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 Planning, Environment, and Realty in the Washington Headquarters Office of the Federal Highway Administration and reflects disposition authorities granted under Standard Form 115 job numbers N1-406-04-5, N1-406-07-1, N1-406-09-6, N1-406-09-14, N1-406-09-15, and the General Records Schedules (GRS). For administrative records not covered below, HEP will follow the FHWA Records Disposition Schedule for Washington Headquarters Administrative Records in Chapter 2 and the General Records Schedules (GRS).
Part I: PLANNING
PLAN 1 RESERVED
PLAN 2 Airport Access Files.
Studies and background information on airport access projects and comments on studies concerning access roads to airports. These files are used to provide technical and policy information to State and local governments on access roads and related issues. (N1-406-09-6/41)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 5 years after cutoff.
PLAN 3 RESERVED.
PLAN 4 RESERVED.
PLAN 5 RESERVED.
PLAN 6 RESERVED.
PLAN 7 RESERVED.
PLAN 8 Budget Files.
Files consist of progress reports, general problem statements, and transportation disadvantages relating to the social and economic impact of highways. (N1-406-09-6/42)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 9 Budget Sheets . See PLAN 8.
PLAN 10 RESERVED.
PLAN 11 Coal Haul Road Study Files . See PLAN 72.
PLAN 12 Committee/Organization Files.
Consist of correspondence, reports, minutes of meetings, and other material relating to committees and organizations on which personnel from Planning are members. (N1-406-09-6/43)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 13 Contract Files.
Consists of completed contracts, final reports, and related background material on contract work. (N1-406-09-6/44)
DISPOSITION: Temporary. Cut off files at the close of the contract.
PLAN 14 Computer Oversight and Compliance Files.
Consist of general processing standards, policies, studies, monthly usage summaries, personnel requirements for computer assisted planning programs and information related to the implementation of programs. (N1-406-09-6/45)
DISPOSITION: Temporary. Cut off at end of fiscal year.
PLAN 15 Contract and Research Program Files . See RWEN 72.
PLAN 16 RESERVED.
PLAN 17 RESERVED.
PLAN 18 RESERVED.
PLAN 19 RESERVED.
PLAN 20 RESERVED.
PLAN 21 RESERVED.
PLAN 22 Division Author Files. See PLAN 72.
PLAN 23 RESERVED.
PLAN 24 Urban Planning Environmental Files.
Files reflecting the environmental aspects of urban planning. In the files are copies of directives pursuant to EPA regulations, correspondence with States and field offices interpreting policy, urban environmental studies, and comments on regulations in addition to policy information and studies. These files include a subject file on environmental quality and information on how to prepare an environmental impact statement. Material is used to advise States and field offices on environmental variables considered in transportation planning. (N1-406-09-6/46)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 25 Federal Coordination Program. See RWEN 50.
PLAN 26 Federal-aid Route Files.
Consist of correspondence, State maps, route logs (route descriptions) and other related material pertaining to identified urban areas on the interstate system. This material is used as reference material. (N1-406-09-6/47)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 5 years after cutoff.
PLAN 27 RESERVED.
PLAN 28 RESERVED.
PLAN 29 RESERVED.
PLAN 30 Geographical Urban Planning Files.
Urban Transportation Planning is done at the local level with assistance and input from field division offices of FHWA and FTA. These files are used as a tool to evaluate the planning process in urban areas and the quality of assistance provided by field offices. The files contain field trip reports about personal observations of local planning processes and correspondence between State and local governments and FHWA concerning planning projects and issues.
PLAN 31 RESERVED.
PLAN 32 RESERVED.
PLAN 33 RESERVED.
PLAN 34 Highway Planning Program Manual (HPPM) Superseded Files. See RWEN 32.
PLAN 35 RESERVED.
PLAN 36 RESERVED.
PLAN 37 Project Input/Output Files. See RWEN 50.
PLAN 38 Interchange Research Material.
Contains data, working papers, background material, and final reports on traffic and commuter parking at highway interchanges. (N1-406-09-6/54)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 5 years after cutoff.
PLAN 39 Intercity Freight Corridor Files.
Consist of contracts, financial statements, correspondence, and related papers used by the contractor when they develop reports on the magnitude and higher volume locations of heavy trucks on highways. (N1-406-09-6/55)
DISPOSITION: Temporary. Destroy when project is closed or final report is issued.
