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This schedule covers records relating to engineering and operations maintained by the field offices of Federal Highway Administration and reflects disposition authorities granted under NC1-406-85-6, N1-406-09-10, and the General Records Schedules (GRS).
ENGI 1 Access Interchange Files. Requests from States for approval to construct interchanges on completed sections of the Interstate System, including State requests and justifications, correspondence, and analysis and recommendations of FHWA. (NC1-406-85-6/1)
DISPOSITION: Place in inactive file after completion of interchange. Cut off inactive file at end of fiscal year. Destroy 5 years after cutoff.
ENGI 2 Access Roads. General correspondence on the review and approval of defense access proposals which are maintained on a per State basis. (NC1-406-85-6/2)
DISPOSITION: Place in inactive file after completion of project. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.
ENGI 3 Annual Inspection Reports. Annual reports prepared by the States and reviewed by Washington Headquarters concerning the State highway agency's construction program. (NC1-406-85-6/3)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
ENGI 4 Annual Program of Projects. Correspondence, working papers, lists of projects and other related material pertaining to the yearly programming of individual projects. (NC1-406-85-6/4)
DISPOSITION: Dispose of when no longer applicable to the operation.
ENGI 5 Bid - Price Reports. Reports on the average bids for all highway contracts, average estimates and the disparity between bid estimates and engineering estimates. (NC1-406-85-6/5)
DISPOSITION: Place in inactive file after completion of project. Cut off inactive file at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 12 years after cutoff.
ENGI 6 Certification Acceptance. Correspondence with States concerning their certification acceptance programs, including copies of certificates of agreements, questions on rules and procedures from States, revisions to the programs, and agreements from States who have chosen to be under the certification plan. (NC1-406-85-6/6)
DISPOSITION: Destroy when 10 years old or no longer needed.
DISPOSITION: Destroy 2 years after superseded.
ENGI 7 Consolidated Compliance Reviews. Reviews and evaluations of all significant construction employment in a specific geographical area. (GRS 1/25D1)
DISPOSITION: Cut off at end of fiscal year. Destroy 7 years after cutoff.
ENGI 8 Contract Administration. Information on contract administration, construction inspection procedures, certification acceptance, fuel conservation, anti-inflation materials certification, value engineering, etc. (NC1-406-85-6/8)
DISPOSITION: Destroy when superseded or obsolete.
ENGI 9 Contractor's Reports. Contractor's qualifications, cost data, contractor's liability, payroll and labor compliance, contract termination, etc. All reports reflecting program accomplishments. (NC1-406-85-6/9)
DISPOSITION: Cut off at end of fiscal year. Destroy 4 years after cutoff or when superseded or obsolete.
ENGI 10 Construction (Road) Equipment. Information on new developments on use and care of construction equipment. (NC1-406-85-6/10)
DISPOSITION: Destroy when no longer needed.
ENGI 11 Construction Safety and Health. Information and policy on the OSHA program and Traffic Control and Safety through Construction and Maintenance Zones. (NC1-406-85-6/11)
DISPOSITION: Destroy when no longer needed.
ENGI 12 Cooperation (Construction and Maintenance). Information and correspondence on coordination with other Government agencies, (such as Environmental Impact Statements), erosion control, air quality, noise, action plan, etc. (NC1-406-85-6/12)
DISPOSITION: Place in closed case file when project is completed. Cut off closed case file at end of fiscal year. Destroy 5 years after cutoff.
ENGI 13 Cost of Construction Files. Cost figures on construction of various projects. (NC1-406-85-6/13)
DISPOSITION: Destroy when no longer needed.
ENGI 14 Design Policy and Procedures. Correspondence, background material and related material specific to policy guidance on design matters include roadside development, roadway design, hydraulics, preliminary engineering, and consultants. (NC1-406-85-6/14)
DISPOSITION: PERMANENT. Transfer to FRC 1 year after superseded. Transfer to National Archives 5 years after superseded.
ENGI 15 Design Standards. Approved State design standards and drawings and correspondence related to their review and approval. (NC1-406-85-6/15)
DISPOSITION: Place in inactive file after payment of final voucher. Cut off inactive file at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 7 years after cutoff.
