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This schedule covers records relating to policy and highway planning maintained in the Washington Headquarters Office of the Federal Highway Administration and reflects disposition authorities granted under NC1-406-80-6, N1-406-04-5, N1-406-09-5, N1-406-09-16, and the General Records Schedules (GRS).
POPL 1 Administrative Files. Contain the files of activities that are necessary to manage the day-to-day operation of the office. Included in these files are briefing material, training for personnel, intra-office assignments, internal reports, T & A cards and budget material. (NC1-406-80-6/1)
DISPOSITION: Destroy in agency when no longer needed.
POPL 2 Airport Access Files. Studies and background information on airport access projects and comments on studies concerning access roads to airports. These files are used to provide technical and policy information to State and local governments on access roads and related issues. (NC1-406-80-6/2)
DISPOSITION: Destroy in agency when no longer needed.
POPL 3 Annual Statistical Data. Files consist of reports pertaining to motor fuel, motor vehicle registration, drivers licenses, registration fees and annual statistical data including States', cities', and counties' financial data on how State finance their highways roads. Arranged chronologically.
Annual Accumulation of Highway Statistics is 1 inch per year.
(NC1-406-80-6/3)
DISPOSITION: PERMANENT. Transfer to National Archives when 10 years old.
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.
POPL 4 Appalachian Local Access Road Files. Contains correspondence, budget and financial statements and the quarterly annual report submitted to Congress that pertains to location of highways in the 13 States included in the Appalachian Development Highway and Local Access Road Program. (NC1-406-80-6/4)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
POPL 5 Appalachian Quarterly Report. Background on published reports of the status of the Appalachian Road Construction Program. The report covers the status of completed mileage, expenditures, plans, specifications and estimates. This report is published quarterly. (NC1-406-80-6/5)
DISPOSITION: Destroy when program is completed.
POPL 6 Associate Administrator's Administrative Files. Consist of general correspondence, copies of all correspondence signed by office directors and other offices, memoranda, trip reports, briefing material, minutes of meetings, monthly and weekly calendar assignments, working papers and any related papers assisting the Associate Administrator for Policy to carry out his or her mission and objectives as principal advisor to the Administrator on all matters relating to planning. (NC1-406-80-6/6)
DISPOSITION: Retain pending reappraisal.
POPL 7 Author Files. Consist of copies of reports written by the Transportation Research Board (formerly Highway Research Board), research committees, and associations. Also contain files and projects that in some way are affected by these reports. These reports concern highways and their socio-economic impact.
(NC1-406-80-6/7)
DISPOSITION: Destroy when 3 years old or 1 year after completion of the project which involves these reports.
POPL 8 Budget Files. Included are the working papers in the budget planning process for FHWA as well as related correspondence. The plans are submitted to the Office of the Secretary. If approved by the Secretary, the FHWA plans are submitted to Congress for approval.
(NC1-406-80-6/8)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
POPL 9 Budget Sheets. Files consist of progress reports, general problem statements and transportation disadvantages relating to the social and economic impact of highways. (GRS 5/4)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
POPL 10 Certification of Public Mileage. Contains files concerning State certification of public roads and Federal domain mileage and studies pertaining to the certification process. Included also are correspondence and related background material.
(NC1-406-80-6/10)
DISPOSITION: Destroy in agency when no longer needed.
POPL 11 Coal Haul Road Study Files. Consist of correspondence, working papers, financial statements, statistical data and other related material pertaining to the study to determine the cost and benefits related to alternate coal haul road system improvement levels for the nation. (NC1-406-80-6/11)
DISPOSITION: Destroy in agency when final report is completed.
POPL 12 Committee/Organization Files. Consist of correspondence, reports, minutes of meetings, and other material relating to committees and organizations on which personnel from Planning are members. (GRS 16/8B)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
POPL 13 Completed Contract Files. Consist of completed contracts, final reports and related background material on contract work that had been done in the socio-economic area as it relates to highways.
