This schedule covers records relating to civil rights maintained by the field offices of Federal Highway Administration and reflects disposition authority granted under NC1-406-85-4.
CIVL 1 Administrative Files: Correspondence memoranda, and related material of a general nature that are concerned with the overall functional responsibilities of the office.(NC1-406-85-4/1)
DISPOSITION: Cut off at end of fiscal year. Destroy when 2 years old or when no longer needed, whichever is sooner.
CIVL 2 Affirmative Action Plan: Files reflecting State's good faith efforts to eliminate past and present discrimination in all Federally assisted programs, and to ensure future nondiscriminatory practices.
(NC1-406-85-4/2)
DISPOSITION: Transfer to FRC 5 years from date of plan. Destroy when 10 years old.
CIVL 3 Areawide Plans: Contains action plans and report material approved by the Department of Labor to increase minority and female utilization in crafts of the construction industry in a specific geographical area pursuant to EO 11246, as amended and taking the form of either a "Hometown" or an "Imposed Plan." (NC1-406-85-4/3)
DISPOSITION: Place in inactive file after completion of plan. Cut off inactive file at end of fiscal year. Transfer to FRC 6 years after cutoff. Destroy 9 years after cutoff.
DISPOSITION: Destroy when no longer needed.
CIVL 4 Civil Rights Organization (Alaska Plan): EEO agreements, memoranda and related correspondence on approved minority employment plan. (NC1-406-85-4/4)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 6 years after cutoff. Destroy 10 years after cutoff.
CIVL 5 Civil Rights Special Projects: Correspondence and related material on promoting the Federal Women's Advisory Council, employment of the handicapped, etc. (NC1-406-85-4/5)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
CIVL 6 Contract compliance Reviews: Reviews made by Civil Rights officials to determine whether contractors are in compliance with EEO contract procedures. Files consist of review scheduling, contractor modification, preliminary analysis, onsite verification and interviews, exit conferences, compliance determinations and formal notifications; data relating to administration of contracts.
(GRS 1/25D1)
Cut off at end of fiscal year. Destroy 7 years after cutoff.
CIVL 7 Contract Compliance Reviews (Special Cases): Contract Compliance reviews of a sensitive nature of special interest or procedure, in which contractors have been offered to have requested hearings regarding their non-compliance with Federal EEO regulations.
(GRS 1/25D1)
DISPOSITION: Cut off at end of fiscal year. Destroy 7 years after cutoff.
CIVL 8 EEO Assurances: Correspondence documenting the States' responses to a requirement by the Federal Highway Act of 1968 to develop affective programs to ensure provisions for equal employment opportunity in the employment of Federally assisted contractors.
(NC1-406-85-4/8)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.
CIVL 9 EEO Complaints: Discrimination complaints filed with State Highway agencies against contractors by employees of the State and contractor pursuant to title 23 U.S.C. (GRS 1/25A)
DISPOSITION: Place in inactive file after resolution of case. Cut off closed case file at end of fiscal year. Destroy 4 years after cutoff.
CIVL 10 Minority Business Enterprise: Information, policy and correspondence relative to the utilization of minority contractors and subcontractors on Federal-aid construction projects; include reports periodically received from the divisions, State highway agencies and contractors relative to the utilization of minority contractors.
(NC1-406-85-4/10)
DISPOSITION: Destroy when superseded or obsolete.
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 9 years after cutoff.
CIVL 11 Reports: Division office file copies of timely reporting to regional and Washington offices in various formats on the administration, progress, and documentation of the FHWA/DOT Civil Rights program within the States, including contract compliance, EEO assurances and non-discrimination practices. Used for periodic reviews. (GRS 1/25D2)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
CIVL 12 Show Cause Notices: Written notifications and related correspondence to contractors based on the determinations of noncompliance with equal opportunity requirements. (NC1-406-85-4/12)
DISPOSITION: Maintain for 30 days in separate file and then transfer to appropriate compliance Review File. See item CIVL 6 (Destroy when 7 years old).
CIVL 13 Special Projects: Records of projects with contractors whereby contractors train special minority groups such as Indians and Asian Americans to increase their participation in the highway programs. (NC1-406-85-4/13)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.
CIVL 14 Supportive Services: Files related to programs designed to support the funding of the external training program of Civil Rights.
(NC1-406-85-4/14)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.
CIVl 15 Title VI Program Areas: Files that reflect the technical implementation of Title VI in each program area. (NC1-406-85-4/15)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 6 years after cutoff.
CIVL 16 Title VI Reviews: Files indicating that a Title VI recipient is either in compliance or noncompliance with Title VI requirements or can demonstrate that every good faith effort towards achieving this end has been made. (NC1-406-85-4/16)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