ENGI 16 Discretionary Primary Files. General correspondence, congressional inquiries, approvals, and correspondence pertaining to the Discretionary Primary funds. (NC1-406-85-6/16)
DISPOSITION: Destroy when no longer needed.
ENGI 17 Emergency Operating Facilities (EOF). Leases, letters of agreement, floor plans, and correspondence related to the FHWA Regional EOF; the DOT Regional EOF; and the Federal Regional Center. (GRS 18/8)
DISPOSITION: Destroy when 2 years old.
ENGI 18 Emergency Plans and Planning Activities. Files consist of correspondence, reports, bulletins, and other information relating to the wartime emergency plans and disaster assistance plans of FHWA and DOT in the Region. Includes correspondence with and plans and materials issued by other DOT modal administrations, other Federal agencies, State and local governments, and FHWA Regional and Division offices. Includes information on specific disasters, strikes, and other crises. (NC1-406-85-6/18)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.
ENGI 19 Emergency Relief Files. Determinations as to whether a particular State is eligible for emergency relief, information on allocation of funds, and correspondence with regional offices and other related material that is used to administer the Emergency Relief Program. (NC1-406-85-6/19)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.
ENGI 20 RESERVED.
ENGI 21 Environmental Controls. Information on rules, regulations and policy on environmental controls during construction, air quality, erosion control and water pollution, EIS Review Committee, noise abatement, public complaints and Congressional inquiries. (NC1-406-85-6/21)
DISPOSITION: Destroy 1 year after superseded or obsolete.
ENGI 22 Federal-Aid Annual Program. Records, including progress reports and interstate status reports needed for review of projects submitted to the division by the State and approved by the division for funds spent on urban and rural highways and the utilization of all classes of highway construction funds provided under Title 23 of the United States Code. (NC1-406-85-6/22)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
ENGI 23 Federal-Aid Project (FAP) Files.
(1) Paper Documentation. (N1-406-99-2/1A)
DISPOSITION: Place in active file after payment of final voucher. Cut off inactive files at the end of the fiscal year. Transfer to inactive storage one year after cutoff. Destroy 25 years after cutoff.
(2) Electronic Mail, Word Processing and Other Office Automation Applications: Electronic version of records created by electronic mail, word processing and other automation applications. (N1-406-99-2/1B)
DISPOSITION: Delete when file copy is generated or when no longer needed for reference or updating.
NOTE: If there are any particular FAP case files that contain sufficient historical value to warrant permanent retention, FHWA should identify such projects on an SF 115 for individual appraisal; for an example, see ENGI 23D, Central Artery/Tunnel Project Records.
DISPOSITION: PERMANENT. Remove project agreement and modification from project file after payment of final voucher. Place in separate inactive file. Cut off inactive file in 5-year blocks at end of fiscal year. Transfer to FRC 1 year after cutoff. Transfer to National Archives in 5-year blocks when the oldest record is 10 years old.
DISPOSITION: Place in inactive file after payment of final voucher. Cut off inactive files at the end of fiscal year. Transfer to FRC 1 year after cutoff. Destroy 11 years after cutoff.
DISPOSITION: PERMANENT. Offer to NARA in 2015, seven years after completion of project.
ENGI 24 Federal-Aid Project Plan Files, pre-October 1, 1966.
(1) Title sheet, typical cross-section sheet; plan and profile sheets, special layout sheets showing geometric features. (NC1-406-85-6/24-1A)
DISPOSITION: Transfer to FRC at end of year in which final voucher is paid. Destroy 10 years after payment of voucher.
(2) Right-of-Way Maps. (NC1-406-85-6/24-1B)
DISPOSITION: PERMANENT. Cut off and transfer to FRC at end of year in which final voucher is paid. Transfer to the National Archives 10 years after cutoff.
DISPOSITION: Cut off and transfer to FRC at end of year in which final voucher is paid. Destroy 20 years after cutoff.
ENGI 25 Federal-Aid System Files. Inventories, approvals, logs, statistical data, route descriptions and related material pertaining to Federal-Aid systems, including functional classification. (NC1-406-85-6/25)
DISPOSITION: Destroy when 5 years old or when systems are revised, whichever comes first.