(NC1-406-80-6/13)
DISPOSITION: Place in inactive file upon completion of the contract. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.
POPL 14 Computer Related Files. Consist of general processing standards, policies, studies, monthly usage summaries, personnel requirements for computer assisted planning programs and all information related to the implementation of programs in the Planning Support Branch. (NC1-406-80-6/14)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 6 years after cutoff.
POPL 15 Contract and Research Program Files. Consist of contracts, budget material, general correspondence, and other papers related to planning activities, to include documents maintained in the coordination with OST and external contractors in support of the planning program to develop highways and other transportation systems.
(NC1-406-80-6/15)
DISPOSITION: Place in inactive file upon completion of contract. Cut off inactive file at end of fiscal year. Transfer to FRC 1 year after cutoff. Destroy 7 years after cutoff.
POPL 16 Contract Awards. Data from the States on all on work performed by the State highway departments. Includes type of work, length in miles, cost, etc. This data is provided monthly and fed into OST national inventory tapes. (NC1-406-80-6/16)
DISPOSITION: Cut off at end of fiscal year. Destroy 4 years after cutoff.
POPL 17 Contract Files. Contain contract proposals, correspondence with contractors, progress reports, funding control, and final reports from contracts let through Planning. (NC1-406-80-6/17)
DISPOSITION: Destroy when no longer needed.
DISPOSITION: Destroy when contract is completed.
POPL 18 RESERVED.
POPL 19 RESERVED.
POPL 20 RESERVED.
POPL 21 Designed Mileage Roadways. Summaries of Federal-aid designated road mileages. (NC1-406-80-6/21)
DISPOSITION: Transfer to OST for conversion to computer tape. Destroy after verifying tape.
POPL 22 Division Author Files. Contain background material and data used by the economists in preparation of study programs in the division. (NC1-406-80-6/22)
DISPOSITION: Destroy in agency when no longer needed.
POPL 23 Economic Growth Center Development Files. Consist of working papers, background material, study material, progress reports, correspondence received from States, FHWA regional and division offices, financial statements, and guidelines that pertain to the Economic Growth Center Development. This is a program which concerns the impact highways have had on the development of selected residential areas. Arranged by State and thereunder by city. Total accumulation for A, below, 8 cubic feet (no additional accumulation). Total accumulation for D, below, 1 cubic foot. (NC1-406-80-6/23)
DISPOSITION: PERMANENT. Place in inactive file when project is completed. Cut off inactive file at end of fiscal year. Transfer to FRC 1 year after cutoff. Transfer to the National Archives 5 years after cutoff.
DISPOSITION: Place in inactive file when project is completed. Cut off file at end of fiscal year. Destroy 1 year after cutoff.
DISPOSITION: Place in inactive file when project is completed. Cut off file at end of fiscal year. Destroy 1 year after cutoff.
DISPOSITION: PERMANENT. Place in inactive file when project is completed. Cut off inactive file at end of fiscal year. Transfer to FRC 1 year after cutoff. Transfer to the National Archives 5 years after cutoff.
POPL 24 Environmental Files. Files reflecting the environmental aspects of urban planning. In the files are directives pursuant to EPA regulations, correspondence with States and field offices interpreting policy, urban environmental studies, and comments on regulations in addition to policy information and studies. These files include a subject file on environmental quality and information on how to prepare an environmental impact statement. All of this material is used to advise States and field offices on environmental variables considered in transportation planning. (NC1-406-80-6/24)
DISPOSITION: Destroy in agency when no longer needed.
POPL 25 Federal Coordination Program. Files consist of reports on conferences held that relate to highway and research developments. Also included in these files are reports on studies concerning economics for land use models and related projects.
(NC1-406-80-6/25)
DISPOSITION: Destroy files when 3 years old or 1 year after completion of projects which involve report, whichever is sooner.
POPL 26 Federal-aid Route Files. Consist of correspondence, State maps, route logs (route descriptions) and other related material pertaining to identified urban areas on the interstate system. This material is used as reference material. (NC1-406-80-6/26)
DISPOSITION: Destroy in agency when no longer needed.