PLAN 40 Intergovernmental Files.
Files contain correspondence and reports related to Joint projects, such as those with the Federal Transit Administration (FTA) and other agencies. Also includes files that describe the division’s responsibilities in coordinating activities with other agencies and DOT Administrators. Consist of correspondence, comments or interpretations of FHWA’s regulations in conjunction with other Government agencies in transportation. (N1-406-09-6/40)
DISPOSITION: Temporary. Cut off at end of fiscal year.
PLAN 41 RESERVED.
PLAN 42 Interstate Cost Estimates (see HIF 92).
PLAN 43 Interstate System Planning and Designation Files.
Reports, maps, correspondence, approvals, and other records pertaining to the formulation, planning, route numbering, and designation of (1) interstate highways on the “Dwight D. Eisenhower National System of Interstate and Defense Highways” and (2) future parts of the System in the United States, including the District of Columbia and Puerto Rico. Arranged chronologically, therein by regions or States. (N1-406-04-5/1)
PLAN 44 RESERVED.
PLAN 45 Long Range Motor Vehicle and Population Growth Files.
Contain information and data furnished by the States and used by FHWA in projecting long range motor vehicles and population growth. (N1-406-09-6/56)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 46 RESERVED.
PLAN 47 RESERVED.
PLAN 48 RESERVED.
PLAN 49 RESERVED.
PLAN 50 RESERVED.
PLAN 51 RESERVED.
PLAN 52 Delegations of Authority and Organization Files.
Include memorandums of approved delegations of authority and informational copies of DOT reorganization plans. FHWA Management Programs and Analysis Division maintains record copies of these files. (N1-406-09-6/57)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 53 Planning Contract Program Files . See PLAN 13.
PLAN 54 RESERVED.
PLAN 55 Production and Scrappage Files. See RWEN 19.
PLAN 56 Progress Emphasis Area Files.
Include background papers, reports on the progress of HEP programs, and related material on programs targeted for special attention in a given year. (N1-406-09-6/58)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 57 Research, Development, and Technology (RD&T) Grants Program for Congestion Mitigation Files.
Consist of policy, procedures, correspondence from other agencies, legislative material, minutes of committee meetings, training material, printing and reproduction requests, fiscal papers and related documents pertaining to States annual program of highway studies financed with 1 1/2 percent funds (23 U.S.C. 307c). (N1-406-09-6/59)
DISPOSITION: Temporary. Cut off at end of fiscal year.
PLAN 58 Project Files. See RWEN 50.
PLAN 59 Public Transportation Files.
Information concerning public transportation subjects including correspondence from States and Federal policy, background material on directives addressing funding of public transportation, and information on technical aspects of public transportation subjects (studies and reports). These are reference files. (N1-406-09-6/60)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 60 RESERVED.
PLAN 61 Reference Files.
Files containing copies of information used as ready reference on subjects of current or ongoing interest. These files may contain copies of publications, directives, pictures, correspondence, and the like. Official file copies are not to be placed in these files nor are the files to be considered pending files where official file copies are kept on a tentative basis. (N1-406-09-6/61)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 62 Regional Economic Development Report Files.
Consist of correspondence, reference material, reports, and documents related to FHWA's liaison with several regional economic development commissions that are concerned with the development of the highway needs report which is required by Congress and pertains to the highway planning and programming responsibilities under regional highway development programs. (N1-406-09-6/62)
DISPOSITION: Temporary.Place in closed case upon issuance of report. Cut off closed case file at end of fiscal year.
PLAN 63 RESERVED.
PLAN 64 Revenue Files
. Files contain information related to the revenue collected by the States from motor vehicles. (N1-406-09-6/63)
DISPOSITION: Temporary. Cut off at end of fiscal year.
PLAN 65 Road-life Files.
Contain information on programs that monitor State collection of road-life data, i.e., life expectancy and maintenance data on roads. In these files are correspondence, road-life studies, procedures for conducting studies, and State programs for studying data. (N1-406-09-6/64)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 5 years after cutoff.
PLAN 66 Scenic Road Study Files. See PLAN 72.
PLAN 67 RESERVED.
PLAN 68 RESERVED.
PLAN 69 RESERVED.
