U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
202-366-4000
This schedule covers records maintained by the Office of Research, Development, and Technology (HRT) in the Washington Headquarters Office of the Federal Highway Administration and reflects disposition authorities granted under Standard Form 115 job numbers N1-406-08-6, N1-406-09-13, N1-406-09-27, and N1-406-09-28, and records schedule numbers DAA-0406-2019-0002 and DAA-0406-2019-0003. 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, HRT will follow the FHWA Records Disposition Schedule for Washington Headquarters Administrative Records in Chapter 2 and the General Records Schedules (GRS).
RSDV 1 Accident Files. See GRS 2.4, item 100, Workers’ Compensation (personal injury compensation) records.
RSDV 2 Administrative Contract File. See GRS 1.1, item 010.
RSDV 3 Administrative Files. See ADMI 3, Administrative Files.
RSDV 4 Annual Program Files.
Consists of general correspondence, agreements between the States and the Federal Government, project agreements, cooperative research and development agreements, and other cooperative research agreements. Draft and final reports, annual reports, quarterly reports, and vouchers for purchases other than personnel, reimbursable costs, contract costs and research costs memorandums, requests for implementation material, mailing lists, and summary sheets to see whether the distribution material on the implementation programs need to be updated. (N1-406-08-6/3)
DISPOSITION: Cut off at end of fiscal year or termination date for agreement. Destroy 3 years after cutoff.
RSDV 5 External Committee Files.
Consists of agreements, correspondence, minutes of meetings, and documents related to Federal staff members who serve on standing and ad hoc research committees under organizations including, but not limited to, the American Association of State Highway and Transportation Officials, Transportation Research Board (National Academy of Sciences), etc. Files are also maintained on associated draft and final reports, public vouchers for purchases including travel, reimbursable costs, contract costs, and research costs. (N1-406-08-6/4)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cut off.
RSDV 6 Completed Contract Files. See GRS 1.1, item 010.
RSDV 7 RESERVED.
RSDV 8 Contract Files. See GRS 1.1, item 010.
RSDV 9 Correspondence Files.
Consist of official correspondence and memoranda, received from other FHWA elements and field offices pertaining to daily ongoing operations of the FHWA research facilities. (N1-406-08-6/6)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
RSDV 10 Standards and Policy Setting.
All research and technical data, memoranda, minutes, contracts, reports, correspondence and agreements that form the basis of highway-related standards and policies. (N1-406-08-6/7)
DISPOSITION: Cut off at end of fiscal year. Reevaluate 5 years after cutoff for destruction.
RSDV 11 Distribution Files. See RSDV 4.
RSDV 12 Drawing, Graphics, and Print Files.
Consists of publication printing records and drawing prints/graphics used in reports as well as drawings of all projects and equipment used at the laboratory at the TFHRC. Examples would be research and prints used in the development of new equipment, designs for steel racks for mechanical shops which are equipped for fabricating metal, wood or plastic experimental and model equipment for tests, demonstrations or displays. (N1-406-08-6/8)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Destroy 20 years after cutoff.
RSDV 13 Experimental Project Files. See RSDV 10.
RSDV 14 Federal Coordinated Research Programs.
Includes correspondence, pre-award contract information, study statements, comments, copies of contracts and related material pertaining to administering a program of research (e.g., under the National Cooperative Highway Research Program (NCHRP), Research and Technology Coordinating Committee (RTCC), Strategic Highway Research Program (SHRP), State Planning and Research (SPR) Funds, Small Business Innovative Research (SBIR) Program, etc.) for highway systems which involve R&D studies authorized for Federal funding. (N1-406-08-6/1)
DISPOSITION: Cutoff at end of fiscal year. Transfer to the FRC 5 years after cutoff. Destroy 10 years after cutoff.
RSDV 15 Final Print Files. See RSDV 12.
RSDV 16 Foreign Files (Foreign Visitor Files). See GRS 5.6, items 110 and 111, Visitor Processing Records.
RSDV 17 Foreign Tunnel Files. See RSDV 36.
RSDV 18 Research Files.
Consists of laboratory technical data, correspondence, test reports, final reports, cost data, field technical data, and statistical data-requests for research information from other government agencies. (N1-406-08-6/2)
DISPOSITION: Place in inactive file after issuance of final report. Cut off inactive file at end of fiscal year. Destroy 10 years after cutoff.