POPL 27 Federal-aid Secondary Files: Consist of congressional correspondence, statistical data, route descriptions and related material pertaining to systems action (changes to the Federal-aid system) as related to secondary roads. (NC1-406-80-6/27)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
POPL 28 RESERVED.
POPL 29 Fuel Tables. These files contain a copy of every motor vehicle and fuel table that has been published since 1936.
(NC1-406-80-6/29)
DISPOSITION: Destroy in agency when no longer needed.
POPL 30 Geographical Files. Urban Transportation Planning is done at the local level with assistance and input from field division offices of FHWA and the Urban Mass Transportation Administration (UMTA). These files are used as a tool to evaluate the planning process in urban areas and the quality of assistance provided by field offices. The files contain the following information:
(NC1-406-80-6/30)
DISPOSITION: cut off at end of fiscal year. Destroy 5 years after cutoff.
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
POPL 31 RESERVED.
POPL 32 Highway Needs to Solve Energy Problems. Files consist of working papers, correspondence, exhibits and public hearing documents, State surveys and official documents submitted to the Washington office from local jurisdictions and the public relating to the report on highway needs to solve energy problems, which address transportation needs relating to energy resources (particularly coal), their relation to highway needs, and revenues available to fund such needs. (NC1-406-80-6/32)
DISPOSITION: Destroy in agency when no longer needed.
POPL 33 Highway Needs Studies. Files consist of reports on the Highway Needs Study Program including printouts of "national needs" data. (NC1-406-80-6/33)
DISPOSITION: Destroy in agency when no longer needed.
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.
POPL 34 Highway Planning Program Manual (HPPM) Superseded File. Contains portions of the HPPM that has been superseded because of changes in policy or procedures that relate to that particular portion of the manual. (NC1-406-80-6/34)
DISPOSITION: Destroy in agency when no longer needed.
POPL 35 Highway Statistics Files. Consists of documents, forms, and other materials used in developing national summaries and studies and dealing with: highway finance at Federal, State and local levels; motor fuels, motor vehicles, motor carriers, and driver registrations; and highway mileage. (NC1-406-80-6/35)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 6 years after cutoff.
POPL 36 RESERVED.
POPL 37 Input/Output Files. These consist of information related to a beltway's impact on ongoing projects and background material and technical material relating to affected beltway and urban area projects. (ADP data is maintained by OST).(NC1-406-80-6/37)
DISPOSITION: Destroy 6 months after final action on project or 3 months after completion of report if no final action is taken.
POPL 38 Interchange Research Material. Contains data, working papers, background material, and final reports on traffic and commuter parking at highway interchanges. (NC1-406-80-6/38)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
POPL 39 Intercity Freight Corridor Files. Consist of contracts, financial statements, correspondence and related papers used by the contractor when they develop reports on the magnitude and higher volume locations of heavy trucks on highways. (NC1-406-80-6/39)
DISPOSITION: Destroy when project is closed or final report is issued.
POPL 40 Intergovernmental Files. Files that describe the division's responsibilities in coordinating activities with other agencies and DOT Administrators. Primarily files consist of correspondence, comments, or interpretations of FHWA's regulations in conjunction with other Government agencies in transportation.
(NC1-406-80-6/40)
DISPOSITION: Destroy in agency when no longer needed.
POPL 41 International Registration Information System [IRlS] Files. Consist of correspondence from States, working papers, background material and other documents relating to FHWA's supporting efforts in providing an International Registrational Plan (IRP) in States and provinces. This plan provides for the interjurisdictional registration of commercial vehicles. (NC1-406-80-6/41)
DISPOSITION: Destroy in agency when no longer needed.
POPL 42 Interstate Cost Estimates (see ENTO 92).