PLAN 70 RESERVED.
PLAN 71 Special Projects . See RWEN 50.
PLAN 72 Special Studies Files.
Special studies on transportation issues, including enhancements, planning packages, highway financing, and other topics. Files include, but are not limited to, study papers, correspondence, legal reviews, briefings, proposals, Federal Register notices, cooperative agreements, and census data. (N1-406-09-6/39)
DISPOSITION: Temporary. Cut off files at the end of the fiscal year in which the study was completed.
PLAN 73 Speeches.
Contain speeches prepared for FHWA and OST leadership. Also included in these files are background papers and briefing packages for the speeches.
PLAN 74 Speed Monitoring Files.
These are files containing the highway spend trend data which is collected from the States and is used for monitoring States' compliance with speed limits and for use in studies and research. (N1-406-09-6/67)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 75 Speed Monitoring – Trends. See PLAN 74.
PLAN 76 RESERVED.
PLAN 77 RESERVED.
PLAN 78 RESERVED.
PLAN 79 State Obligations.
Files consist of reports on State's debts, bonds sold, bonds outstanding and other data related to the financing of highways. (N1-406-09-6/68)
DISPOSITION: Temporary. Cut off at end of fiscal year.
PLAN 80 State Planning Reports.
These are reports written by metropolitan planning organizations that document a transportation plan for an urban area. These reports are kept as a reference since the plans are actually reviewed at the field division offices. (N1-406-09-6/69)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 81 RESERVED.
PLAN 82 RESERVED.
PLAN 83 RESERVED.
PLAN 84 RESERVED.
PLAN 85 RESERVED.
PLAN 86 Transportation Research Board (TRB) Files.
Contains copies of research studies done by the TRB, and FHWA's comments on the studies and projects that involve these studies. (N1-406-09-6/70)
DISPOSITION: Temporary. Place in closed case file after completion or cancellation of related project. Cut off closed case file at end of fiscal year. Destroy 3 years after cutoff.
PLAN 87 Transportation Systems Management (TSM) Files.
The TSM program is aimed at encouraging the States to use the existing transportation system more efficiently. The files contain Congressional correspondence pertaining to the program and other technical material used for reference and for providing information to State and local governments. The responsibility for reviewing TSM has been delegated to the field, so these files are used as an overall program control, and reference for policy and technical information. (N1-406-09-6/71)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 5 years after cutoff.
PLAN 88 RESERVED.
PLAN 89 RESERVED.
PLAN 90 RESERVED.
PLAN 91 RESERVED.
PLAN 92 RESERVED.
PLAN 93 RESERVED.
PLAN 94 RESERVED.
PLAN 95 RESERVED.
PLAN 96 Urban Corridor Control Files.
Consist of background material, monthly progress reports, recommendations on contacts, correspondence, and related papers that are maintained as reference material and used in work related to the urban corridor control program. (N1-406-09-6/72)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
PLAN 97 Urban Planning Studies
Part II: ENVIRONMENT, RIGHT-OF-WAY, AND REALTY RECORDS
RWEN 1 External Partnerships and Stakeholders Files.
Contain correspondence with reports and other materials from external organizations including, but not limited to, the Appraisal Foundation, American Association of State Highway and Transportation Officials (AASHTO), National Alliance of Highway Beautification Agencies (NAHBA), and International Right of Way Association (IRWA). (N1-406-09-6/1)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 2 Administrative Files.
These records related to the office organization, staffing, procedures, and communication including: general correspondence on budget material and contracts; day-to-day administration of office personnel, annual work programs and plans, travel, training, employee evaluations, position descriptions, and safety inspections; and supplies and office services, equipment requests and receipts, and the use of office space and utilities. (N1-406-09-6/2)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 3 Air Quality Analysis.
Consists of correspondence, informational documents, reference material, and data related to monitoring of air quality and include procedures for the development of models for estimating and measuring air quality. (N1-406-09-6/3)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 4 Air Quality Files.
Consist of general correspondence from the public, Congressional inquiries, legislative material, briefings, and other related documents pertaining to the effort of the program office to develop policies, procedures, and standards for the identification, measurement, and evaluation of vehicle air pollutants and to coordinate these policies, procedures, and standards with FHWA, local, State, and Federal agencies and with the public. (N1-406-09-6/4)
DISPOSITION: PERMANENT. Cut off at end of fiscal year.