RSDV 19 Implementation Project Files. See RSDV 10.
RSDV 20 Inspection Report Files. See RSDV 18.
RSDV 21 RESERVED.
RSDV 22 Interagency Committee Files. See RSDV 5 or RSDV 18.
RSDV 23 National Cooperative Highway Research Program Files. See RSDV 14.
RSDV 24 Pavement Files. See RSDV 18 (for Research Files) and RSDV 42 (for Long-Term Pavement Performance Database).
RSDV 25 Forensic Files.
Consists of documents and evaluation procedures (correspondence, photographs, exhibits, public hearings, status reports, working papers, bridge inspections, structural analyses, and tests done on highway structures) pertaining to investigatory research related to highway accidents and facility structural failures of highway facilities, including but not limited to decks, bridges, pavements, guardrails, chemical materials, etc. (N1-406-08-6/9)
DISPOSITION: Cutoff at end of fiscal year. Transfer to FRC 10 years after cutoff. Destroy 20 years after cutoff.
RSDV 26 RESERVED.
RSDV 27 RESERVED.
RSDV 28 Public Roads Magazine.
Consists of the original final version of each issue. (N1-406-08-6/10)
DISPOSITION: PERMANENT. Cut off at end of fiscal year. Transfer to National Archives 5 years after cutoff.
RSDV 29 Reference Files. See ADMI 115, Reference Files.
RSDV 30 Rapid Testing Files. See RSDV 10.
RSDV 31 RESERVED.
RSDV 32 Photo Files.
Contain files on all subject areas related to organization contract research studies, briefings, investigations, field documentation, training courses, and presentations. (N1-406-08-6/11)
Captioned electronic images (born digital or scanned) and accompanying finding aid (electronic or paper). [1990 to present] (N1-406-08-6/11a)
DISPOSITION: PERMANENT. Cut off at end of fiscal year. Transfer to NARA 3 years after cut off in accordance with 36 CFR 1235, Subpart C.
Captioned photographs (print, negative or slide) and accompanying finding aid. [1950 to present] (N1-406-08-6/11b)
DISPOSITION: PERMANENT. Transfer to NARA 10 years after approval of schedule or upon completion of scanning and/or captioning project, whichever is sooner.
Uncaptioned and duplicated photographs (digital, print, negative and slide). (N1-406-08- 6/11c)
DISPOSITION: Destroy when no longer needed for agency business.
RSDV 33 Soil, Foundation and Drainage Files. See RSDV 18.
RSDV 34 Staff Research Files. See RSDV 18.
RSDV 35 Structural Files. See RSDV 18.
RSDV 36.1 International Technical Research Files. Consist of Transportation Research Board general correspondence, background material, reports, notes, problem statements, research studies on specific projects, coordinated research studies with Organization for Economic Cooperation and Development and under auspices of other public and private and public international cooperative agreements, and individual countries on programs related to the traffic system. (N1-406-08-6/12)
DISPOSITION: Cutoff at end of fiscal year. Destroy 5 years after cutoff.
RSDV 36.2 Technical Report Files.
Final versions of each published or unpublished technical report. Arranged by report number. (N1-406-08-6/13a)
DISPOSITION: PERMANENT. Cut off at end of fiscal year. Transfer to National Archives 5 years after cutoff.
Manuscripts or reports prepared in connection with a project, article reprints, terminal narratives, statistical and graphic compilations, summarizations, and analysis. (N1-406-08- 6/13b)
DISPOSITION: Cut off at end of fiscal year. Destroy 10 years after cutoff.
DISPOSITION: Retain until no longer needed for business needs.
RSDV 37 Test Report Files. See RSDV 10.
RSDV 38 Tunnel Files. See RSDV 18.
RSDV 39 Waste and Substitute Materials Files. See RSDV 18.
RSDV 40 Working Files. Retain according to applicable RSDV category.
RSDV 41 Proprietary or Intellectual Property Files.
