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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, N1-406-09-12, and N1-406-09-13. 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 1, item 31, Personal Injury Files.
RSDV 2 Administrative Contract File. See GRS 3, item 3, Routine Procurement Files.
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 3, item 3, Routine Procurement Files.
RSDV 7 RESERVED.
RSDV 8 Contract Files. See GRS 3, item 3, Routine Procurement Files.
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 18, item 17, Visitor Control Files.
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 1228.270.
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 InternationalTechnical 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 LTPP program is one of FHWA’s mission critical systems. The LTPP program has been monitoring over the last 20 years more than 2,500 asphalt and Portland cement concrete pavement test sections throughout the United States and Canada. A total of 873 of the LTPP test sections contain the common types of pavement in use in the United States (general pavement studies [GPS]), and 1,639 other test sections have been specially constructed to study certain engineering factors in pavement design (specific pavement studies [SPS]). At each GPS and SPS site, data on distress, roughness, structural capacity, traffic, climatic, materials, and other variables are systematically collected. The LTPP program is funded under Title 23, United States Code (U.S.C.), Chapter 5, Section 502 (f). The LTPP database was developed to store all of the data collected by the LTPP program for easy and convenient dissemination and use. The main database is a relational database in Oracle format. The LTPP data are described in the “Long-Term Pavement Performance Information Management System: Pavement Performance Database User Reference Guide” (see http://www.fhwa.dot.gov/pavement/pub_details.cfm?id=96) The LTPP Ancillary Information Management System (AIMS) houses additional electronic information collected by the LTPP program that are not contained in the Oracle based database. AIMS file examples include LTPP reports, manuals, plans, software, correspondence, raw data files, scanned paper forms, video files, distress maps, etc. LTPP ancillary electronic files that not contained in the LTPP database (see http://www.fhwa.dot.gov/pavement/ltpp/getdata.cfm) Currently, the LTPP program is conducting major data upload and integration (from RSC servers), and releasing the key data items to the public annually. (N1-406-09-12)
RSDV 43 Highway Safety Information System (HSIS). The Highway Safety Information System (HSIS) is a database that contains crash, roadway inventory, and traffic volume data for a select group of States and urban centers. Currently, the participating States are California, Illinois, Maine, Minnesota, North Carolina, Ohio, and Washington. Data are only collected for the roadway systems under State Department of Transportation (DOT) control (i.e., the “State system”) except in Maine, where data on all roadways are included. The urban centers are Charlotte, North Carolina, and the Bangor Area Comprehensive Transportation System in Maine. HSIS also contains historical data from Michigan and Utah DOTs.
HSIS uses data already being collected by States for managing the highway system and studying highway safety. The participating States voluntarily provide FHWA with the data with the condition that the data be used solely for furthering highway safety research that is to be published publicly. For any other use (e.g., private use by a business), the data request is forwarded to the State, or permission is given by the State to HSIS staff to fulfill the request. HSIS data are used to support the FHWA safety research program and as input to program and policy decisions. HSIS data are also available to analysts conducting research under the National Cooperative Highway Research Program, university researchers, and others involved in the study of highway safety.
HSIS is a roadway-based system which provides quality data on a large number of accident, roadway, and traffic variables. HSIS contains only police-reported accident data on the State-maintained highway system. Data for the original five HSIS States (Illinois, Maine, Michigan, Minnesota, and Utah) are available from 1985, while data for the newer HSIS States are available from 1991 (California and North Carolina), 1993 (Washington), and 1997 (Ohio). The data are acquired annually and processed into a common computer format (i.e., similar variables in different States are given the same name, but State-specific coding is retained), quality-control checked, documented, and prepared for analysis. The data does not reside on the Web. Data requests are made via the HSIS website (http://www.hsisinfo.org/). Extract files of the data are provided to the requesting researcher if the criteria noted above are met – the research is to be conducted in the general public interest and is intended for publication in a scientific journal or other national publication. Requests for an entire State’s data files are directed to the specific State DOT in question. (N1-406-09-13)
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 subfiles 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 subfiles (e.g., location of rest areas on Interstate highways).
DISPOSITION: Destroy/delete when data have been entered into master file or database and verified, or when no longer needed to support reconstruction of, or serve as backup to, the master file or database, whichever is later. (GRS 20, item 2c)
Master Files. The verified data from all participating States as described in the Inputs. The data resides on an Oracle 11g server on Windows 2003 Operating System in Oracle's proprietary format. The data files from each State are organized into individual tables by TYPE of data and the YEAR. Following are the different tables. Note that all the States do not have all the tables:
| Accidents | Vehicles | Occupants | Roadway |
| Curve | Grade | Intersections | Ramps |
Following are the years of data available currently in the system for each of the States:
| California | 1991 to 2007 |
| Illinois | 1985 to 2007 |
| Maine | 1985 to 2006 |
| Michigan | 1985 to 1997 |
| Minnesota | 1985 to 2007 |
| North Carolina | 1991 to 2005 |
| Ohio | 1997 to 2007 |
| Utah | 1985 to 2000 |
| Washington | 1993 to 1996, 2002 to 2007 |
DISPOSITION: PERMANENT. Cut off at end of calendar year. Transfer a copy of the master data file to NARA every two years at the end of the calendar year, in accordance with 36 CFR 1228.270. (N1-406-09-13/2)
DISPOSITION: Delete when the agency determines that they are no longer needed for administrative, legal, audit, or other operational purposes. (GRS 20, item 12a)
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: PERMANENT. Transfer to the National Archives with the permanent electronic records to which the documentation relates. (GRS 20, item 11a(2))