RWEN 5 Annual Reports.
Contain statistics, correspondence, draft material, comments sent the FHWA Divisions and States with recommendations, reports required by Congress, and other related papers concerning the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. (N1-406-09-6/5)
DISPOSITION: PERMANENT. Cut off at end of fiscal year.
RWEN 6 Archeological/Historical Files.
Files contain 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. (N1-406-09-6/6)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 7 Right-of-Way Manual Certification Acceptance and Compliance Assurance Files.
Files consist of comments and correspondence on the State’s responsibilities under 23 CFR 710.201 including, but not limited to, the review, revision, and approval of the State’s Right-of-Way Operations Manual and compliance assurances. (N1-406-09-6/7)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 12 years after cutoff.
RWEN 8 Civil Rights Files.
Contain annual reports to Congress on civil rights, comments on Title VI requirements, DOT orders and inquiries, general correspondence, and other related material concerning discrimination. (N1-406-09-6/8)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 9 Consumer Involvement Files.
Contain comments on DOT representative plans, correspondence related to brochures developed on the educational material for the general public, quarterly reports implementing the DOT Consumer Representative Plan, reports to the consumers on relocation assistance, and updated consumer reports. (N1-406-09-6/9)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 10 RESERVED.
RWEN 11 Relocation Payment Schedules.
Files contain correspondence, studies, research, and proposals on preparing schedules for relocation payments in accordance with 49 CFR Part 24 which includes, but is not limited to, the Residential Fixed Moving Cost Schedule and in lieu payments. (N1-406-09-6/10)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy 15 years after cutoff.
RWEN 12 Design, Art, Esthetics, and Visual Resources Files.
Contain 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. (N1-406-09-6/11)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 13 Property Management Program Files.
Files consist of, but are not limited to, policy, procedures, correspondence, legislative material, minutes of committee meetings, training material, fiscal papers, incoming mail, notes, requisitions, contract agreements, research material, feasibility studies from the field, reports, committees and conference material, seminars, meetings and conferences with other Agencies, general information from companies and corporations, and other data pertaining to the development, execution, and evaluation of property management programs such as right of way lands and use of air space. (N1-406-09-6/12)
DISPOSITION: Temporary. Cut off files at end of fiscal year. Destroy 10 years after cutoff.
RWEN 14 Ecology Files.
Contain 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. (N1-406-09-6/13)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 15 Environmental Impact Statement (EIS) Project Files.
Contain status sheets which are coordinated within the division, correspondence, draft report EIS statements and incoming correspondence from other Government agencies and States. The development of environmental impact and related statements by the States are to assess the progress being made in the implementation of State Environmental Action Plans. (N1-406-09-6/14)
DISPOSITION: Temporary. Destroy when 3 years old or when project is finalized, whichever comes first.
RWEN 16 Energy Reference Files.
Contain 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. (N1-406-09-6/15)
DISPOSITION: Temporary.Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 17 Environmental Quality Correspondence Files.
Contain correspondence on ecology, archeology, energy, coastal zone management, and other correspondence related to environmental quality. (N1-406-09-6/16)
DISPOSITION: Temporary.Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 17.5 Environmental Program Correspondence Files.
Consist of incoming and outgoing correspondence related to all aspects of environmental projects. (N1-406-09-6/17)
DISPOSITION: Temporary. Cut off after end of project. Destroy 5 years after cutoff.
RWEN 18 Acquisition Program Files.
Files consist of, but are not limited to, correspondence, legislative material, minutes of committee meetings, training material, fiscal papers, incoming mail, notes, requisitions, contract agreements, research material, feasibility studies from the field, reports, committees and conference material, seminars, meetings and conferences with other Agencies, general information from companies and corporations, and other data pertaining to the development, execution, and evaluation of acquisition programs such as Federal land transfers and functional replacements of public lands and activities such as public housing, fire houses, parks, and schools. (N1-406-09-6/18)
DISPOSITION: Temporary. Cut off files at end of fiscal year. Destroy 10 years after cutoff.
RWEN 19 Appraisal Program Files.