POPL 43 Interstate System Planning and Designation Files. Reports, maps, correspondence, approvals, and other records pertaining to the formulation, planning, route numbering, and designation of (1) interstate highways on the “Dwight D. Eisenhower National System of Interstate and Defense Highways” and (2) future parts of the System in the United States, including the District of Columbia and Puerto Rico. Arranged chronologically, therein by regions or States. (N1-406-04-5/1)
Record copies pre-1973. This era covers the inception and determination of corridor locations of the Interstate System for the original and several later Congressional authorizations of mileage. It also includes the program beginning in 1968 for the withdrawal of unbuilt Interstates and substitution of additional mileage. (N1-406-04-5/1A)
DISPOSITION: PERMANENT. Transfer to the National Archives immediately upon approval of this schedule.
Record copies 1973 and after. The 1973-1984 era includes the Interstate transfer program for withdrawal of unbuilt Interstates and substitution of funding entitlements for transit and/or other highway projects. After that, Interstate additions did not have Interstate funds for construction and had to be open to traffic. (N1-406-04-5/1B)
DISPOSITION: PERMANENT. Cut off at the end of fiscal year. Transfer to the records center 5 years after cutoff. Transfer to the National Archives 15 years after cutoff.
All other copies. (N1-406-04-5/1C)
DISPOSITION: Destroy in agency when no longer needed.
E-mail and Word Processing Documents. (N1-406-04-5/1D)
(1) Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy. (N1-406-04-5/1D(1))
DISPOSITION: Delete within 180 days after the recordkeeping copy has been produced.
(2) Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy. (N1-406-04-5/1D(2))
DISPOSITION: Delete when dissemination, revision, or updating is complete.
POPL 44 License Plates. Files consist of correspondence tables, charts and other statistical data relating to license plates both for trucks and automobiles. (NC1-406-80-6/44)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
POPL 45 Long Range Motor Vehicle and Population Growth. File containing information and data furnished by the States and used by FHWA in protecting long range motor vehicles and population growth.
(NC1-406-80-6/45)
DISPOSITION: Cut off at end of fiscal year. Destroy 1 year after cutoff.
POPL 46 Metropolitan Planning Organization (MPO). File concerning these local Government agencies, including information on their designation and funding. The field division offices are the primary FHWA contact with these organizations; therefore, these files are chiefly for reference. (NC1-406-80-6/46)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
POPL 47 Motor Vehicle Use Tables. Tables which show what motor vehicles are used for and how many are used. This data is collected from the State highway agencies. (NC1-406-80-6/47)
DISPOSITION: Destroy in agency when no longer needed.
POPL 48 Narrative Report Files. Consist of annual status reports of the HP&R program by State. (NC1-406-80-6/48)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
POPL 49 National Cooperative Highway Research Program (NCHRP). Files consist of reports and comments on reports published by the NCHRP. (NC1-406-80-6/49)
DISPOSITION: Destroy in agency when no longer needed.
POPL 50 Non-FHWA Contract Files. Contain files of personnel who sit on committees that evaluate contracts let by the National Cooperative on Highway Research Program - a non-Federal research activity. The files also include research evaluations, progress reports and correspondence with contractors and with evaluation committees.
(NC1-406-80-6/50)
DISPOSITION: Destroy when contract is completed.
POPL 51 OMB Clearance Files. Copies of submissions to OMB requesting clearance for public reports, correspondence pertaining to these requests and documents supporting the requests.
(NC1-406-80-6/51)
DISPOSITION: Destroy 2 years after the report is discontinued.
POPL 52 Organization Files. Memorandums of approved delegations of authority and informational copies of DOT reorganization plans.
(NC1-406-80-6/52)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
POPL 53 Planning Contract Program. Copies of contracts let through the Planning Contract Program. The program is administered through the field division offices and the files are used by the office Director for reference. Included are copies of contracts, status reports, and memorandums with contractors and FHWA personnel concerning the contracts. (NC1-406-80-6/53)
DISPOSITION: Destroy when contract is completed.
POPL 54 Population Growth Pattern Tables. Consist of background material and working papers used in developing tables. These tables are used in forecasting travel patterns and population growth patterns. (NC1-406-80-6/54)
DISPOSITION: Destroy in agency when no longer needed.
