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FHWA Records Disposition Manual (Washington Headquarters)

CHAPTER 5

This schedule covers records maintained by the Office of Infrastructure (HIF) in the Washington Headquarters Office of the Federal Highway Administration and reflects disposition authorities granted under Standard Form 115 job numbers N1-406-06-1, N1-406-08-7, N1-406-09-7, 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, HIF will follow the FHWA Records Disposition Schedule for Washington Headquarters Administrative Records in Chapter 2 and the General Records Schedules (GRS).

HIF 1 RESERVED.

HIF 2 Access Interchange Files. Files consist of requests from States for approval to construct interchanges on completed sections of the Interstate system. Files consist of State requests and justifications, correspondence from the field offices, and analysis and recommendations of FHWA. (N1-406-09-7/41)

DISPOSITION: Temporary. Place in inactive file upon interchange completion. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 3 Active Defense Project Files. Files contain similar types of material that are contained in all project files such as project agreements, copies of correspondence, contracts, and related material. 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). (N1-406-09-7/2)

DISPOSITION: Temporary. Place in inactive file upon completion of project. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.

HIF 4 Administrative Files. Files include personnel files (position descriptions, time and attendance cards, requests for personnel actions), training information (requests for training, records of personnel involved in training), travel vouchers and travel orders, budget estimates, internal reports, progress reports, and highlights. 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). (N1-407-09-7/3)

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

HIF 5 RESERVED.

HIF 6 RESERVED.

HIF 7 Annual Inspection Reports. Annual reports prepared by the States and reviewed by Headquarters concerning the State highway agency's construction program. (N1-406-09-7/4)

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

HIF 8 Asphalt Research Files

  1. A. Background materials pertaining to the use of asphalt emulsions in lieu of cutback asphalt as well as guidelines put out by the Environmental Protection Agency (EPA) to all States on asphalt emulsions. (N1-406-09-7/5)

    DISPOSITION: Temporary. Destroy in agency when superseded or obsolete.

  2. Materials related to joint efforts between the Transportation Research Board, FHWA, industry and associates pertaining to research and studies on asphalt use in the construction of highways. Files also contain conference and seminar notices, and training materials related to asphalt. (N1-406-09-7/6)

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

  3. Correspondence related to technical assistance provided to the States on pavement failure caused by defective asphalt material. Also contains material related to court cases on the same subject. (N1-406-09-7/7)

    DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 15 years after cutoff.

HIF 9 Audit Files. See ADMI 158B.

HIF 10 Bid Price and Highway Construction Factors. See HIF 188C(1)(a).

HIF 11 Bid-Price Reports. See HIF 188C(1)(b).

HIF 12 RESERVED.

HIF 13 Highway Bridge Program Files. These files include Congressional correspondence, correspondence with the field concerning bridge projects, proposals from the States for project funding, recommendations for funding, standards used in evaluating State proposals, and background information for the biannual reports submitted to Congress on this program (for record copies of reports, see HIF 187). (N1-406-09-7/8)

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

HIF 14 Borehole Camera Files. These files contain project and technical studies based upon pictures taken of various kinds of soils. (N1-406-09-7/9)

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

HIF 15 RESERVED.

HIF 16 RESERVED.

HIF 17 RESERVED.

HIF 18 Coast Guard Permit Files. Files contain correspondence received from State highway agencies pertaining to permits issued by the U.S. Coast Guard for navigational clearance of bridges over waterways. (N1-406-09-7/10)

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

HIF 19 Associations – Technology Partners Files. Files include correspondence, conference proceedings, meeting minutes, reports, and other information related to FHWA activities with various industry associations and technology partners such as AASHTO, AGC, APWA, ARTBA, ASCE, ATSSA, ITE, NACO, and TRB. (N1-406-09-7/1)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 20 Compaction Files. Files consist of background papers, active projects, case studies, technical reports, and soil compaction evaluation reports pertaining to the study of soil and rocks and their effect on the construction of highways and bridges. (N1-406-09-7/11)

DISPOSITION: Temporary. Destroy when project is 5 years old.

HIF 21 Solicited and Unsolicited Bids and Proposals Files. See GRS 3, item 5.

HIF 22 Company/Corporation Files. See HIF 130A.

HIF 23 Soil Project Files. Files consist of program evaluations, test summaries, slope stabilizers, wave equation rock fall, lateral load pertaining to soils, and correspondence to States and universities concerning their progress in soil programs. (N1-406-09-7/12)

DISPOSITION: Temporary. Place in inactive file upon completion or cancellation of project. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.

HIF 24 Cone Penetrometer Files. Files consist of studies, research, correspondence, and other information pertaining to the cone penetrometer plus a companion manual. The cone penetrometer deals with the measuring of semisolids. (N1-406-09-7/13)

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

HIF 25 Confidential Files. See HIF 79.

HIF 26 Construction Cost Files. See HIF 125.

HIF 27 Consultant Files. Files consist of information on consultants selected by the State highway departments and the criteria use in the selection. (N1-406-09-7/14)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 28 RESERVED.

HIF 29 Contract Administration Project Files. See HIF 125.

HIF 30 Contract Proposals. See HIF 125.

HIF 31 RESERVED.

HIF 32 Coordination Files. Files consist of information on the coordination related to demonstration projects (innovative type of construction). Also includes background material and correspondence involving local agencies and private industry and the coordination between them and FHWA. (N1-406-09-7/15)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 33 Corps of Engineer General Permits. Files contain copies of Corps of Engineer general permits allowing State highway agencies to implement a range of water control actions. The permits are valid until new standards have been developed/approved. (N1-406-09-7/16)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 34 Correspondence Files. Files contain correspondence written to State highway agencies, field offices, external groups and labor organizations, and private citizens which relate to and/or answers questions concerning the functions of projects that the office is involved in. (N1-406-09-7/17)

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

HIF 35 RESERVED.

HIF 36 RESERVED.

HIF 37 RESERVED.

HIF 38 RESERVED.

HIF 39 RESERVED.

HIF 40 Deflections. Files consist of project records related to the vertical and lateral depths measurements of the movement of soil and rocks. (N1-406-09-7/18)

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

HIF 41 Demonstration Projects. See HIF 72.