Files consist of, but are not limited to, correspondence, legislative material, minutes of committee meetings, training material, fiscal papers, incoming mail, notes, requisitions, contract agreements, research material, feasibility studies from the field, reports, committees and conference material, seminars, meetings and conferences with other Agencies, general information from companies and corporations, and other data pertaining to the development, execution, and evaluation of appraisal programs such as collaborations with other Federal agencies and States. (N1-406-09-6/19)
DISPOSITION: Temporary. Cut off files at end of fiscal year. Destroy 10 years after cutoff.
RWEN 20 Right-of-Way Field Reviews.
Files contain field trip reports, correspondence on field reviews from Headquarters or from the field division offices on different projects and other material related to right-of-way activities. (N1-406-09-6/20)
DISPOSITION: Temporary. Cut off files at end of fiscal year. Destroy 10 years after cutoff.
RWEN 21 Foreign EIS Project Files. See RWEN 15.
RWEN 22 Functional Replacement Files. See RWEN 18.
RWEN 23 General Noise Files.
Contain presentations, briefings, noise study reports, quarterly reports, bibliographies, and other reference material concerning noise. (N1-406-09-6/21)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 24 Urban Planning Environmental Files.
Files reflecting the environmental aspects of urban planning. In the files are copies of directives pursuant to EPA regulations, correspondence with States and field offices interpreting policy, urban environmental studies, and comments on regulations in addition to policy information and studies. These files include a subject file on environmental quality and information on how to prepare an environmental impact statement. Material is used to advise States and field offices on environmental variables considered in transportation planning. (N1-406-09-6/46)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 25 Outdoor Advertising Control Program Files.
Files consist of, but are not limited to, correspondence, legislative material, minutes of committee meetings, training material, fiscal papers, incoming mail, notes, requisitions, contract agreements, research material, feasibility studies from the field, reports, committees and conference material, seminars, meetings and conferences with other Agencies, general information from companies and corporations, and other data pertaining to the development, execution, and evaluation of outdoor advertising control, highway beautification, and national billboard data. (N1-406-09-6/22)
DISPOSITION: Temporary. Cut off files at end of fiscal year. Destroy 10 years after cutoff.
RWEN 26 RESERVED.
RWEN 27 RESERVED.
RWEN 28 RESERVED.
RWEN 29 Land Use Files.
Contain 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. (N1-406-09-6/23)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 30 Noise and Land Use Control Files.
Contains general correspondence on interagency ad hoc groups on noise and land use control, and background reports on the procedures for evaluating outdoor-indoor noise reduction of structures in terms of the single number metric exterior wall noise rating (EWNR). (N1-406-09-6/24)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 31 Relocation Program Files.
Files consist of, but are not limited to, correspondence, legislative material, minutes of committee meetings, training material, fiscal papers, incoming mail, notes, requisitions, contract agreements, research material, feasibility studies from the field, reports, committees and conference material, seminars, meetings and conferences with other Agencies, general information from companies and corporations, and other data pertaining to the development, execution, and evaluation of housing relocations, relocation assistance, last resort house, and right-of-way approach issues. (N1-406-09-6/25)
DISPOSITION: Temporary. Cut off files at end of fiscal year. Destroy 10 years after cutoff.
RWEN 32 Policy Files.
Files used for policy development, review, and update of HEP programs. Files include, but are not limited to, correspondence, memoranda, briefing materials, reports, litigation, and research materials relating to programs such as Right-of-Way activities (Acquisition, Legislation, Relocation, Special Projects, Outdoor Advertising Control, and Property Management) and Environment, as well as contacts with outside organizations, including Congress and other Federal agencies. (N1-406-09-6/26)
DISPOSITION: PERMANENT. Cut off at end of fiscal year.
RWEN 33 Litigation of Relocation Benefits. See RWEN 32.
RWEN 34 Local Public Agencies Program Files.
Files consist of, but are not limited to, correspondence, legislative material, minutes of committee meetings, training material, fiscal papers, incoming mail, notes, requisitions, contract agreements, research material, feasibility studies from the field, reports, committees and conference material, seminars, meetings and conferences with other Agencies, general information from companies and corporations, and other data pertaining to the development, execution, and evaluation of the local public agency program. (N1-406-09-6/27)
DISPOSITION: Temporary. Cut off files at end of fiscal year. Destroy 10 years after cutoff.
RWEN 35 Noise Level Measurement Files.