POPL 55 Production and Scrappage. Files consist of data given by industry on how they reprocess old cars collected from junkyards or any areas with junk cars. (NC1-406-80-6/55)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
POPL 56 Progress Emphasis Area Files. Include background papers, reports on the progress of these programs, and related material on programs targeted for special attention in a given year.
(NC1-406-80-6/56)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years aftercutoff.
POPL 57 Program Files. Consist of policy, procedures, correspondence from other agencies, legislative material, minutes of committee meetings, training material, printing and reproduction requests, fiscal papers and related documents pertaining to States annual program of highway studies financed with 1 1/2 percent funds (23 U.S.C. 307c). (NC1-406-80-6/57)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 10 years after cutoff.
POPL 58 Project Files. Contain working papers, background material and related documents used daily concerning highway projects of States under the HP&R program. (NC1-406-80-6/58)
DISPOSITION: Destroy in agency when no longer needed.
POPL 59 Public Transportation Files. Information concerning public transportation subjects including correspondence from States and Federal policy, background material on directives addressing funding of public transportation and information on technical aspects of public transportation subjects (studies and report). This is a reference file. (NC1-406-80-6/59)
DISPOSITION: Destroy in agency when no longer needed.
POPL 60 RESERVED.
POPL 61 Reference Files. Files containing copies of information used as ready reference on subjects of current or ongoing interest. These files may contain copies of publications, directives, pictures, correspondence and the like. Official file copies are not to be placed in these files nor are the files to be considered pending files where official file copies are kept on a tentative basis.
(NC1-406-80-6/61)
DISPOSITION: Destroy in agency when no longer needed.
POPL 62 Regional Economic Development Report Files. Consist of correspondence, reference material, reports, and any documents related to FHWA's liaison with several regional economic development commissions that are concerned with the development of the highway needs report which is required by Congress and pertains to the highway planning and programming responsibilities under regional highway development programs. (NC1-406-80-6/62)
DISPOSITION: Place in closed case upon issuance of report. Cut off closed case file at end of fiscal year. Transfer to FRC 1 year after cutoff. Destroy 4 years after cutoff.
POPL 63 Reports to Congress. These are the control files for all legislative mandated reports required by FHWA. Included is information concerning these reports, target dates for their completion and a listing of offices responsible for preparing them.
(NC1-406-80-6/63)
DISPOSITION: Review files annually and destroy those no longer needed.
POPL 64 Revenue Files. Files contain information related to the revenue collected by the States from motor vehicles.
(NC1-406-80-6/64)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 6 years after cutoff.
POPL 65 Roadlife Files. Contain information on programs that monitor State collection of road-life data, i.e., life expectancy and maintenance data on roads. In these files are correspondence, road-life studies, procedures for conducting studies, and State programs for studying data. (NC1-406-80-6/65)
DISPOSITION: Destroy in agency when no longer needed.
POPL 66 Scenic Road Study Files. Consist of correspondence on study design of scenic highways, proposals, statistical data, national studies on scenic highways and material pertaining to scenic roads as related to the interstate system. (NC1-406-80-6/66)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.
POPL 67 RESERVED.
POPL 68 Size and Weight (Project Files). Files consist of correspondence, working papers, background material and related material that supports policies on the interrelationships of motor truck transport, vehicle sizes and weights and other truck technological development and innovative concepts of drayage.
(NC1-406-80-6/68)
DISPOSITION: Place in closed case file upon completion of project. Cut off closed case file at end of fiscal year. Transfer to FRC 1 year after cutoff. Destroy 3 years after cutoff.
POPL 69 RESERVED.
POPL 70 Special Consolidated Report Files. Consist of correspondence and related material concerning studies that are done on consolidation of the technical information of FHWA and UMTA.