HIF 42 Department of Defense Certifications. Files contain certifications by the Department of Defense of specific projects that are important to the national defense and should be funded accordingly. Also contain original program documents identifying the amount and scope of the projects. The official file copies of this material are maintained in the field. 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). (N1-406-09-7/19)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 43 RESERVED.

HIF 44 RESERVED.

HIF 45 Discretionary Primary Files. See HIF 72.

HIF 46 RESERVED.

HIF 47 Drainage and Filtration Files. Files consist of case studies on drainage systems and filtration of drainage systems. (N1-406-09-7/20)

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

HIF 48 Dredge Material Files. Files consist of correspondence, technical case studies, projects and research on types of dredge materials such as sludge and the equipment used in the dredging process. (N1-406-09-7/21)

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

HIF 49 Earthquake Files. Files consist of projects, case studies, computer programs and correspondence pertaining to earthquakes. (N1-406-09-7/22)

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

HIF 50 Equal Employment Opportunity (EEO) Records. See GRS 1, item 25.

HIF 51 Eligibility Determination Files. See HIF 72.

HIF 52 Embankments Files. Files consist of project materials, research studies, and general correspondence pertaining to cuts and fills such as sand, rocks, sawdust and shale material. Also included are special reports on the need for special equipment used in the construction of embankments, movement and stability of embankments, and case studies in the failure of embankments. (N1-406-09-7/23)

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

HIF 53 RESERVED.

HIF 54 RESERVED.

HIF 55 RESERVED.

HIF 56 RESERVED.

HIF 57 RESERVED.

HIF 58 RESERVED.

HIF 59 RESERVED.

HIF 60 Emergency Relief Files. See HIF 72.

HIF 61 Energy Conservation Files. Files consist of correspondence and studies on ways to save energy in relationship to the materials used in construction and highway maintenance. (N1-406-09-7/24)

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

HIF 62 Engineering Fabrics Files. Files consist of correspondence on all types of fabrics related to soil and rocks. (N1-406-09-7/25)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 63 RESERVED.

HIF 64 Equipment Management Files. Files consist of correspondence, related background material and reports instructing the States in better management, purchasing and overall usage of construction equipment. (N1-406-09-7/26)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 65 Essential/Vital Records Files. Files contain correspondence concerning the Essential and Vital Records Program. (N1-406-09-7/27)

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

HIF 66 Evaluation Files. Files consist of laboratory work done by the National Bureau of Standards and their evaluation on all State highway work using material such as asphalt and concrete. Also contain reports and reviews by FHWA on the material. (N1-406-09-7/28)

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

HIF 67 RESERVED.

HIF 68 Exploration and Instrumentation Files. Files consist of project and general correspondence on soil instrumentation, bridges, embankments and cuts as well as procedures used in the instrumentation program, information about manufacturer's equipment, and price specifications. (N1-406-09-7/29)

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

HIF 69 RESERVED.

HIF 70 External Agency Files. See HIF 130B.

HIF 71 External Agency Program Guidance. See HIF 130C.

HIF 72 Federal-Aid and Pre-Construction Program Files. These files consist of, but are not limited to, policy, procedures, correspondence, legislative material, minutes of committee meetings, training material, fiscal documents, incoming mail, notes, requisitions, contract agreements, research material, feasibility studies from the field, reports, committees and conference material, seminars, meetings and conferences with other Agencies, general information from companies and corporations, and other data pertaining to the development, execution, and evaluation of the program.

  1. Federal-Aid Programs

    1. Federal-Aid Annual Program Files. These files are maintained for review of projects submitted to divisions from the States and approved by the divisions for funds spent in urban and rural highways and the utilization of all classes of highway construction funds provided under the provisions of the United States Code, Title 23. (N1-406-09-7/97)

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

    2. Eligibility Determination Files. Files consist of policies, Congressional inquiries, and related papers on special situations of eligibility for funding of highway projects.

      1. Final Eligibility Determinations. (N1-406-09-7/98)

        DISPOSITION: Temporary. Place in inactive file upon completion of project. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

      2. Other files. (N1-406-09-7/99)

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

    3. Discretionary Funding Files

      1. Discretionary Primary Files. These files consist of general correspondence, Congressional inquiries, approvals, and correspondence with States pertaining to projects under discretionary funding. (N1-406-09-7/100)

        DISPOSITION: Temporary. Place in inactive file after funding approval. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

      2. Interstate Maintenance Discretionary (IMD) Files. These files consist of general correspondence, Congressional inquiries, approvals, and correspondence with States pertaining to the use of discretionary funding for resurfacing, restoration, rehabilitation and reconstruction (4R) on the Interstate System. (N1-406-09-7/101)

        DISPOSITION: Temporary. Place in inactive file after funding approval. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

      3. Ferry Boat Discretionary (FBD) Files. These files consist of general correspondence, Congressional inquiries, approvals, and correspondence with States pertaining to the use of discretionary funding for the construction of ferry boats and ferry terminal facilities. (N1-406-09-7/102)

        DISPOSITION: Temporary. Place in inactive file after funding approval. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

      4. Public Lands Highway (PLH) Discretionary Files.. These files contain correspondence, requests for funds, maps, approvals, and related documents pertaining to projects involving the use of discretionary funding for any kind of transportation project eligible for assistance under Title 23, United States Code, that is within, adjacent to, or provides access to Federal public land areas. (N1-406-09-7/103)

        DISPOSITION: Temporary. Place in inactive file after funding approval. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

    4. Emergency Relief Program Files. These files contain the determinations as to whether a particular State is eligible for emergency relief; information on allocation of funds; recommendations for areas to be awarded funds; and correspondence with field offices and other related material that is used to administer the program. (N1-406-09-7/104)

      DISPOSITION: Temporary. Cut off at end of fiscal year.