Files contain materials and correspondence from States requesting different models to be used to measure the noise level in residential areas and highway traffic noise. Highway traffic noise level and property values require precise determination of noise levels. (N1-406-09-6/28)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 36 RESERVED.
RWEN 37 RESERVED.
RWEN 38 Model Files.
Contain correspondence, research reports and material on FHWA models, Traffic Noise Prediction Models and Manual Method Models, which provide guidance for measurement of noise emission levels of motor vehicles and reference energy mean emission levels. (N1-406-09-6/29)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 39 Nationwide Billboard Data Files. See RWEN 25.
RWEN 40 RESERVED.
RWEN 41 RESERVED.
RWEN 42 RESERVED.
RWEN 43 Payback Program Files.
Files consist of, but are not limited to, correspondence, legislative material, minutes of committee meetings, training material, fiscal papers, incoming mail, notes, requisitions, contract agreements, research material, feasibility studies from the field, reports, committees and conference material, seminars, meetings and conferences with other Agencies, general information from companies and corporations, and other data pertaining to the development, execution, and evaluation of the payback program (including the payback of funds by the States to the Highway Trust Fund, property management agreements between States and rental agencies, and railroad appraisal acquisition feasibility studies). (N1-406-09-6/30)
DISPOSITION: Temporary. Cut off files at end of fiscal year. Destroy 10 years after cutoff.
RWEN 44 RESERVED.
RWEN 45 Planning, Project, Design and Source Control Files.
Consist of correspondence, working papers, reference material and documents that relate to ongoing projects of the office pertaining to State Implementation Plan Requirements, Project Design, Stationary Source Control, Transportation Control (Mobile Source), and construction sources (with the responsibility of the office to develop and coordinate policies and procedures for the identification, measurement, and evaluation of vehicle air pollutants). (N1-406-09-6/31)
DISPOSITION: Temporary. Cut off files at end of fiscal year. Destroy 10 years after cutoff.
RWEN 46 Pollutant Files. See RWEN 4.
RWEN 47 Relocation Assistance Payment Reports. See RWEN 5.
RWEN 48 Private Organizations Files.
Contain correspondence with reports and other materials from organizations such as the Council on Environmental Quality, the Engineering Foundation, and the American Association of State Highway and Transportation Officials (AASHTO). (N1-406-09-6/32)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 49 Project Analyses Files. See RWEN 50.
RWEN 50 Project Files
RWEN 51 Property Management Files. See RWEN 43.
RWEN 52 Railroad Project Files. See RWEN 43.
RWEN 53 Record of Coordination Files.
Contain records of coordination with proposed directives, organization changes, copies of approval and other material that relate to environmental and right-of-way activities in the office. (N1-406-09-6/35)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 54 Regional Relocation Project Study Files. See RWEN 50.
RWEN 55 Noise Regulation Standards.
Files contain working papers and background material related to FHWA Noise Standards which contain highway traffic noise studies, noise abatement procedures, coordination requirements, design noise levels and other similar standards from HUD and EPA. Also contain calculations and background material showing how to measure these standards. (N1-406-09-6/36)
DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 56 Relocation Assistance Implementation Committee Files. See RWEN 31.
RWEN 57 Relocation Assurances. See RWEN 7.
RWEN 58 Relocation Council Files. See RWEN 31.
RWEN 59 Relocation Meetings. See RWEN 31.
RWEN 60 Relocation Plans. See RWEN 31.
RWEN 61 Reorganization Files.
Files contain correspondence, proposals, and studies concerning what effects reorganization makes on HEP offices. [The Management Program and Analysis Division (HAIM-10) maintains organization charts and changes as Permanent.] (N1-406-09-6/37)
DISPOSITION: Temporary. Cut off at end of fiscal year.
RWEN 62 Right-of-Way Approach Program Files. See RWEN 31.
RWEN 63 Right-of-Way Revolving Fund Files. See RWEN 13.
RWEN 64 State Appraisal Files. See RWEN 19.
RWEN 65 State Files - Relocation Assistance. See RWEN 31.
RWEN 66 State Junkyard Files. See RWEN 19.
RWEN 67 State Outdoor Activities Files. See RWEN 32.
RWEN 68 RESERVED.
RWEN 69 Stopped Projects Files. See RWEN 50.