(NC1-406-80-6/69)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
POPL 71 Special Projects. Files on project that are kept because of high departmental or continuing legal interests. These files are duplicative, but are maintained because of the volume of inquiries that are received. (NC1-406-80-6/71)
DISPOSITION: Destroy in agency when no longer needed.
POPL 72 Special Study Branch Files. Reports, data coding guides, technical background, tables, and other information used for the analysis of data that goes into highway planning and planning related studies most of which are presented to Congress. (NC1-406-80-6/72)
DISPOSITION: Place in closed case file upon completion of the study. Cut off closed case file at end of fiscal year. Transfer to FRC 1 year after cutoff. Destroy 4 years after cutoff.
POPL 73 Speeches. Contain speeches prepared for FHWA and OST officials. Also included in these files are background paper and briefing packages. (NC1-406-80-6/73)
DISPOSITION: Retain pending reappraisal.
POPL 74 Speed Monitoring for 55-mph Speed Limit. These are files containing the data which is collected from the States and is used for monitoring States' compliance with the 55 mile per hour speed limit.
(NC1-406-80-6/74)
DISPOSITION: Destroy in agency when no longer needed.
POPL 75 Speed Monitoring - Trend: Contain highway speed trend data that is collected from the States on a voluntary basis for use in studies and research. Also includes other data, summaries, correspondence related to the data collection, copies of reports done elsewhere, and charts developed from the data. This data is used to compare trends over a period of time, and therefore is of constant and long term value. (NC1-406-80-6/75)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
DISPOSITION: Destroy in agency when no longer needed.
POPL 76 Standard Metropolitan Statistical Area (SMSA). Research and statistical data gathered by the SMSA for FHWA and used by FHWA in studying the economic impact of highways in metropolitan areas.
(NC1-406-80-6/76)
DISPOSITION: Destroy in agency when no longer needed.
POPL 77 State Mileage Data. Highway mileage and highway characteristics data submitted by the State highway departments. This information is used to update the national inventory of the data that is kept on OST tapes. (NC1-406-80-6/77)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
POPL 78 State Motor Vehicle Use Studies. State studies on motor vehicle use. These studies are used as a guide for the planning of highway construction and trend studies.
(NC1-406-80-6/78)
DISPOSITION: Destroy in agency when no longer needed.
POPL 79 State Obligations. Files consist of reports on State's debts, bonds sold, bonds outstanding and other data related to the financing of highways. (NC1-406-80-6/79)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.
POPL 80 State Planning Reports. These are reports written by metropolitan planning organizations that document a transportation plan for an urban area. These reports are kept as a reference since the plans are reviewed at the field division office.
(NC1-406-80-6/80)
DISPOSITION: Destroy in agency when no longer needed.
POPL 81 State Traffic Count Data. Contains State traffic count data. This data is converted from State to FHWA format and then processed into a national traffic count data inventory and used in publication of traffic volume trends. The inventory is maintained in OST in machine-readable form. (NC1-406-80-6/81)
DISPOSITION: Destroy when 18 months old.
POPL 82 Toll Facility. Files consist of legislation, administrative hearings on the toll system, and financial data provided by the States on their toll facilities. (NC1-406-80-6/82)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
POPL 83 Traffic Analysis of the Interstate System Files. Consist of statistical data, background material, correspondence, original studies of the proposed system, traffic flow data and any related papers concerning the development of the interstate highway system.
(NC1-406-80-6/83)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.
POPL 84 Traffic Flow, Maps and Data. State maps and data on traffic flow on the interstate system only. The data is transferred to OST where it is converted on tape and in conjunction with the maps used in the publication of a national interstate traffic flow map. (The National Interstate Traffic Flow Map is a GPO publication.)
(NC1-406-80-6/84)
DISPOSITION: Destroy maps when 5 years old.
POPL 85 Traffic Volume by Highway Category. Computer printouts of traffic volume data by functional classification. These printouts are used to develop a functional, rather than a current system classification for this data.(NC1-406-80-6/85)
DISPOSITION: Destroy when 1 year old.
