 1 and 5)

  1. Accident reports and files. (GRS 10, item 5)

    DISPOSITION: Destroy 6 years after case is closed.

  2. Operating and maintenance correspondence and files. (GRS 10, item 1)

    DISPOSITION: Destroy when 2 years old.

ADMS 99 Voucher Examination Records. See ADMS 14.

ADMS 100 Space and Maintenance Records. See GRS 11.

ADMS 101 Printing, Binding, Duplication, and Distribution Records. See GRS 13.

ADMS 102 Records Management Files. Correspondence, reports, authorizations, and other records that relate to the management of agency records, including such matters as forms, correspondence, reports, mail, and files management; the use of microforms, electronic information systems, and word processing; records management surveys; vital records programs; and all other aspects of records management not covered elsewhere in this schedule. (GRS 16, item 7)

DISPOSITION: Destroy when 6 years old.

ADMS 103 Discretionary Program Files. General correspondence, congressional inquiries, approvals, and correspondence pertaining to the Discretionary Program funds. (N1-406-09-17/40)

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

ADMS 104 Fiscal Management Information System (FMIS) Files. See CFO 33 at http://www.fhwa.dot.gov/legsregs/directives/orders/ocfo-hq.htm.

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