RWEN 70 Telephone Inquiry Files. See RWEN 2.
RWEN 71 Training Files. See RWEN 13, RWEN 18, RWEN 25, RWEN 31, RWEN 34, and RWEN 43.
RWEN 72 Research Files.
Records used for conducting or monitoring research projects. Files include, but are not limited to: correspondence, proposals, feasibility studies, research paperwork, workshop materials, reports, work plans, project statements, financial data related to the research activity, and publications. (N1-406-09-6/38)
DISPOSITION: Temporary. Review files annually. Cut off at the close of the research.
RWEN 73 Federal Transit Administration (FTA) formerly Urban Mass Transportation Administration (UMTA). See PLAN 40.
RWEN 74 Urban Systems Project Files. See RWEN 50.
RWEN 75 Use of Air Space Files. See RWEN 13.
RWEN 76 National Scenic Byways Program (NSBP) Photographs.
Generated, gathered, or acquired by the NSBP, relating to the scenic, historic, cultural, natural, recreational, and archaeological qualities of roads---and environments surrounding those roads---designated as National Scenic Byways, All-American Roads, or America's Byways. Also includes photographs, slides, and transparencies documenting NSBP-supported preservation and promotion efforts, NSBP staff, political and cultural dignitaries visiting byways or NSBP/State/Local offices, and press conferences, commemorations, grant usage, and other events pertaining to byway designations and projects. Photographic files are appropriately organized, edited, and captioned, meeting the archival standards outlined in 36 CFR 1235, Subpart C, and any supplemental National Archives and Records Administration (NARA) guidance in effect at the time of transfer. (N1-406-07-1/1)
RWEN 77 NSBP Photographic prints, negatives, contact sheets, slides, transparencies, and digital images,
of mission-related subjects, lacking adequate captioning, having technical or aesthetic deficiencies, or having coverage in excess of what is required for adequate and proper documentation; or photographs relating to historically non-significant subjects, including employee awards events, retirement ceremonies, social events, and workshops, campaigns, or commemorations common to most federal agencies (e.g., Combined Federal Campaigns, savings bond campaigns, blood drives, health fairs). (N1-406-07-1/2)
DISPOSITION: Temporary. Destroy when no longer needed for agency business.
RWEN 78 NSBP Finding aids,
in electronic form (e.g., NSBP Digital Image Library Database) or hard-copy form, providing documentation for proper identification, retrieval, and use of permanent photographs described in RWEN 76 A through C. Finding aids conform to archival standards outlined in 36 CFR 1235, Subpart C, and in any supplemental NARA guidance in effect at the time of transfer. (N1-406-07-1/3)
DISPOSITION: PERMANENT. Transfer to NARA along with the respective chronological blocks of the photographs to which the finding aids relate.
RWEN 79 NSBP Special photo project file.
Photo-mechanical image panels and related documentation from 1997 Spider Martin photography exhibit commemorating the 1965 Voting Rights March on U.S. 80, Selma to Montgomery Byway. (N1-406-07-1/4)
DISPOSITION: PERMANENT. Transfer immediately to NARA.
RWEN 80 NSBP Posters
created in-house or by contractors relating to the Byways, NSBP-designated sites, program mission, or program initiatives. (N1-406-07-1/5)
DISPOSITION: PERMANENT. Transfer two copies of each poster, upon publication, to NARA by adding the National Archives Still Picture unit to the regular distribution list.
RWEN 81 NSBP Videos and DVDs.
Video Recordings, analog or digital, created in house or by contractors, relating to the Byways, NSBP-designated sites, program mission, or program initiatives. (N1-406-07-1/6)
DISPOSITION: PERMANENT. Transfer the original or earliest generation video recording, i.e., and "edited" or final "master" recording produced as professional quality analog or digital format, with a copy for reference. A VHS or DVD is suitable as the reference copy. (36 CFR 1235, Subpart C).
RWEN 82 NSBP Publications,
including guides, references, educational products, handbooks, booklets, brochures, maps, reports, and newsletters. These publications may be in hard copy or electronic format. (N1-406-07-1/7)
RWEN 83 NSBP Grant Applications.