POPL 86 Transportation Research Board (TRB) Files. Contains copies of research studies done by the TRB, FHWA's comments on the studies and projects that involve these studies. (NC1-406-80-6/86)
DISPOSITION: Place in closed case file after completion or cancellation of related projects. Cut off closed case file at end of fiscal year. Destroy 1 year after cutoff.
POPL 87 Transportation Systems Management (TSM) Files. The TSM program is aimed at encouraging the States to use the existing transportation plant more efficiently. All metropolitan planning organizations must develop a transportation systems management plan to show their compliance with these legislative goals. The files contain congressional correspondence pertaining to the program and other technical material used for reference and for providing information to State and local governments. The responsibility for reviewing State plans has been delegated to the field, so these files are used as an overall program control, and reference for policy and technical information. (NC1-406-80-6/87)
DISPOSITION: Destroy in agency when no longer needed.
POPL 88 Travel and Accident Report Files. Contains data submitted yearly by States in a standardized format on mileage travelled, number of accidents, and other travel-related categories. This data is transferred to computer tape, analyzed, published and used for reference in reports and studies. (NC1-406-80-6/88)
DISPOSITION: Destroy in agency when no longer needed.
POPL 89 Travel Demand/Behavior Report Files. Files consist of reproduction requests, distribution memoranda, mailing lists, camera copies, and other relate material concerning the report. The report is an analysis of urban area travel by time of day.(NC1-406-80-6/89)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Destroy 10 years after cutoff.
POPL 90 Travel-Fuel Consumption Files. Consist of background material printouts and other data used in a study regarding travel based upon fuel consumption. This information is also used to discern trends in travel and fuel consumption and writing reports.
(NC1-406-80-6/90)
DISPOSITION: Destroy in agency when no longer needed.
POPL 91 RESERVED.
POPL 92 Truck Weight Studies. Studies done on truck weights, truck weighing operations, etc., that are developed on the basis of data collected from the States on truck weights. Some of the studies are done by FHWA and some by the States. (NC1-406-80-6/92)
DISPOSITION: Destroy in agency when no longer needed.
POPL 93 Trust Fund - Computer Program. Files contain computer programs used in estimating the cost of the Highway Trust Fund, assessments, and the background material used in developing the Highway Trust Fund. (NC1-406-80-6/93)
DISPOSITION: Transfer to FRC when 3 years old. Destroy when 6 years old.
POPL 94 Trust Fund Tables. Files consist of monthly tables received from the Treasury Department and also FHWA tables on the status of the Highway Trust Fund. (NC1-406-80-6/94)
DISPOSITION: Cut off at end of fiscal year. Destroy 1 year after cutoff.
POPL 95 University Research Program Files. Consist of drafts, background and solicitation information pertaining to contacts from universities that participate in the urban transportation contract program. (NC1-406-80-6/95)
DISPOSITION: Place in inactive file upon completion of contract. Cut off inactive file at end of fiscal year. Transfer to FRC 1 year after cutoff. Destroy 6 years after cutoff.
POPL 96 Urban Corridor Control Files. Consist of background material, monthly progress reports, recommendations on contacts, correspon dence and related papers that are maintained as reference material and used in work related to the urban corridor control program.
(NC1-406-80-6/96)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
POPL 97 Urban Planning Division Studies.
(NC1-406-80-6/97)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
POPL 98 Motor Vehicle Smart System and Drivers License Smart System. The Office of Highway Policy Information (HPPI), Highway Funding and Motor Fuel Division, provides motor vehicle registration data and motor vehicle receipts information annually for the Highway Statistics publication. The Motor Vehicle Smart System receives, processes, and produces tables annually that are used for the Highway Statistics publication. In addition, the motor vehicle registration data provides basic measures of highway use both annually and historically. For example, the registration tables include data by State on the following: number of automobiles (private/commercial and publicly owned), number of buses (private/commercial and publicly owned), number of trucks (private/commercial and publicly owned), private and commercial automobiles per capita, and motorcycles (private/commercial and publicly owned). The office produces a variety of trend tables, motor vehicle registration tables, pertinent tables for use by Congress, other Federal agencies, State and county governments, and individuals.