ENGI 26 Federal Outlays by Geographic Reports - OEO Reports. Listing of expenditure/obligations incurred by location to be used by the Washington Headquarters Finance Division in reporting to the Office of Economic Opportunity on Form OEO-177, Federal Outlay Data Transmittal Sheet. (NC1-406-85-6/26)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 10 years after cutoff.
ENGI 27 Field Trip Reports. Reports made by FHWA engineers on reviews that they have made on State highway construction projects. (NC1-406-85-6/27)
DISPOSITION: Destroy 1 year after completion of project.
ENGI 28 Force Accounts. FHWA rules, regulation and policy on force account work relative to construction. (NC1-406-85-6/28)
DISPOSITION: Destroy when superseded or obsolete.
ENGI 29 Geometric Design Files. Correspondence on specific proposals as well as general guidance on geometric design criteria on tunnels, sight distance, lighting, joints, medians, pavements, freeways, interchanges, etc. (NC1-406-85-6/29)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
ENGI 30 Highway Lighting. Technical reference material related to highway lighting such as AASHTO lighting guides, handbooks, and publications. (NC1-406-85-6/30)
DISPOSITION: Destroy when reference material is obsolete.
ENGI 31 Hydraulics. Correspondence concerning hydraulic design procedures, field hydraulic problems other than project construction related, and hydraulic structures and channels. (NC1-406-85-6/31)
DISPOSITION: Cut off at end of fiscal year. Destroy 10 years after cutoff.
ENGI 32 Inspections, Construction. Information and correspondence relative to the State's project staffing, construction deficiencies, inspections in depth, quality assurance workshop. (NC1-406-85-6/32)
DISPOSITION: Destroy when superseded or obsolete.
ENGI 33 Interstate 476 Task Force-Design Files. Working papers, drawings, and reports used and prepared by regional office staff in downscaling the proposed facility. (NC1-406-85-6/33)
DISPOSITION: Destroy 3 years after completion of project.
ENGI 34 Interstate Substitution Funds. Correspondence between regional office, Washington Headquarters Office, division office, and States documenting requests and approval actions relative to this fund. (NC1-406-85-6/34)
DISPOSITION: Destroy when no longer applicable to operation.
ENGI 35 Interstate System Status (PR-511) Reports. Diagrammatic reports prepared by the division offices showing changes in the Interstate System. (NC1-406-85-6/35)
DISPOSITION: Destroy when segment information is updated.
ENGI 36 Maintenance Inspection Reports Files. File copies of inspection reports and all background material, along with general correspondence and data as it relates to maintenance of Federal-aid highways. (NC1-406-85-6/36)
DISPOSITION: Cut off file every 2 years. Destroy file 2 years after cutoff.
ENGI 37 Maintenance Management. Information and correspondence relative to maintenance management implementation and training (curriculum). (NC1-406-85-6/37)
DISPOSITION: Destroy when superseded, obsolete, or after 5 years, whichever comes first.
ENGI 38 Map Files. Approved Federal-aid system, county, general highway, urban area boundary, city and tourist maps. File also contains right-of-way maps documenting areas affected by action. (NC1-406-85-6/38)
DISPOSITION: Destroy as maps are revised.
ENGI 39 Materials (Construction and Maintenance). Contains information and correspondence relative to price adjustments, material and fuel shortages, specifications, experimental and demonstration projects, AASHTO Material Reference Laboratory and Cement and Concrete Reference Laboratory evaluations of State laboratories, usage factors, tests, etc. (NC1-406-85-6/39)
DISPOSITION: Destroy when superseded, obsolete, or after 5 years, whichever comes first.
ENGI 40 RESERVED.
ENGI 41 Occupational Health and Safety Files. Correspondence, working papers, and background material related to implementation by FHWA of regulations on construction and maintenance safety issued by the Occupational Safety Health Administration and other regulatory agencies. (NC1-406-85-6/41)
DISPOSITION: Destroy when superseded or canceled.
DISPOSITION: Destroy when 5 years old.
ENGI 42 Pavement Management. Correspondence, directives and technical information, training material, and other related materials. (NC1-406-85-6/42)
DISPOSITION: Destroy when superseded, obsolete or after 5 years, whichever comes first.
