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FHWA Records Disposition Manual (Washington Headquarters)

CHAPTER 11

This schedule covers records maintained by the Office of Public Affairs (HPA) in the Washington Headquarters Office of the Federal Highway Administration and reflects disposition authorities granted under Standard Form 115 job number N1-406-08-9 and records schedule number DAA-0406-2014-0001. For administrative and other Public Affairs records not covered below, HPA will follow the FHWA Records Disposition Schedule for Washington Headquarters Administrative Records in Chapter 2 and the General Records Schedule (GRS) 6.4 for routine operational, communications, product production, media relations, and audiovisual records.

 

PUBL 1 Administrative Files.
Contain general correspondence, budget material, personnel matters and training material, Congressional and intergovernmental data requests from the business community, highway industry groups, governmental agencies and States for documents or miscellaneous material involved in highway transportation activities and related material having an impact on FHWA programs. (N1-406-08-9/1)

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

 

PUBL 2 Briefing Material Files.
Contain material prepared for the President, Vice-President, the Secretary of Transportation, and other officials on FHWA and Department of Transportation (DOT) policies and procedures and used by these officials when States are being visited or when solving various problems existing in a particular State. (N1-406-08-9/2)

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

 

PUBL 3 FHWA News Clips.
An electronic log of news clips of articles from secondary sources pertaining to current highway events, excerpts from speeches made by the FHWA Administrator, and similar material that is incorporated into the DOT Web site at http://newsclips.dot.gov/. (N1-406-08-9/3).

DISPOSITION: Destroy in agency when no longer needed.

 

PUBL 4 Press Releases.
Contain drafts, supporting data, and final copies of press releases that provide information on policies and procedures that are FHWA related. (N1-406-08-9/4)

  1. Record copy of press releases.

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

    1. If paper: Transfer to Federal Records Center (FRC) 3 years cutoff. Transfer to National Archives 5 years after cutoff.

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

  2. All other copies and related records.

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

 

PUBL 5 Program Files.
Contain drafts, general correspondence, charts, brochures, articles, news releases, statistical data, notes, reports, funding, regulations and other related documents pertaining to various subject matters such as the interstate, the history of highways, etc. (N1-406-08-9/5)

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

 

PUBL 6 Report Files.
Contain monthly narrative and general correspondence from Headquarters and field offices. The Office of Public Affairs provides advice and assistance to field offices with respect to techniques and approaches to providing information to the public with respect to highway plans and their environmental and economic impacts. (N1-406-08-9/6)

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

 

PUBL 7 Speech Files.
Contains copies of speeches made by the present and former Administrators on various subjects related to highways, background material, incoming requests and correspondence from the field and private sector on particular highway related subjects, conferences, and other data pertaining to professional speechwriting and other public affairs services. (N1-406-08-9/7)

  1. Record Copy.

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

    1. If paper: Transfer to Federal Records Center (FRC) 3 years cutoff. Transfer to National Archives 5 years after cutoff.

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

  2. All other copies and all other related records.

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

 

PUBL 8 Working Papers.
Files contain notes, drafts, news clippings, general correspondence, memorandums, background material and other related documents used in conducting public affairs programs including Congressional liaison, business, and intergovernmental relations. (N1-406-08-9/8)

DISPOSITION: Destroy 6 months after final action on project report or 3 years after completion of report if no final action is taken.

 

PUBL 9 Social Media.
FHWA has an account for each of several commercial social networking sites in order to provide information to the public. These social networking sites include Facebook, Twitter, YouTube, and Flickr. Only authorized individuals in the HPA have an access to these accounts. FHWA's Social Media accounts are listed as below:

These social networking sites automatically keep videos, images, postings, followers, followings, and comments. These sites keep a record of these postings since the inception of the accounts, and will remain as long as these sites exist. FHWA uses a Web capture tool to copy all postings at the end of each Calendar Year and save to a CD-ROM disk, which is to be stored at an agreed-upon location within HPA for the next two years. The choice of the Web capture tool is to be determined at the time of capturing due to constant changes or additions of the tools. FHWA utilizes HootSuite as a maintenance tool. The primary purpose of the HootSuite is to schedule postings on multiple social networking sites. FHWA also uses HootSuite to monitor postings from third parties that mention FHWA will monitor any changes to third-party terms of service on social media platforms that may affect the management of records.

  1. Social Media Postings on Facebook and Twitter. CD-ROMs with stored Social Media Postings on Facebook and Twitter. Facebook postings and Twitter tweets consist of, but are not limited to, the following: Links to press releases; highway-related articles (i.e., technology, road openings); announcements (i.e., webinars, major conferences); historical information from FHWA by Day, On this Day, and other sources; links to new FHWA videos (which are posted in YouTube); and holiday/weather related information (i.e., drive safely when visiting relatives, winter driving tips). (DAA-0406-2014-0001-0001)

    DISPOSITION: Temporary. Cut off at end of calendar year. Delete 3 years after cutoff.

  2. Videos on YouTube. Postings on YouTube of videos regarding FHWA operations and programs intended for public distribution, such as FHWA Works series, speakers events, and Every Day Counts (EDC) success stories. (DAA-0406-2014-0001-0002)

    DISPOSITION: Temporary. Cut off at end of calendar year. Remove videos from YouTube site 3 years after cutoff or when no longer relevant to the Agency's mission, whichever is later. (Record copies of videos, maintained by originating FHWA offices, are covered under disposition authority N1-406-09-3/24 and are Permanent [see ADMI 76]).

  3. Photographs on Flickr. Postings on Flickr of photos/images regarding FHWA events intended for public distribution, such as press events and FHWA-sponsored engineering competitions. (DAA-0406-2014-0001-0003)

    DISPOSITION: Temporary. Cut off at end of calendar year. Remove photos/images from YouTube site 3 years after cutoff or when no longer relevant to the Agency's mission, whichever is later. (Record copies of photos/images, maintained by originating FHWA offices, are covered under disposition authority N1-406-09-3, items 27 through 30, and are Permanent [see ADMI 93]).

Page last modified on February 6, 2020
Federal Highway Administration | 1200 New Jersey Avenue, SE | Washington, DC 20590 | 202-366-4000