Contains project generated research data stored in data bases and computers, laboratory notebooks, intellectual property related items such as invention reports and decisions pertaining to the pursuit of patents and/or issuance of licenses, as well as computer-generated printouts that are stored for program input and used in analysis and potentially in the prosecution of patents and/or issuance of licenses. (N1-406-08-6/5)
DISPOSITION: Maintain during period that intellectual property is undergoing patent prosecution or licensing. Cutoff only after formal determination is made not to prosecute for Federal Government or Federal employee property rights. Store in permanent location on-site and/or in a government owned, restricted access intellectual property database pending formal technical and commercial value reappraisal that should occur every 3 years. Destroy/delete 20 years after cutoff.
RSDV 42 Long-Term Pavement Performance (LTPP) Database.
The Long-Term Pavement Performance (LTPP) program was established to collect pavement performance data as one of the major research areas of the Strategic Highway Research Program (SHRP). The first 5 years of the LTPP program were completed under the funding and direction of SHRP. Since 1991, the Federal Highway
Administration (FHWA) has continued the management and funding of the program. The LTPP program is managed under the Office of Infrastructure Research and Development. The LTPP program is a large research project that includes two
fundamental classes of studies and several smaller studies to investigate specific pavement related details that are critical to pavement performance. The fundamental classes of study are the General Pavement Study (GPS) and the Specific Pavement Studies (SPS). The combined GPS and SPS programs consist of over 2,500 test sections located on in-service highways throughout North America. The LTPP program will monitor and collect pavement performance data on all active sites. Established in 1988, the LTPP Information Management System (IMS) is the central database where all the data collected under the LTPP program are stored. (DAA-0406-2019-0002)
RSDV 43 Highway Safety Information System (HSIS).
The Highway Safety Information System (HSIS) is a roadway-based system that provides quality data on a large number of accident, roadway, and traffic variables. It uses data already being collected by States for managing the highway system and studying highway safety. The data are acquired annually from a select group of States, processed into a common computer format, documented, and prepared for analysis. HSIS is used in support of the FHWA safety research program and provides input for program policy decisions. HSIS is also available to professionals conducting research under the National Cooperative Highway Research Program, universities, and others studying highway safety. In 1987, five States were chosen for HSIS: Illinois, Maine, Michigan, Minnesota, and Utah. (Michigan’s participation ended in 1997 and Utah’s in 2000 due to changes in inventory data collection.) The primary criteria for State selections were the data availability (the range of data variables collected), quantity, and quality. In 1995, California, North Carolina, and Washington were added to increase the amount of data available and to provide better geographic coverage. In 2002, Ohio joined HSIS to provide additional curvature and grade inventories. Data from the Charlotte, North Carolina, urban area were added in early 2011. (DAA-0406-2019-0003)
Input/Source Records. HSIS currently receives data from seven State DOTs (California, Illinois, Maine, Minnesota, North Carolina, Ohio, and Washington) and two urban centers (Charlotte, North Carolina, and the Bangor Area Comprehensive Transportation System in Maine). Data collected include electronic files of State Police accident reports as well as roadway inventories and traffic flow data from the participating State DOTs and local transportation departments. Crash data include only those crashes that can be linked to specific route segments found in the DOT roadway inventory file. Crash variables vary by State but include subsets of variables concerning the crash (e.g., crash type, location type, time of day, weather), each vehicle in the crash (e.g., vehicle maneuver prior to crash, vehicle type, damage sustained) and each driver and most occupants in each vehicle (e.g., age, gender, injury severity, occupant restraint use, alcohol use). The roadway inventory data are captured in sub files which also vary between States. All States provide basic inventory on State-system roadway segments (e.g., number of lanes, shoulder width and type, divided or undivided, median type and width, estimated average daily traffic) and some provide data on roadway segment alignment (e.g., degree and length of horizontal curve, percent, length and direction of grade), intersection inventory (e.g., type of intersection, number of entering legs, traffic control type), ramp inventory (e.g., location and length of ramp, type of ramp) and miscellaneous inventory sub files (e.g., location of rest areas on Interstate highways).
DISPOSITION: Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
HSIS Master Files. This relational database contains basic crash files, roadway inventory files, and traffic volume files from selected States. The database also includes information about highway intersections, interchanges, and curves/grades from some States.