ENGI 43 Pedestrian Needs Files. Policy guidance on the incorporation of pedestrian needs into project facilities; codes and laws; educational materials for pedestrians; information on pedestrians and accidents. (NC1-406-85-6/43)
DISPOSITION: Destroy when 3 years old or when superseded, whichever comes first.
ENGI 44 Process Review Files. Reports, working papers and other supporting documentation pertaining to maintenance reviews and reviews of the various construction phases at State highway agencies. (NC1-406-85-6/44)
DISPOSITION: Maintain only most current review. Destroy reviews when superseded.
ENGI 45 Process Review Seminar Files. Information concerning a seminar held on process review, new techniques, ideas, suggestions, memos and letters dealing with improved methods of process review, handouts, workshop materials and information, sample review plans and guidelines for further process review studies. (NC1-406-85-6/45)
DISPOSITION: Transfer to FRC when 10 years old. Destroy when 15 years old.
ENGI 46 Quality Assurance. Files concerning construction associated with the assurance of a quality highway project, including training courses, correspondence, copies of speeches, and other related material. (NC1-406-85-6/46)
DISPOSITION: Destroy when no longer needed.
ENGI 47 Radiological Emergency Response Plans (RERP). Files consist of RERP plans for States in the region, as well as correspondence and forms relating to DOT review and approval of these plans. (NC1-406-85-6/47)
DISPOSITION: Destroy when no longer in effect.
ENGI 48 Railroad Grade Crossings. Policy and correspondence in regard to specific proposals for the protection of and elimination of railroad grade crossings within each State. (NC1-406-85-6/48)
DISPOSITION: Destroy 3 years after completion of the project or when the policy is superseded, whichever comes first.
ENGI 49 Resurfacing, Restoration and Rehabilitation (RRR). Information, draft regulations, and review comments on proposed geometric standards and policies for RRR type projects. (NC1-406-85-6/49)
DISPOSITION: Destroy 2 years after adoption of regulation.
ENGI 50 Route Files. Reports and maps on extended sections of a route, usually including the area of more than one project. (NC1-406-85-6/50)
DISPOSITION: Destroy when superseded.
ENGI 51 Secondary Road Plans. Directives and information relative to Secondary Road Plan, and copies of each State's plan with revisions. (NC1-406-85-6/51)
DISPOSITION: Destroy when superseded or obsolete
ENGI 52 Section 18 Program. Material pertaining to projects to be authorized using funds pursuant to Section 18 of the UMT Act, as amended. (NC1-406-85-6/52)
DISPOSITION: Destroy 2 years after superseded.
ENGI 53 Specifications Correspondence. Construction project specifications and related correspondence. (NC1-406-85-6/53)
DISPOSITION: Destroy when no longer needed.
ENGI 54 Specifications. Federal (FP 74) and State specifications and special provisions along with related correspondence, including AASHTO specifications, publications, ASTM standards, and copies of the State's standard specifications and special provisions, and approval actions taken on State's specifications. (NC1-406-85-6/54)
DISPOSITION: Destroy specifications when superseded or obsolete.
ENGI 55 RESERVED.
ENGI 56 Surveys and Markers. General correspondence on the coordination performed on the potential impact or adjustment of geodetic markers. (NC1-406-85-6/56)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
ENGI 57 Systems Correspondence. Correspondence documenting all systems actions taken within the States and system substitution, transfers and supplements. (NC1-406-85-6/57)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
ENGI 58 Traffic Control Subject Files. Traffic control standards and specifications, including background information, correspondence, and standards for traffic control such as road markers, traffic signs, etc. (NC1-406-85-6/58)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Destroy 15 years after cutoff.
ENGI 59 Traffic Operation References. Technical manuals, guidelines, research publications, handbooks, bulletins and other material related to traffic control measures. (NC1-406-85-6/59)
DISPOSITION: Destroy when superseded.
ENGI 60 Utilities. General policy and correspondence and documentation pertaining to utility projects in the States. (NC1-406-85-6/60)
DISPOSITION: Destroy when superseded.
DISPOSITION: Destroy 3 years after completion of project.
