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FHWA Records Disposition Manual (Field Offices)

CHAPTER 9

This schedule covers planning and program development (right-of-way functions) records maintained in the Federal-aid Divisions (field offices) of the Federal Highway Administration and reflects disposition authorities granted under N1-406-09-24 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, field offices will follow the FHWA Records Disposition Schedule for Field Office Administrative Records in Chapter 1 and the GRS.

 

ROWR 1 Acquisition Files. See ROWR 8.

ROWR 2 RESERVED.

ROWR 3 RESERVED.

ROWR 4 Certification Acceptance Files. See ENGI 23.

ROWR 5 RESERVED.

ROWR 6 RESERVED.

 

ROWR 7 Federal Land Transfer Files. Include deeds, recording data, correspondence, plats, and boundary descriptions. (N1-406-09-24/1)

DISPOSITION: Destroy 3 years after completion of construction project.

 

ROWR 8 Functional Replacement Files.
General correspondence, memoranda, annual reports, background material, correspondence received from States concerning State programs, copies of legislative material that involves functional replacement and other related documents pertaining to acquisition of right-of-way on Federal-aid programs, including the functional replacement of public lands and facilities such as public housing, fire houses, parks, and schools. (N1-406-09-24/2)

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

 

ROWR 9 General Correspondence Files.
Right-of-way correspondence, which applies to all States and division offices, and reviews and reports that relate to the right-of-way program, not otherwise classified. (N1-406-09-24/3)

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

 

ROWR 10 Hardship and Protective Buying Files.
Proposals from States requesting advance acquisition; review reports and approvals given by the various departments. 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). (N1-406-09-24/4)

DISPOSITION: If not part of the project file, place in inactive file after close of project. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.

 

ROWR 11 RESERVED.

ROWR 12 RESERVED.

 

ROWR 13 Scenic Byways Program Files.
Correspondence and other materials pertinent to beautifying the highway facility such as landscaping the right-of-way, scenic overlooks and rest stops plus any improvements to the landscape of the highway. (N1-406-09-24/5)

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

 

ROWR 14 Local Public Agencies (LPA) Files.
General correspondence in regard to LPAs doing right-of-way work for the States, including copies of LPA procedures and agreements to do work for the States. (N1-406-09-24/6)

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

 

ROWR 15 RESERVED.

 

ROWR 16 State Outdoor Advertising Files.
Correspondence, reports, control agreements, acquisition data, schedules, financial data, vouchers (including bonus claims), bonus maps, and other related papers pertaining to outdoor advertising control; State procedures on how billboards will be acquired and controlled. The acquisition data in this case means evaluation, negotiation and disposition of billboards. Schedules consist of sign cost schedules, take down schedules, etc. (N1-406-09-24/7)

  1. State and Federal agreements and bonus maps. (N1-406-09-24/7a)

    DISPOSITION: Destroy 3 years after superseded or voided.

  2. Other files. (N1-406-09-24/7b)

    DISPOSITION: Place in inactive file upon completion. Cut off inactive file at end of fiscal year. Destroy 5 years after cutoff.

     

ROWR 17 RESERVED.

ROWR 18 RESERVED.

ROWR 19 Railroad Files. See ENGI 48.

ROWR 20 RESERVED.

ROWR 21 RESERVED.

ROWR 22 Right-of-Way Plan Files. See ENGI 23 or ENGI 24.

ROWR 23 RESERVED.

 

ROWR 24 Utilities Files.
General policy and correspondence and documentation pertaining to utility projects in the States. Also includes correspondence about franchised utilities where right-of-way is involved. (N1-406-09-24/8)

DISPOSITION: Destroy 3 years after completion of project.

 

ROWR 25 Process and Program Review Files.
Reports, working papers, and other supporting documentation pertaining to maintenance reviews and reviews of various right-of-way functions of State highway and local public agencies. (N1-406-09-24/9)

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

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