      1. If paper: Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.

      2. If electronic: Delete 10 years after cutoff.

    5. Legislated Projects. These files contain information on projects specifically designated by Congress under various Public Laws, including: the Surface Transportation and Uniform Relocation Assistance Act (STURAA-1987): the Intermodal Surface Transportation Efficiency Act (ISTEA-1991); the Transportation Efficiency Act for the 21st Century (TEA-21-1998); the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU – 2005); and other public laws. These may be referred to as “demonstration,” “high-priority,” or “earmark” projects. (N1-406-09-7/105)

      DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

    6. Appalachian Highway Development Program Files. These files consist of correspondence, requests for funds, maps, approvals, and related documents pertaining to the use of Appalachian Highway Development Program funds. (N1-406-09-7/106)

      DISPOSITION: Temporary. Cut off at end of fiscal year.

      1. If paper: Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.

      2. If electronic: Delete 10 years after cutoff.

    7. Territory Files. These files document Agency participation in highway programs of the territories. Included also are budget allocations, correspondence, and background information on the territorial programs. (N1-406-09-7/107)

      DISPOSITON: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

    8. Roadside Development Files. These files document the development of symbols for highway development projects such as the Great River Road along the Mississippi River. (N1-406-09-7/108)

      DISPOSITION: Temporary. Place in closed case file when project is completed. Cut off closed case file at end of fiscal year.

      1. If paper: Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.

      2. If electronic: Delete 10 years after cutoff.

  2. Pre-Construction Program Files

    1. Utility Program. These files include but are not limited to policies on accommodation, relocation, and telecommunications, correspondence activities of the AASHTO Subcommittee on Right-of-Way and Utilities, international scanning tours, and issues that may arise from the FHWA Division offices. (N1-406-09-7/109)

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

    2. Value Engineering Program. These files include summary reports from Division offices, transmittal information to the Office of the Secretary of Transportation (OST), and background information for the State Departments of Transportation (State DOTs). (N1-406-09-7/110)

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

    3. Awards Programs. These files contain award criteria, distribution lists, correspondence, entries, supporting documentation, lists of judges, final rankings, and award winners.

      1. Excellence in Highway Design Awards. Recognizes sound decision making employed to overcome challenges and maximize opportunities in the planning, development, and implementation of highway improvement projects. (N1-406-09-7/111)

        DISPOSITION: Temporary. Place in closed case file upon project completion. Cut off closed case file at end of fiscal year.

        1. If paper: Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.

        2. If electronic: Delete 10 years after cutoff.

      2. Utility Relocation and Accommodation Excellence Awards. Recognizes outstanding innovations that significantly advance the practice of utility relocation or accommodation. (N1-406-09-7/112)

        DISPOSITION: Temporary. Place in closed case file upon project completion. Cut off closed case file at end of fiscal year.

        1. If paper: Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.

        2. If electronic: Delete 10 years after cutoff.

HIF 73 RESERVED.

HIF 74 RESERVED.

HIF 75 RESERVED.

HIF 76 Field Trip Reports. Files contain reports made by FHWA engineers on reviews that they have made in the divisions on the ongoing State highway construction projects. (N1-406-09-7/30)

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

HIF 77 RESERVED.

HIF 78 RESERVED.

HIF 79 Foreign Country Files. Files consist of material on FHWA’s participation in committees that serve as a forum for the international exchange of information, FHWA operations in foreign countries, and FHWA's funding of and/or involvement in construction of highways and training of highway department personnel abroad. For each country, records include copies of the agreement by which the project was established, financial accounting documents, budget correspondence, organizational information and lists of participating foreign officials, minutes of meetings between U.S. and foreign officials, procurement documentation, personnel records, operational directives, records of telephone conversations, billing correspondence, incidental articles about the projects, and end of tour reports. 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).

  1. Records providing substantive documentation of significant actions taken during the course of projects, including agreements, budget records, minutes of meeting, records of telephone conversations, operational directives, articles about the project, final or end of tour reports, and other similar material. (N1-406-09-7/31)

    DISPOSITION: PERMANENT. Place in inactive file on completion of project. Cut off inactive file at end of fiscal year.

    1. If paper: Transfer to FRC 10 years after cutoff. Transfer to National Archives in 5-year blocks 15 years after cutoff.

    2. If electronic: Transfer to National Archives 5 years after cutoff, in accordance with 36 CFR 1235, Subpart C.

  2. Records documenting administrative functions, including financial accounting documents, billing correspondence, procurement records, personnel records, and other similar materials. (N1-406-09-7/32)

    DISPOSITION: Temporary. Place in inactive file on completion of project. Cut off inactive file at end of fiscal year.

    1. If paper: Transfer to FRC 10 years after cutoff. Destroy 15 years after cutoff.

    2. If electronic: Delete 15 years after cutoff.

HIF 80 Frost Heave Files. These files consist of project, case studies and results from tests on the freezing and thawing of soil. Included also are evaluations of frost and its effects on highway construction. (N1-406-09-7/33)

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

HIF 81 General Permits Files. These files contain copies of correspondence, general laws and regulations, and background materials pertinent to Corps of Engineer dredge and fill permits, and Coast Guard navigation clearances. Also include the memoranda of agreement between FHWA and these agencies. (N1-406-09-7/34)

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

HIF 82 Geographical Exploration Files. These files consist of reference information on earth resistivity and soil tests. (N1-406-09-7/35)

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

HIF 83 Grouting Files. Files consist of projects and correspondence pertaining to grouting materials used in highway construction, including design and grouting equipment manuals. (N1-406-09-7/36)

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

HIF 84 RESERVED.

HIF 85 National Pool Funds (HPR). Files consist of construction management system design instructions for the States and related background material (bids, proposals, and evaluations). (N1-406-09-7/37)

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

HIF 86 Human Factor Approach - Demonstration Project Files. Files consist of documented funds appropriated for research and development of demonstration projects where FHWA enters into an arrangement with States (cooperative efforts) using 100 percent Federal money. Files also include studies involving psychologists who use the human element as a factor in the research portion of the project. 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). (N1-406-09-7/38)

DISPOSITION: Temporary. Place in inactive file after evaluation and completion of report. Cut off inactive file at end of fiscal year. Destroy 4 years after cutoff.

HIF 87 Insitu Shear Devices Files. Files include projects, correspondence, and technical material pertaining to the measurement of soil properties and depth. (N1-406-09-7/39)

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

HIF 88 Interagency Committee Files. Files consist of projects and reports produced by interagency committees in which FHWA personnel were members. Included are copies of minutes, reports, agenda, background material for reports, agendas, working papers, and correspondence. (N1-406-09-7/40)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 89 International Committees and Organization Files. See HIF 79.