The projects are to be implemented on highways designated as National Scenic Byways, All-America Roads, America's Byways or an Indian tribe scenic Byway. Contain applications, publications, DVD/CD-ROMs, maps, brochures, recommendation letters from Members of Congress and the community, and supporting correspondence that aid the planning, design, and development of a State scenic or Indian tribe byway program. (N1-406-07-1/8)
DISPOSITION: Temporary. Maintain grant applications in agency for 1 year. Transfer to Federal FRC when 1 year old. Destroy when 4 years old.
RWEN 84 Nominations for National Scenic Byways and All-American Roads.
To be considered for a designation, a road must be nominated by a State, an Indian tribe, or a Federal land management agency and must first be designated as a State scenic byway, an Indian tribe scenic byway, or, in the case of a road on Federal land, as a Federal land management agency byway. Nominations applications include: application, publications, photos, slides, maps, recommendation letters from Members of Congress, and supporting correspondence that aid to plan, design, and develop a State scenic or Indian tribe byway program. (N1-406-07-1/9)
DISPOSITION: Temporary. Transfer nomination applications to the Federal records center after designations are announced. Destroy 25 years after announcement.
RWEN 85 Congestion Mitigation and Air Quality (CMAQ) System.
The CMAQ System is a repository for data from States on their CMAQ projects. The Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU), signed by the President August 10, 2005, required maintenance of a cumulative database of information on projects and emissions reductions. However, reporting began with the start of the CMAQ Federal-aid funding program in 1992. The information is submitted by the Divisions to FHWA Washington Headquarters (HQ). Reporting using the CMAQ system began in about 2004. All reports going back to the start of the program, in 1992, have been digitized and uploaded into the system.
Generally, the data is put together by the States or in some cases the Metropolitan Planning Organizations (MPOs). FHWA Divisions and, to a lesser extent, HQ, provide some level of review of the information, particularly the level of funding for each project and the emissions reduction (or, emissions benefits).
The CMAQ System simplifies the process of submitting the required annual report and can be used to generate spreadsheets and graphic reports of how the funding was used and the expected emissions reductions. The CMAQ System runs on both Microsoft's Internet Explorer and Netscape's Navigator. The System uses an Oracle9I database to store project information, and Seagate's Crystal Reports to generate reports on projects. There are four types of users in the CMAQ System: MPOs, State Departments of Transportation (DOTs), FHWA Divisions, and HQ. The system became operational in about 2004, though some States started using it earlier, and others later. For more information about the system, see the CMAQ Tracking Users Guide.
The system allows States and MPOs to enter data for FHWA Divisions' approval electronically, and it allows the Divisions, in turn, to review and forward the data to Washington Headquarters. The system is set up to allow editing of data, entering data for multi-year projects with only obligation updates needed in subsequent years, and the ability to create MPO- and State-level reports. This Web-enabled system provides users with a simple, efficient way of entering and monitoring project information gathered by fiscal year. At present, it is only available to users who have been given a password. Data is input for the year an obligation occurs, or, in the case of transit funding, for the year when the CMAQ funds are transferred to the Federal Transit Administration (FTA). Thus, the emissions reductions are estimates of future emissions reductions brought about by the project.
RWEN 86 State Environmental Streamlining and Stewardship Practices Database.
The State Environmental Streamlining and Stewardship Practices Database is a web-based database that contains examples of streamlining and stewardship practices used by State DOTs to efficiently and effectively fulfill their National Environmental Policy Act (NEPA) obligations. The supporting website allows users to search the database to read about these examples. Users can click on a U.S. map to retrieve all practices for the selected State or use the search engine to find specific practices by category.
The database provides a brief description or summary of each practice, contact information for that practice, and also links to the entire report, documentation or additional information, as appropriate.
This database is managed by the Volpe Center and the URL is http://environment.fhwa.dot.gov/strmlng/es3stateprac.asp
RWEN 87 Surface Transportation Project Delivery Pilot Program Files.
These files include audit records and reports, Memorandums of Understanding (MOUs) and applications from the States, and administrative files pertaining to this pilot program. A State may assume all or part of the responsibilities of FHWA for environmental review, consultation or other action required under any Federal environmental law pertaining to the review or approval of specific highway projects under this pilot program. The pilot will terminate August 10, 2011. During the participation of a State in this pilot program, FHWA will audit its compliance with the responsibilities assumed twice a year for the first 2 years in the pilot, and then once a year after that.
