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This schedule covers records relating to planning and program development (right-of-way function) maintained by the field offices of Federal Highway Administration and reflects disposition authority granted under NC1-406-85-7
ROWR 1 Acquisition File: Negotiations for right-of-way up to and including signing of option or agreement for purchase.
(NC1-406-85-7/1)
DISPOSITION: Destroy when project is closed and accepted.
ROWR 2 Appraisal File: Material pertaining to the appraisals of realty and machinery. (NC1-406-85-7/2)
DISPOSITION: Destroy when project is closed and accepted.
ROWR 3 Annual Reports: Correspondence, draft material, comments sent from the division offices and State agencies with recommendations, reports required by Congress and other related papers concerning Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended. (NC1-406-85-7/3)
DISPOSITION: Destroy when 3 years old or no longer needed, whichever is later.
ROWR 4 Certification Acceptance File: All correspondence in regard to right-of-way coordination in the implementation of the plan and inspection. (NC1-406-85-7/4)
DISPOSITION: Destroy when superseded or no longer needed, whichever comes first.
ROWR 5 Civil Rights Data File: All Civil Rights data as it pertains to right-of-way, such as employment, contracts for appraisal, demolition, graveyard removal and other activities, inspections of cases in both divisions and States, and all general correspondence in coordinating the programs with the Civil Rights office.
(NC1-406-85-7/5)
DISPOSITION: Destroy when 5 years old or after close of case, whichever comes first.
ROWR 6 Design, Art, Esthetics, Visual Resources Files: Policies, procedures, correspondence, background material, reference and data, working papers, drafts, reports, studies, field reviews, contracts, and program information and coordination, including interdisciplinary teams, research and training. (NC1-406-85-7/6)
DISPOSITION: Destroy when 3 years old or when no longer needed for administrative purposes.
ROWR 7 Federal Land Transfer Files: Deeds, recording data, correspondence, plats and boundary descriptions. The files are arranged by project number. (NC1-406-85-7/7)
DISPOSITION Destroy 1 year after deed is recorded.
DISPOSITION: Destroy 5 years after deed is recorded.
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. (NC1-406-85-7/8)
DISPOSITION: Destroy when no longer needed.
ROWR 9 General Correspondence File: Right-of-way correspondence, which apply to all States and division offices, and reviews and reports that relate to the right-of-way program, not otherwise classified. (NC1-406-85-7/9)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.
ROWR 10 Hardship and Protective Buying File: Proposals from States requesting advance acquisition; review reports and approvals given by the various departments. (NC1-406-85-7/10)
DISPOSITION: Place in inactive file after close of project. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.
ROWR 11 Inspection Program File: The latest inspections of each Right-of-Way phase including condemnation phase prepared by the regional offices and those received from Washington Headquarters and division offices.
(NC1-406-85-7/11)
DISPOSITION: Place in inactive file after completion of project. Cut off inactive file at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 6 years after cutoff.
DISPOSITION: Destroy when no longer needed.
ROWR 12 Junkyard Files: Correspondence, reports, reviews, congressional inquiries and other related papers pertaining to junkyards; States' complete procedures for removing, screening or controlling junkyards. (NC1-406-85-7/12)
DISPOSITION: Review files annually. Destroy files when no longer needed.
ROWR 13 Landscaping and Scenic Enhancement: Correspondence and other materials pertinent to beautifying the highway facility such as landscaping the right-of-way, scenic overlooks and rest stops plus any abuse to the landscape of the highway. (NC1-406-85-7/13)
DISPOSITION: Destroy when superseded or when 5 years old.
ROWR 14 Local Public Agencies (LPA) File: General correspondence in regard to LPA's doing right-of-way work for the States, including copies of LPA procedures and agreements to do work for the States.
(NC1-406-85-7/14)
DISPOSITION: Destroy when no longer needed.
DISPOSITION: Destroy when superseded.
ROWR 15 Multiple Use and Joint Development Project Data Files: General correspondence and State proposals where the right-of-way has been used for a secondary purpose, or the same realty rights are being utilized by highway and 2nd party to accomplish two different goals.
(NC1-406-85-7/15)
Destroy when no longer needed but not before project completion.
ROWR 16 State Outdoor Advertising Files: Correspondence, reports, control agreements, acquisition data, schedules, financial data, vouchers (including bonus claims) and other related papers pertaining to outdoor advertising control authorized under 23 U.S.C. 131; 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. (NC1-406-85-7/16)
DISPOSITION: Place in inactive file upon completion. Cut off inactive file at end of fiscal year and transfer to FRC. Destroy 5 years after cutoff.
ROWR 17 Property Closing Files: Material related to properties negotiated after the option or agreement to purchase has been signed by the owner; deeds, leases, closing costs, etc.(NC1-406-85-7/17)
DISPOSITION: Destroy when no longer needed.
ROWR 18 Property Management Files:
Data concerning acquisition of properties by the States, including leases, sales, and demolition. (NC1-406-85-7/18)
DISPOSITION: Place in inactive file after completion of project. Cut off inactive file at end of fiscal year. Destroy 5 years after cutoff.
ROWR 19 Railroad Files: Correspondence in regard to application of policy on railroad right-of-way and abandonment. (NC1-406-85-7/19)
DISPOSITION: Destroy when superseded.
ROWR 20 Relocation Assistance Files: Information about advisory services to displaced persons; moving cost, supplemental payments, last resort housing, business payments, relocation conferences, HUD regulations, and other agency negotiations; includes public telephone inquiries and congressional inquiries relating to relocation assistance payment and services for replacement housing.
(NC1-406-85-7/20)
DISPOSITION: Destroy when no longer needed.
ROWR 21 Relocation Assurances: State procedures showing compliance with Federal law, which provides that no State shall be authorized to proceed with right-of-way negotiations on any project which will cause the relocation of any person until it has submitted specific written assurances. (NC1-406-85-7/21)
DISPOSITION: Destroy when no longer needed.
ROWR 22 Right-of-Way Plan Files (Division Office):
DISPOSITION: See ENGI 24.
ROWR 23 Right-of-Way Revolving Fund Files: General correspondence, reports, background material, working documents, requests from States, advances of funds, payment records, and related documents regarding the right-of-way revolving fund account as established in 23 U.S.C. 108(c). (NC1-406-85-7/23)
DISPOSITION: Place in inactive file after close of project. Cut off inactive file at end of fiscal year. Destroy 2 years after cutoff.
DISPOSITION: Destroy when 2 years old.
ROWR 24 Utility Files: Correspondence about franchised utilities where Right-of-Way is involved. (NC1-406-85-7/24)
DISPOSITION: Place in inactive file after completion of project. Cut off inactive file at end of fiscal year. Destroy 5 years after cutoff. Destroy 5 years after completion of the project.