HIF 90 International Road Federation (IRF) Files. See HIF 79.

HIF 91 Interstate Cost Studies. Studies and cost comparisons between estimates and actual cost of interstate construction. (N1-406-09-7/42)

DISPOSITION: PERMANENT. Affiliated with HIF 92.

  1. If paper: Cut off at end of fiscal year. Transfer to National Archives 3 years after cutoff.

  2. If electronic: Cut off at end of fiscal year. Transfer to National Archives 3 years after cutoff, in accordance with 36 CFR 1235, Subpart C.

HIF 92 Interstate Cost Estimates. The Interstate Cost Estimates (ICEs), dating from 1957 to 1991, were submitted by each State to FHWA, and they show the total cost of completing the Interstate System in that State for a specific year. The information in these cost estimates was used for the Annual Report to Congress and it served as a record of the State-by-State development of the System. The ICEs are arranged chronologically (for the years 1957, 1960, 1968, 1981, 1983, and 1991), therein alphabetically by State. Each estimate is prepared in legal or letter-sized booklet form, and many are spiral-bound. The ICEs contain drawings, design classifications, and costs for each section of an Interstate highway segment in a State. (N1-406-06-1/1)

DISPOSITION: PERMANENT. Transfer the ICE files for years 1957 to 1983 to the National Archives immediately upon approval of this schedule. Retain year 1991 until no longer needed for business needs in the Agency, and then transfer to National Archives.

HIF 93 Interstate System Status Maps. Route maps prepared by FHWA field offices showing changes in the status of the interstate system. Included on the maps are descriptions of the segments and of the cost of completing the segments. The maps are kept as an ongoing record of the present status of the system. Submitted to Headquarters on an "as needed" basis, the maps show interstate route numbering, changes in alignment, and changes in urban area boundaries. (N1-406-09-7/43)

DISPOSITION: PERMANENT. Affiliated with HIF 92.

  1. If paper: Cut off at end of fiscal year. Transfer to National Archives 3 years after cutoff.

  2. If electronic: Cut off at end of fiscal year. Transfer to National Archives 3 years after cutoff, in accordance with 36 CFR 1235, Subpart C.

HIF 94 Instrumentation Files. Files relate to the operation and purchase of various instruments used in aerial surveys and photogrammetry. Files also include the justification for use and purchase of the equipment. (N1-406-09-7/46)

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

HIF 95 Legislative Files. Files contain documented comments on legislation where FHWA is the lead agency or is submitting comments on legislation affecting FHWA policy. Files also contain related reports and correspondence to Congress. (N1-406-09-7/47)

DISPOSITION: Temporary. Destroy 1 year after enactment of legislation.

HIF 96 Limestone Sinkholes Files. Files contain projects, technical data and related material on subsurface cavities in limestone (sinkholes). Files also include studies on State projects and their problems on sinkholes and how to correct them. (N1-406-09-7/48)

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

HIF 97 Management Reviews. Files consist of reviews by FHWA in State highways and field offices pertaining to soil and foundation programs, correspondence and comments on soil and rocks. (N1-406-09-7/49)

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

HIF 98 RESERVED.

HIF 99 RESERVED.

HIF 100 RESERVED.

HIF 101 Moisture Density Files. Files consist of projects and reference material pertaining to the measuring of water contents and weight of soil and rock material. (N1-406-09-7/50)

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

HIF 102 Copies of Field Reports. Files contain copies of reports from the field for the Administrator and Federal-aid projects in the States. (N1-406-09-7/51)

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

HIF 103 Monthly/Yearly Status of the Mileage of the Interstate System. Information used as a record of monthly changing status of the interstate system for press releases and in a yearly status report on the interstate. Revised reports are submitted by FHWA field offices to Headquarters on an "as needed" basis. The yearly compilation of mileage cost and system designation information serves as a record of the annual development of the interstate highway program by year and State.

  1. Monthly data (N1-406-09-7/44)

    DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

  2. Annual compilations (N1-406-09-7/45)

    DISPOSITION: PERMANENT. Affiliated with HIF 92.

    1. If paper: Cut off at end of fiscal year. Transfer to National Archives 3 years after cutoff.

    2. If electronic: Cut off at end of fiscal year. Transfer to National Archives 3 years after cutoff, in accordance with 36 CFR 1235, Subpart C.

HIF 104 RESERVED.

HIF 105 RESERVED.

HIF 106 RESERVED.

HIF 107 RESERVED.

HIF 108 RESERVED.

HIF 109 Nationwide Drainage Review. Files consist of reviews of State compliances with FHWA policy on drainage including recommendation on how States can upgrade their drainage system. These files document State drainage practices and systems and are of semi-historical value as a record on the progress of these systems in 5 year intervals. (N1-406-09-7/52)

DISPOSITION: Temporary. Cut off at end of fiscal year.

  1. If paper: Transfer to FRC 5 years after cutoff. Destroy 30 years after cutoff.

  2. If electronic: Delete 30 years after cutoff.

HIF 110 RESERVED.

HIF 111 Occupational Health and Safety Files. See HIF 188E(1).

HIF 112 RESERVED.

HIF 113 Organization Files. Files contain office organization records, meetings, program emphasis area, working files, and related correspondence. (N1-406-09-7/53)

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

HIF 114 Pan American Highway Congress Files. See HIF 79.

HIF 115 Pavements Files. Files contain pavement case studies and projects, i.e. tests of soil used in pavements and soil mechanics related to pavements. (N1-406-09-7/54)

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

HIF 116 Permanent Soil Anchors Files. Files contain project and technical information and correspondence concerning the methods used in the U.S. and European countries for permanently anchoring soil. (N1-406-09-7/55)

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

HIF 117 RESERVED.

HIF 118 Piezometers Files. Files consist of project and reference materials pertaining to the measuring of water pressure in soils, and evaluations and studies on the effect of water pressure in the soil. (N1-406-09-7/56)

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

HIF 119 RESERVED.

HIF 120 RESERVED.