DISPOSITION: Retain long term after the program life. Review the value of the data every 5 years and destroy if no longer needed. (DAA-0406-2019-0003-0001)
DISPOSITION: Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
Includes functional requirements, system design, test plans, system and database architecture, charts, trend tables, and other system documentation. The System Documentation includes a description of Client-Server architecture consisting of Oracle server and SAS Client. A general description of table structure consisting of data from each of the files from all the HSIS States is included. Each variable in each file is documented in a State "Guidebook." This documentation includes not only file and variable formats, but also variable-specific notes concerning data accuracy and issues that are important to researchers and other users. These notes are based on quality-control checks, State inputs, and information developed from past usage of the data.
DISPOSITION: Destroy 5 years after the project/activity/transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system. (GRS 3.1, item 051)
RSDV 44 Deer Isle Bridge Event Database.
For the last 20 years, FHWA's Aerodynamics Laboratory has monitored the Deer Isle Bridge in Maine using various accelerometers, anemometers, and skyvanes placed at various points on the bridge to measure wind speed and vibration. Large amounts of data have been gathered regarding wind and bridge motion. The Deer Isle Bridge Event Database has been designed as a repository for this data. Thousands of individual events have been imported into the database as static data sets. Several quantities are computed including mean wind speed and direction, individual and mean turbulence intensity values, and wind angle. This Microsoft Access database also includes information on working/non-working components and calculated values derived from the recorded values.
The database is maintained by FHWA's Aerodynamics Laboratory located at the Turner-Fairbank Highway Research Center (TFHRC). It is a Microsoft Access database application used to store triggered wind event data recorded by anemometers and accelerometers located on the Deer Isle Bridge in Maine. It is kept strictly for internal use, and its users consist of Aerodynamics Laboratory personnel. Additionally, basic querying and reporting tools have been implemented. (N1-406-09-28/1)
Input/Source Records. Data is recorded on magnetic tape or flash card by a data acquisition system located on-site at the bridge. These data files are then read into a workstation in the laboratory, converted, modified, analyzed, and the results of analysis are uploaded into the database via an automated process.
DISPOSITION: Temporary. Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
Master Files. Bridge wind event data recorded from bridge instruments: Accelerometer data (accelerometers, which measure bridge motion, numbered 1-12), Skyvane 1 and 2 data (two skyvanes which measure wind speed and direction), Anemometer U, V, W data (1-6) (anemometers, which measure wind speed in three orthogonal directions, numbered 1-6), Tape/File/Event data including ID, date, and time data. The date range of the records is 1986 to present. The database, which is 28 MB, is used by Aerodynamics Lab personnel for internal research use.
DISPOSITION: Temporary. Delete after verification of transfer into the Long-Term Bridge Performance Database or when no longer needed for research, whichever is later. (N1-406-09-28/1b)
Output Records. Data can be queried using a custom-built query tool using static and calculated values, date, wind direction, and other parameters. Data sets can then be viewed in the application, exported in a variety of formats, or automatically exported to Microsoft Excel and charted/graphed according to options chosen by the user. Basic line charts can be generated using the custom designed query tool. Records can be viewed via the graphical user interface. Records are currently being compiled for future reporting - no other outputs presently exist.
DISPOSITION: Temporary. Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
System Documentation. Database diagrams, screen flow diagrams, and requirements documents.
DISPOSITION: Temporary. Destroy 5 years after the project/activity/transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system. (GRS 3.1, item 051)
RSDV 45 Cable Stay Bridge Database.
The Cable Stay Bridge Database is maintained by FHWA's Aerodynamics Laboratory located at TFHRC. It was developed in conjunction with Pooled-Fund Study (SPR-3(078)). It is a Microsoft Access database application used to view and store bridge details, including cable geometry, of various cable-stayed bridges. It is kept strictly for internal use, and its users consist of Aerodynamics Laboratory personnel and members of SPR-3(078). (N1-406-09-28/2)
Inputs/Source Records. The types of records contained in the database are data on bridge and cable properties of bridges relating to the pooled-fund study, including cable geometry, cable properties, and cable connections and dimensions. Data records were originally compiled by members of the Pooled-Fund Study and entered into the database via a graphical user interface. Database is static, and new records are no longer added.
DISPOSITION: Temporary. Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
Master Files. Bridge and cable data of bridges related to the pooled-fund study, including cable geometry, cable properties, and cable connections. The records range from 1999 to present. The database is 34 MB in size and does not reside on the Web.
