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Washington, DC 20590
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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. For administrative records not covered below, HPA will follow the FHWA Records Disposition Schedule for Washington Headquarters Administrative Records in Chapter 2 and the General Records Schedules (GRS).

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.

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