HIF 121 Preliminary Engineering Project Files. See HIF 72.

HIF 122 Process Review Files

  1. Experimental Project Reviews. Files contain reviews made by Headquarters personnel of experimental projects conducted in the field. These are reviews of field office files and in some instances those of the States. (N1-406-09-7/57)

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

  2. Field Office Reviews. Files contain reviews made by Headquarters personnel of work processes of State DOT’s. (N1-406-09-7/58)

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

  3. State Project Review Files. Files contain correspondence with State highway agencies and final reports on studies that the State highway agencies have conducted to enhance or better manage their construction program. (N1-406-09-7/59)

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

HIF 123 Program Control Files. See HIF 72.

HIF 124 Program Security Information Files. Files contain information on the maintenance of the FHWA security 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). (N1-406-09-7/60)

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

HIF 125 Project Files.

  1. Project Files (specific). These files are used to monitor and/or carry out Federal-Aid highway projects approved and funded by the Agency. Files may include, but are not limited to, general correspondence, charts, brochures, articles, news releases, statistical data, notes, reports, regulations, project proposals, preliminary studies, justifications, approvals, specifications, designs, maps, drawings, financial documents, change orders, draft background material, questionnaires, summaries and other documents, and interim and final reports. (N1-406-09-7/113)

    DISPOSITION: Temporary. Cut off files at the close of the project.

    1. If paper: Transfer to FRC after cutoff. Destroy 10 years after cutoff.

    2. If electronic: Delete 10 years after cutoff.

  2. Background Files. These files contain general information about projects (e.g. financial plans prepared by State DOTs, project descriptions submitted by States), used for planning and/or evaluation purposes. (N1-406-09-7/114)

    DISPOSITION: Temporary. Cut off files annually. Destroy 5 years after cutoff.

HIF 126 Clay Projects and Specifications. Files consist of designs on various clays and organic clays, specifications and general technical procedures pertaining to clays. (N1-406-09-7/61)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 127 Public Land Files. See HIF 72.

HIF 128 Quality Assurance Files. Files contain information concerning construction associated with the assurance of a quality highway project. Files also include training courses, correspondence, copies of speeches and other related material. (N1-406-09-7/62)

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

HIF 129 Rapid Testing Files. Files contain correspondence and evaluations of methods used in material sampling and testing of soils, concrete and asphalt. (N1-406-09-7/63)

DISPOSITION: Temporary. Place in inactive file upon completion of project. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.

HIF 130 Reference Files. These files contain copies of various reference materials (not scheduled elsewhere herein) on subjects of current or ongoing interest (publications, directives, pictures, correspondence, etc). **Official file copies are not to be place in these files nor are these files to be considered pending files where official files copies are kept on a tentative basis.

  1. Company/Corporation Files. Files consist of handout materials from companies that provide information on developments highway design (used as reference material). (N1-406-09-7/64)

    DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

  2. External Agency Files. Files consist of background, research, and correspondence material related to and used in technical work being done between FHWA and outside agencies. (N1-406-09-7/65)

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

  3. External Agency Program Guidance. Files contain materials provided by the President, the Federal preparedness agencies, DOT, and others used in the development of directives and manuals. (N1-406-09-7/66)

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

  4. All Other Reference Files. (N1-406-09-7/67)

    DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 131 RESERVED.

HIF 132 Reinforced Concrete Files. Files include materials on projects, technical information, and studies of the U.S. and European countries related to reinforced concrete piles for earth reinforcement. (N1-406-09-7/68)

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

HIF 133 Reinforced Earth Files. Files contain project correspondence, technical information, specifications and patents on States using reinforced earth. Files also include reports on European studies in this area. (N1-406-09-7/69)

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

HIF 134 Reinforcement and Separation. Files consist of FHWA case studies of States and their development of procedures and progress in the area of reinforcement and separation of soil and rocks. Also included are copies of various university studies and background papers. (N1-406-09-7/70)

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

HIF 135 Report Files. See HIF 125.

HIF 136 Tunnel Research Contract Files. Files consist of correspondence, reports, and technical material pertaining to contracts awarded in the process of constructing tunnels. **Not official contract files. (N1-406-09-7/71)

DISPOSITION: Temporary. Destroy in agency on completion of project.

HIF 137 Research Projects. Files contain correspondence, notes, minutes of meetings and progress reports on various ongoing research projects. (N1-406-09-7/72)

DISPOSITION: Temporary. Place in inactive file upon completion of project. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.

HIF 138 RESERVED.

HIF 139 River Basin Councils Files. Files contain copies of reports and correspondence received in Headquarters from field engineers who are members of the River Basin Council. The Council focuses on water resources, and the files are used in monitoring their activities. (N1-406-09-7/73)

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

HIF 140 Roadside Development Files. See HIF 72.

HIF 141 Rock Mechanics Files. Files consist of project and reference materials, design and case studies on rocks, anchors and bolts, blasting and pre-splitting rocks, and rock testing equipment and supplies. (N1-406-09-7/74)

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

HIF 142 RESERVED.

HIF 143 RESERVED.

HIF 144 Security Files. See HIF 65.

HIF 145 Segmental Bridge Files. Files contain working papers, correspondence and plans related to various tests of bridges such as prestressed segmental and suspension bridges, their development and construction. (N1-406-09-7/75)

DISPOSITION: Temporary. Place in closed case file after completion of construction. Cut off closed case file at end of fiscal year. Destroy 3 years after cutoff.

HIF 146 RESERVED.

HIF 147 RESERVED.

HIF 148 Slope Stability. Files contain projects, plans, specifications and documented case studies on the stabilization of slopes by drainage. Files also include slope designs and soil information. (N1-406-09-7/76)

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

HIF 149 Soil and Rock Properties. Files consist of project, classification, and description materials pertaining to soil and rock series. Also included are studies made on consolidation and settlement soils and rocks, and studies, designs, and procedures on soft clay. (N1-406-09-7/77)

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

HIF 150 Soil Stabilization. Files consist of projects and technical data concerning the use of cements, asphalts and lime in soil to stabilize them for construction purposes. (N1-406-09-7/78)

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

HIF 151 RESERVED.