DISPOSITION: Temporary. Delete after verification of transfer into the Long-Term Bridge Performance Database or when no longer needed for research, whichever is later. (N1-406-09-28/2b)
Output Records. No outputs other than graphical user interface. Outputs only viewed on screen. No reports or other outputs are currently being produced.
DISPOSITION: Temporary. Destroy upon verification of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
System Documentation. Requirements and background documents.
DISPOSITION: Temporary. Destroy 5 years after the project/activity/transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system. (GRS 3.1, item 051)
RSDV 46 Long-Term Bridge Performance Program Database.
The Long-Term Bridge Performance (LTBP) program is a 20-plus year research effort that will include detailed inspection, periodic monitoring, evaluation and testing, and forensic investigation of bridges representative of those found throughout the United States. Authorization of the LTBP program was included in legislation for surface transportation programs enacted by the U.S. Congress in 2005 under the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU). The program will result in a high-quality, quantitative database, which will lead to development of improved life-cycle cost and performance models, better understanding of bridge deterioration, improved effectiveness of maintenance and repair strategies, support for improved design methods and bridge preservation practices, and help facilitating development of the next generation of bridges and bridge management tools.
The information that will be housed in the LTBP database is bridge data relating to structural and operational performance, corrosion, fatigue, environment (such as temperature variation), overload, scour, wind, and maintenance and, in addition, will include data from the FHWA National Bridge Inventory (NBI). The NBI database is a collection of information covering just under 600,000 of the Nation's highway bridges and other structures located on public roads, including Interstate Highways, U.S. highways, State and county roads, as well as publicly-accessible bridges on Federal lands. It presents a summary of the number, location, and general condition of highway bridges within each State. By the end of FY 2011, the LTBP data infrastructure will be developed to reside at the Turner-Fairbank Highway Research Center (TFHRC) for use by FWHA, States, and others as deemed appropriate. The LTBP program database is currently being managed and maintained by Rutgers University under a contract with the FHWA. (N1-406-09-27)
DISPOSITION: Temporary. Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
DISPOSITION: Permanent. Cut off after each major LTBP data release, which is currently scheduled annually. Transfer a copy of the master data file to the National Archives and Records Administration (NARA) after cut off, in accordance with 36 CFR 1235, Subpart C. (N1-406-09-27/1)
Output Records.
DISPOSITION: Temporary. Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
DISPOSITION: PERMANENT. Cut off after each major LTBP data release, which is currently scheduled annually. Transfer a copy to NARA after cut off, in accordance with 36 CFR 1235, Subpart C. (N1-406-09-27/2)
DISPOSITION: PERMANENT. Transfer to the NARA with the permanent electronic records to which the documentation relates. (GRS 3.1, item 050)
RSDV 47 Research Information Management System.
The Research Information Management System (RIMS) is being developed to enable research data and test results generated by the Pavement Materials and Construction Team to be stored in a single location, which is a Structured Query Language (SQL) server at the Turner-Fairbank Highway Research Center (TFHRC). A wide variety of testing equipment and processes are used by the various laboratories within the team. The establishment of a common database will enable the team to organize and share research and test results across the team.
Information from the various laboratories consists of chemical and physical characteristics and measurements. For instance, the Binder Rheology Laboratory and Bituminous Mixtures Laboratory data consists of raw test data (stress, strain, and temperatures), and the Chemistry Research Laboratory data covers or will cover chemical analyses (such as Fourier Transform Infrared (FTIR) spectroscopy used to study molecular structures; X-ray Florescence (XRF) used to measure the elemental composition of materials; Elemental Composition used to determine the carbon, hydrogen, nitrogen, sulfur, and oxygen contents of asphalt materials; and Raman spectra used to study the composition of concrete materials). The RIMS database is still under development and will essentially cover data from the year 2000 to present. There are no URL links, and records would be maintained and archived for permanent retention. (N1-406-10-3)
DISPOSITION: Temporary. Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
DISPOSITION: Temporary. Cut off at end of calendar year. Destroy/delete 25 years after cutoff. (N1-406-10-3/2)
Output Records. Data is accessible for analysis and generation of ad hoc reports, tables, and graphs, used only for reference.
DISPOSITION: Temporary. Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later. (GRS 5.2, item 020)
DISPOSITION: Temporary. Destroy 5 years after the project/activity/transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system. (GRS 3.1, item 051)
