FHWA Records Disposition Manual (Regional Offices)

CHAPTER 5

This schedule covers records relating to the Federal Land Highway Program and Project Files maintained by offices of the Federal Highway Administration and reflects disposition authority granted under N1-406-99-1.

FLHW 1 Federal Lands Highway (FLH) Project Files (formerly Direct Construction Project Files):

1. Primary Documentation: Files pertain to those FLH projects in which FHWA, rather than the State, is the contracting authority. Projects involve road construction in national parks, Indian reservations and other Federal land areas. Project files contain key data on each project including contract negotiations, awards, and inspections project tracing files, reconnaissance reports, and final construction reports. (N1-406-99-1/1A)

   DISPOSITION: PERMANENT. Transfer to FRC 5 years after completion of project. Transfer to NARA 15 years after completion of project.

2. Basic Project Documentation: Files pertain to those FLH projects in which FHWA, rather than the State, is the contracting authority and contain copy of contract, intermediate and final inspection, project reports, copies of change and extra work orders, suspend and resume orders, contract modifications and all pertinent correspondence pertaining to the project, field notebooks, materials test reports and construction plans, Right-of-Way files, structural design computations for loading and deflecting, and topographic maps. (N1-406-99-1/1B)

   DISPOSITION: Transfer to FRC 3 years after completion of project. Destroy 10 years after completion of project.

3. Federal Lands Highway Project Files: Electronic version of records created by electronic mail and word processing applications. (N1-406-99-1/1C)

   DISPOSITION: Delete when file copy is generated or when no longer needed for reference or updating.