HIF 152 RESERVED.

HIF 153 Specifications Correspondence. Files contain copies of correspondence and the specifications on construction projects. **Field offices maintain the official project files. (N1-406-09-7/79)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 154 RESERVED.

HIF 155 State Project Files. See HIF 122.

HIF 156 State Bridge Review Summaries. Files contain summaries of State bridge maintenance reviews. Maintenance reports are submitted to Headquarters, and the bridge maintenance component is reviewed and summarized. These files are kept for reports and reference. (N1-406-09-7/80)

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

HIF 157 Soil Reinforcement and Stone Columns Files. Files contain project materials, correspondence, and related information on the U.S. and European countries' projects pertaining to soil reinforcement by installing rock piles in soft ground areas. Also included are designs, plans and specifications on stone columns. (N1-406-09-7/81)

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

HIF 158 Pavement Subdrainage Files. Files contain case studies, reports, and design manuals pertaining to the drainage problem of pavements. **This type of information is also available in the files on all States. (N1-406-09-7/82)

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

HIF 159 Subject Files for Experimental Projects. These files contain the correspondence, brochures, and evaluation of a project once the project is created. (N1-406-09-7/83)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 160 RESERVED.

HIF 161 RESERVED.

HIF 162 Swelling Soils Files. These files contain projects and technical data on shale rocks and the expansion or swellings in clay. The projects concern designing methods of eliminating the problem. (N1-406-09-7/84)

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

HIF 163 RESERVED.

HIF 164 RESERVED.

HIF 165 RESERVED.

HIF 166 Technology Transfer Files. These files document coordination between field offices and Headquarters for testing and application of new technology in the area of highway construction. (N1-406-09-7/85)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 3 years after cutoff or when no longer needed for business purposes, whichever is later.

HIF 167 Territory Files. See HIF 72.

HIF 168 RESERVED.

HIF 169 RESERVED.

HIF 170 RESERVED.

HIF 171 Training Courses. These files contain training course materials developed by or for the office. Files include course materials such as PowerPoints, slides, class exercises, and other documentation. Examples of courses, including those at FHWA’s National Highway Institute (NHI), are Principles of Writing Highway Construction Specifications (NHI #134001), Value Engineering Workshop (NHI #134005), Highway/Utility Issues (NHI #134006), Managing Highway contract Claims: Analysis and Avoidance (NHI #134037), Alternative Contracting (NHI #134058), Risk Management (NHI #134065), Addressing Uncertainty in Cost Estimating (NHI #134068), Contract Administration Core Curriculum (NHI #134077), and Basic Geometric Design. (GRS 1, item 29)

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

HIF 172 Training Films and Visual Aids (Asphalt and Concrete). These files contain films and visual aids used in training sessions held by FHWA on asphalt and concrete material. (N1-406-09-7/86)

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

HIF 173 Transportation Research Board (TRB) Committee Pavement Files. These files contain research and studies by TRB committees on rigid pavement construction standards and evaluations. (N1-406-09-7/87)

DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 15 years after cutoff.

HIF 174 Transportation Research Board (TRB) Files. See HIF 137.

HIF 175 Tunnel and Bridge Construction Files. These files contain studies, projects, and correspondence dealing with soil and rock problems that occur when constructing a bridge. (N1-406-09-7/88)

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

HIF 176 RESERVED.

HIF 177 RESERVED.

HIF 178 Utility Direction Files. See HIF 188D(3).

HIF 179 Utility Directives Files. See HIF 188D(3).

HIF 180 Vertical Drains (Sand Drains) Files. Files consist of projects, specifications, designs and construction pertaining to prefabricated vertical drains and FHWA methods of stabilizing sand drains which is necessitated by the weakening of soils by drainage. (N1-406-09-7/89)

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

HIF 181 Vibrations Files. These files document projects and reports concerning damage that is done in the course of constructing highways due to vibrations. (N1-406-09-7/90)

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

HIF 182 Waste Material Utilization. These files contain documents concerning the use of waste materials such as fly ash in highway construction. (N1-406-09-7/91)

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

HIF 183 National Bridge Inventory (NBI) System. The NBI system is one of FHWA's mission critical systems. It is a collection of bridge inventory and inspection data collected under the auspices of the National Bridge Inspection Standards, Title 23 USC Section 151 and 23 CFR 650C. The NBI also supports the requirements of the Highway Bridge Program, Title 23 USC Section 144, and 23 CFR 650D. The NBI follows specifications of the Recording and Coding Guide for the Structure Inventory and Appraisal of the Nation's Bridges. These standards are applicable to all highway bridges located on public roads. Data is collected from all 50 States, the District of Columbia, and Puerto Rico as well as Federal agencies which have bridges under their jurisdiction that are open to the public. Unit cost data pertaining to bridge replacement and rehabilitation, which is required to be collected by regulation, is also collected on an annual basis. A deficiency status is assigned to each bridge and an overall sufficiency rating calculated. Approximately 600,000 432-character bridge records are stored and maintained per year. The system contains data beginning in 1983. In addition, the NBI system interfaces with the Fiscal Management Information System (FMIS) in order to provide FMIS with valid bridge structure numbers for bridges eligible for Federal funding and to receive updated financial information for determining eligibility for the Highway Bridge Program. Access to the system is controlled by FHWA’s User Profile Access Control System (UPACS) system. (N1-406-08-7)

  1. Input/Source Records.

    1. Bridge Inspection data described in the Recording and Coding Guide for the Structure Inventory and Appraisal of the Nation’s Bridges (see www.fhwa.dot.gov/bridge/bripub.htm).

      Source: All States and Federal agencies.
      Format: Electronic data file submittal.

      DISPOSITION: Temporary. Delete after the information has been loaded into the master file and verified, or when no longer needed. (GRS 20, item 2).

      [Source files are collected once each year. They are uploaded into the Oracle database (Master File). A State may choose to submit additional data files throughout the year. Files are stored on the server which is backed up nightly.]

    2. Unit Cost data related to bridge construction.

      Source: All States.
      Format: Direct data input into system.