The Drivers License Smart System provides driver license data and driver license receipts information annually for the Highway Statistics publication. The Drivers License Smart System receives, processes, and produces tables annually that are used for the Highway Statistics publication. In addition, the drivers license data provides basic measures of highway use by gender and age both annually and historically. For example, a table includes the numbers of licensed drivers by sex and ratio to population for each State. The office produces a variety of trend tables, drivers license tables, pertinent tables for use by Congress, other Federal agencies, State and county governments and individuals.
The application does not directly support other applications. Data entry and validation functions allow State users to enter and verify their data. Analytical tools are provided to a HPPI analyst to allow adjustments to balance the State-submitted data.
Data associated with the system does not include personally identifiable information (PII) or other sensitive information. (N1-406-09-5)
DISPOSITION: Destroy/delete after input and verification of data into master file or when no longer need to support the reconstruction of master file, whichever is later.
DISPOSITION: PERMANENT. Cut off at the end of the calendar year. Transfer a copy of the master data file to the National Archives and Records Administration (NARA) at the close of each calendar year, in accordance with 36 CFR 1228.270.
Outputs. Annual tables are prepared from motor vehicle registration and drivers license data for inclusion in the annual Highway Statistics report. Data output consists of Microsoft Excel forms (download) and reports in HTML and PDF formats on the HPPI Web site. Data for annual tables in Highway Statistics. (N1-406-09-5/3)
(1) Record copy of reports included in Highway Statistics.
DISPOSITION: Published in Highway Statistics report which is scheduled as permanent (see POPL 3A). (N1-406-09-5/3a)
(2) Record copy of reports not included in Highway Statistics. Published reports, including those published on the FHWA Web Site, but not included in Highway Statistics.
DISPOSITION: PERMANENT. Cut off at the end of the calendar year. Transfer to the National Archives and Records Administration (NARA) at the close of each calendar year, in accordance with 36 CFR 1228.270. (N1-406-09- 5/3b)
(3) FHWA Web Copies and Other Copies.
DISPOSITION: Retain until record copy is transferred to NARA. Destroy/Delete when no longer needed for agency business. (N1-406-09- 5/3c)
DISPOSITION: PERMANENT.Transfer to the National Archives with the permanent electronic records to which the documentation relates.
POPL 99 National Evaluation of a Mileage-Based Road User Charge System (NEMBRUCS). The Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) was enacted August 10, 2005, as Public Law 109-59. SAFETEA-LU authorizes the Federal surface transportation programs for highways, highway safety, and transit, and for other purposes for the 5 year period 2005-2009. Section 1919 of SAFETEA-LU called for the University of Iowa to conduct an analysis of highway vehicle mileage data to assess a mileage-based approach to collecting highway user fees. The study collects the data necessary to conduct the analysis from driver participants in twelve sites throughout the U.S. over a two-year period. NEMBRUCS supports the analysis of the highway vehicle mileage data collected.
NOTE: Data affiliated with NEMBRUCS contains sensitive and/or personal identifiable information and requires 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: Temporary. Delete when data have been entered into the master file or database and verified, or when no longer needed to support reconstruction of, or serve as backup to, the master file or database, whichever is later.
DISPOSITION: PERMANENT. Cut off at end of calendar year. Transfer a copy of the master data file to the National Archives and Records Administration (NARA) after cutoff, in accordance with 36 CFR 1228.270.
DISPOSITION: PERMANENT. Cut off at end of calendar year. Transfer a copy of the reports to the National Archives and Records Administration (NARA) after cutoff, in accordance with 36 CFR 1228.270. [Note: The electronic version of all reports generated by the system will be the record copy of the report. All paper copies can be destroyed when no longer needed in accordance with GRS 20/16.]
DISPOSITION: PERMANENT.Transfer to the National Archives with the permanent electronic records to which the documentation relates.