      DISPOSITION: PERMANENT. Transfer copy to NARA at the end of calendar year in accordance with NARA transfer instructions for permanent electronic web content records. Information will be posted on FHWA website at www.fhwa.dot.gov/bridge/britab.htm. (N1-406-08-7/1)

      [Unit Cost data is collected once each year. The data is entered directly into a table which has a partition for each year. The table on the server is backed up nightly. Retain all data year partitions indefinitely.]

    3. Project information from the FMIS system. Needed to determine eligibility status of bridges for the Highway Bridge Program.

      Source: FMIS
      Format: Electronic records are extracted directly from the FMIS system.

      DISPOSITION: Temporary. Data updated monthly. Overwrite monthly. (GRS 20, item 2).

  2. Master Files. Collection of bridge inspection information from 1983 to current year is contained in the database. The Master File contains (1) Active Records (current year) and (2) Inactive Records (archived years).

    DISPOSITION: PERMANENT. Cut off at the end of the calendar year. Transfer a copy of the master data file to NARA at the close of each calendar year, in accordance with 36 CFR 1235, Subpart C. (N1-406-08-7/2)

  3. Output Records.

    1. Apportionment of funds for the Highway Bridge Program.

      1. Record copy.

        DISPOSITION: PERMANENT. Record copy will be retained in accordance with disposition authority N1-406-04-1, item 1a. (N1-406-04-1/1a)

      2. Hardcopy or electronic outputs created to meet transitory business needs.

        DISPOSITION: Temporary. Delete/Destroy in accordance with GRS 20, Items 12 and 16. (GRS 20, items 12, 16)

      3. FHWA Website copies.

        DISPOSITION: Temporary. Destroy/Delete when no longer needed for agency operations. (N1-406-08-7/3)

    2. Data tables and graphs for the Status of the Nation's Highways, Bridges and Transit: Conditions and Performance Report to Congress (biennial report required by law).

      1. Record copy.

        DISPOSITION: Temporary. Destroy/delete when no longer needed for business or administrative operations. [These are now maintained by the Office of Policy and Governmental Affairs (HPL). Reports posted at http://www.fhwa.dot.gov/policy/olsp/reportspubs.htm] (N1-406-08-7/4)

      2. All other copies.

        DISPOSITION: Temporary. Destroy/delete when no longer needed for business or administrative operations. (N1-406-08-7/5)

    3. Data report for the Annual Materials Report on New Bridge Construction and Bridge Rehabilitation required by the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU).

      DISPOSITION: PERMANENT. Transfer copy to NARA at the end of calendar year in accordance with NARA transfer instructions for permanent electronic web content records. See http://www.fhwa.dot.gov/bridge/brdgtabs.cfm (N1-406-08-7/6)

  4. System Documentation. Recording and Coding Guide for the Structure Inventory and Appraisal of the Nations Bridges (including all updates); see www.fhwa.dot.gov/bridge/bripub.htm. All NBI documentation, specifications, help text, and memos, reside on the FHWA LAN. The backup of this directory is subject to the file server backup procedures. A hard copy of the documentation is kept in the Information Technology Division (HAIM-40). The hard copy includes the following documents: System Overview, Functional Requirements, System Design, System Test Plan, Disaster Recovery Plan, Implementation Plan, Database Architecture, and Change Management.

    DISPOSITION: PERMANENT. Transfer to the National Archives with the permanent electronic records to which the documentation relates (GRS 20, Item 11a(2)).

HIF 184 National Bridge Inspection Standards (NBIS) Rulemaking Files. These rulemaking files contain notices and advance notices of proposed rulemakings; comments received in response to notices; petitions for rulemaking and consideration; denials of petitions and reconsideration; records of additional rulemaking proceedings; and final rules as published. (N1-406-09-7/92)

DISPOSITION: PERMANENT.

  1. If paper: Transfer to FRC 3 years after close of file. Transfer to National Archives 10 years after close of file.

  2. If electronic: Transfer to National Archives 5 years after close of file, in accordance with 36 CFR 1235, Subpart C.

HIF 185 Special Studies Files. These files document special studies including transportation issues, enhancements, planning packages, highway financing, traffic safety, and other topics. Files include study papers, correspondence, legal reviews, briefings, proposals, and cooperative agreements. (N1-406-09-7/93)

DISPOSITION: Temporary. Cut off files at the end of the fiscal year in which the study was completed. Destroy 10 years after cutoff.

HIF 186 Highways for LIFE – INNOVATOR Newsletter. This file contains the record copy of a newsletter published bi-monthly by the FHWA Highways for LIFE program and posted online for its audience of transportation professionals in highway agencies, trade and research groups, academia, the private sector, and the driving public. The newsletter contains reports and studies on different projects by the States on highway construction. The newsletter is available at http://www.fhwa.dot.gov/hfl/innovator/. (N1-406-09-7/94)

DISPOSITION: PERMANENT. Cut off at end of calendar year. Transfer electronic copies to National Archives 1 year after cutoff, in accordance with 36 CFR 1235, Subpart C.

HIF 187 Policy Files

  1. Program Policy Files. These files contain major policy developments, reviews, and updated information on Infrastructure programs. Files include correspondence, directives, memoranda, briefing materials, reports, and research materials, as well as contacts information with outside organizations, including Congress and other Federal agencies. (N1-406-09-7/95)

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

    1. If paper: Transfer to FRC 5 years after cutoff. Transfer to National Archives 10 years after cutoff.

    2. If electronic: Transfer to National Archives 5 years after cutoff, in accordance with 36 CFR 1235, Subpart C.

  2. Administrative Policy Files. These files contain administrative policy development, review, and updates. Files include correspondence, directives, memoranda, briefing materials, reports, and research materials. (N1-406-09-7/96)

    DISPOSITION: Temporary. Cut off files annually. Destroy 5 years after cutoff.

HIF 188 Subject Files

  1. Subject Files (program). These files are arranged alphabetically by topic or name (of individual, project, or program). These files contain, but are not limited to, correspondence, Agency policy and guidance, regulations, brochures, newsletters, internal memoranda, e-mail messages, journal articles, news clippings, briefing materials, reports, and research materials. (N1-406-09-7/115)

    DISPOSITION: Temporary. Cut off files annually.

    1. If paper: Transfer to FRC after cutoff. Destroy 10 years after cutoff.

    2. If electronic: Delete 10 years after cutoff.

  2. Stewardship/Oversight Files. These files contain materials on Risk Management and Stewardship/Oversight. (N1-406-09-7/116)

    DISPOSITION: Temporary. Cut off files annually.

    1. If paper: Transfer to FRC after cutoff. Destroy 10 years after cutoff.

    2. If electronic: Delete 10 years after cutoff.

  3. Federal-Aid Program Subject Files

    1. Construction Costs

      1. Bid Price and Highway Construction Factors. Data includes documentation submitted by contractors, tabulations of bid prices, material and labor cost estimates, related correspondence, and background information for publication. (N1-406-09-7/117)

        DISPOSITION: Temporary. Cut off at end of fiscal year.

        1. If paper: Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.

        2. If electronic: Delete 5 years after cutoff.

      2. Bid-Price Reports. Files contain reports on the average bids for all highway contracts, average estimates, and the disparity between bid estimates and engineering estimates. (N1-406-09-7/118)

        DISPOSITION: Temporary. Place in inactive file after completion of project. Cut off inactive file at end of fiscal year.

        1. If paper: Transfer to FRC 2 years after cutoff. Destroy 12 years after cutoff.

        2. If electronic: Delete 12 years after cutoff.

    2. Local Public Agency Issues. Files may contain, but are not limited to, correspondence, Agency policy and guidance, regulations, internal memoranda, documented e-mail messages, briefing materials, reports, research materials, and action plans. (N1-406-09-7/119)

      DISPOSITION: Temporary. Cut off files annually.

      1. If paper: Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.

      2. If electronic: Delete 10 years after cutoff.

    3. Project Authorizations/Agreements. Files may contain, but are not limited to, correspondence, Agency policy and guidance, regulations, internal memoranda, documented e-mail messages, briefing materials, reports, and research materials. (N1-406-09-7/120)

      DISPOSITION: Temporary. Cut off files annually.

      1. If paper: Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.

      2. If electronic: Delete 10 years after cutoff.

    4. Toll Agreements. These files include, but are not limited to, executed toll agreements, approved toll applications, related correspondence, charts, notes, reports, regulations, project proposals, preliminary studies, justifications, approvals, specifications, designs, maps, drawings, financial documents, background material, summaries and other documents, interim and final reports, and pending or rejected toll pilot applications.

      1. Executed Toll Agreements. (N1-406-09-7/121)

        DISPOSITION: Temporary. Place in inactive file when superseded or terminated. Cut off at end of fiscal year. Destroy 3 years after cutoff.

      2. Rejected Toll Agreements. (N1-406-09-7/122)

        DISPOSITION: Temporary. Place in inactive file. Cut off at end of fiscal year. Destroy 3 years after cutoff.

      3. General Information. (N1-406-09-7/123)

        DISPOSITION: Temporary. Place in inactive file when superseded or terminated. Cut off at end of fiscal year. Destroy 3 years after cutoff.

  4. Pre-Construction Subject Files.

    1. Geometric Design Files. These files include subtopics such as design standards, design speed, design vehicle, horizontal clearance/clear zone, lane widths, super elevation, HOV facilities, rest areas, pedestrian/bicycle accommodations, park and ride facilities, and horizontal and vertical alignment. (N1-406-09-7/124)

      DISPOSITION: Temporary. Place in inactive file when superseded or terminated. Cut off at end of fiscal year. Destroy 3 years after cutoff.

    2. Bicycle Pedestrian Issues. These files include the design of bicycle/pedestrian facilities, and Americans with Disabilities Act requirements. (N1-406-09-7/125)

      DISPOSITION: Temporary. Place in inactive file when superseded or terminated. Cut off at end of fiscal year. Destroy 3 years after cutoff.

    3. Utility Files. These files include background materials for the development of special projects in urban problem areas and the development of utility accommodation policy for the Federal Government. This information is used to formulate new directives. (N1-406-09-7/126)

      DISPOSITION: Temporary. Place in inactive file after project is approved. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.

  5. Contract Administration Subject Files

    1. Occupational Health and Safety Files. These files contain correspondence, working papers, and background material related to FHWA implementation of regulations issued by the Occupational Safety and Health Administration (OSHA) and other regulatory agencies. Regulations concern construction and maintenance safety. (N1-406-09-7/127)

      DISPOSITION: Temporary. Cut off at end of fiscal year.

      1. If paper: Transfer to FRC 5 years after cutoff. Destroy 8 years after cutoff.

      2. If electronic: Delete 8 years after cutoff.

    2. All Other Files. These files pertain to topics such as Buy America, Contractor Claims, Design-Build Regulations, DBE contract Provisions, Electronic Contracting, Incentive/Disincentive Clauses, Innovative Contracting (including design/build), Special Experimental Project No. 14 (SEP-14) Warranty/Guarantee provisions, Labor Compliance, Patented and Proprietary Products, and Suspension/Debarments. (N1-406-09-7/128)

      DISPOSITION: Temporary. Place in inactive file when superseded or terminated. Cut off at end of fiscal year. Destroy 3 years after cutoff.

  6. Major Projects Subject Files. These files contain materials on Project Management, Cost Estimating, Best Practices, Financial Plans, Lessons Learned, Technology Deployment, and Dashboard Measures. (N1-406-09-7/129)

    DISPOSITION: Temporary. Cut off files annually.

    1. If paper: Transfer to FRC after cutoff. Destroy 10 years after cutoff.

    2. If electronic: Delete 10 years after cutoff.

HIF 189 Manuals and Program Guides. These files include working drafts and final copies of various manuals and program guides developed by HIF, including: Emergency Relief Manual; A Guide to the Federal-Aid Highway Emergency Relief Program; A Guide to Federal-Aid Programs and Projects; Program Guide – Utility Relocation and Accommodation on Federal-Aid Highway Projects; Contract Administration Core Curriculum Manual and Users guide; and Manual for Oversight Managers. (N1-406-09-7/130)

DISPOSITION: Temporary. Retain in Agency. Place in inactive file when superseded or terminated. Cut off at end of fiscal year. Destroy 3 years after cutoff.

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