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This schedule covers records relating to Right-of-Way and Environment maintained in the Washington Headquarters Offices of Federal Highway Administration and reflects disposition authorities granted under NC1-406-80-7, N1-406-07-1, N1-406-09-14 and the General Records Schedules (GRS).
RWEN 1 AASHTO (American Association of State Highway and Transportation Officials) - Right-of-Way Committee. Files consist of correspondence on Right-of-Way activities between AASHTO
Committee members and Right-of-Way minutes of AASHTO meetings, cor respondence related to the relocation assistance program, and correspondence with directors of AASHTO. (NC1-406-80-7/1)
DISPOSITION: Cutoff at end of fiscal year. Destroy in agency 3 years after cutoff.
RWEN 2 Administrative Files. Contain general correspondence on budget material, contracts, employee evaluations, position descriptions annual program objectives, training, promotion boards, division reorganization, safety inspections, travel, work programs, monthly status reports and program objectives. (NC1-406-80-7/2)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 3 Air Quality Analysis. Consist 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.
(NC1-406-80-7/3)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 4 Air Quality Files. Consist of general correspondence from the public, congressional inquiries, legislative material, briefings, working papers 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.
Arranged by subject. Annual accumulation 2 cubic feet.
(NC1-406-80-7/4)
DISPOSITION: PERMANENT. Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Transfer to National Archives in 5 year blocks when 20 years old.
RWEN 5 Annual Reports. Contain correspondence, draft material, comments sent from the regions, 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. (NC1-406-80-7/5)
DISPOSITION: Retain pending reappraisal.
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. (NC1-406-80-7/6)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 7 Certification Acceptance. Files consist of comments on all eligible projects pertaining to relocation assistance in all States, reviews of the correspondence on certification acceptance, comments on FHPM's or directives on certification acceptance, position papers from States, and draft comments on the Federal-aid Highway Act.
(NC1-406-80-7/7)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 8 Civil Rights. Contain annual reports to Congress on civil rights, comments on Title IV requirements, DOT orders and inquiries, general correspondence and other related material concerning discrimination in housing and in the women's program.
(NC1-406-80-7/8)
DISPOSITION: Cut off at end of fiscal year. Destroy 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.
(NC1-406-80-7/9)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 10 Contracts. Files contain third party contracts with parties in the field division offices. Contracts are written to get work done through States and ROW with a third party. (These are not official copies of contracts. Official copy is maintained in State office or FHWA procurement office).(NC1-406-80-7/10)
DISPOSITION: Place in inactive file upon completion of contract. Cut off inactive file at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 6 years after cutoff.
RWEN 11 Contract Schedules. Files contain correspondence, studies, research, and proposals on preparing schedules for relocation payments. (NC1-406-80-7/11)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 12 Design, Art, Esthetics, 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. (NC1-406-80-7/12)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 13 Disposal of Excess Right-of-Way. Files consist of correspondence, copies of regulations and procedures used in the handling of requests for disposal and relinquishment of right-of-way lands acquired for the construction of highways. (NC1-406-80-7/13)
DISPOSITION: Destroy in agency when no longer needed.
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. National Wildlife Federation files are included. (Reference file.) (NC1-406-80-7/14)
DISPOSITION: Cut off at end of fiscal year. Destroy 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. (NC1-406-80-7/15)
DISPOSITION: 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. (NC1-406-80-7/16)
DISPOSITION: Destroy when 3 years old or when no longer needed for administrative purposes.
RWEN 17 Environmental Quality Correspondence Files. Contain correspondence on ecology, archeology, energy, coastal zone management, and all other correspondence created by the Environmental Quality Division. (NC1-406-80-7/17)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 17.5 Environmental Program Files. Consist of incoming and outgoing correspondence related to all aspects of environmental projects. Also included is background material and other documentation used in preparing replies to inquiries of a non-technical nature for the Office of Environmental Policy.
(NC1-406-80-7/17A)
DISPOSITION: Destroy in agency when 5 years old or upon completion of project, whichever is appropriate.
RWEN 18 Federal Land Transfer Files. Contain surveys, correspondence received from FHWA regions and related documents pertaining to land owned by other Federal agencies such as the Federal Wildlife Administration when there is a need to collaborate with these agencies for right-of-way in the construction of highways.
(NC1-406-80-7/18)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 19 Federal Railroad Appraisal Files. Consist of correspondence, cost statements, minutes of meetings, appraisal reviews for Federal Railroad Administration (FRA) and related documents pertaining to FHWA's efforts to collaborate with the FRA in all matters involving evaluation of real property needed for highways and railways. (NC1-406-80-7/19)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 4 years after cutoff.
RWEN 20 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 noise control. (NC1-406-80-7/20)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 21 Foreign Projects Canada/Darien Gap. Contain comments incorporated into the text of the final Environmental Impact Statement. Files also contain material concerned with the U.S. financial participation in the funding of the Darian Gap. (Program records relating to Darian Gap are covered by NC1-406-80-8, Item 37, which appears in this manual as ENTO 79.) (NC1-406-80-7/21)
DISPOSITION: Destroy when 3 years old or when project is finalized, whichever comes first.
RWEN 22 Functional Replacement files. Consist of 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 activities such as public housing, fire houses, park and schools. (NC1-406-80-7/22)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 23 General Noise Files. Contain presentations, briefings, noise study reports, quarterly reports, bibliographies and other reference material concerning noise. (NC1-406-80-7/23)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 24 Government Organization Files. Contain correspondence that has transpired with agencies such as the Bureau of National Affairs and the Environmental Protection Agency. (NC1-406-80-7/24)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
RWEN 24.5 Hearing Transcripts for federal Highway Beautification Program Standards. Consists of hearing testimony from nationwide hearings conducted for the purpose of establishing Federal Highway Beautification Standards, Testimony was used to develop legislation for the 1965 Highway Beautification Act. Arranged alphabetically by State. 5 cubic feet [No further accumulation; this is a one-time file]. (NC1-406-80-7/24A)
DISPOSITION: PERMANENT. Transfer to FRC upon approval of this SF-115. Transfer to National Archives when 20 years old.
RWEN 25 Highway Beautification Reference Files. Consist of background material, reports correspondence and other papers used for reference on highway beautification projects. (NC1-406-80-7/25)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 26 RESERVED.
RWEN 27 Integrated Grant Administration Program. Contains comments on DOT Order H 600.8A, Integrated Grant Administration Program, which provide a technique whereby public agencies can file a single application for funds from several Federal programs.
(NC1-406-80-7/27)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 28 RESERVED.
RWEN 29 Land Use. 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. (NC1-406-80-7/29)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 30 Land Use Control. 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). (NC1-406-80-7/30)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 31 Last Resort Housing - Section 206(a). Contains general correspondence, comments, drafts and projects with specific States such as California, Florida, District of Columbia, Kentucky, Michigan, and Hawaii, which build or buy houses when nothing else is available, due to the relocation of the affected citizens. Files also contain monthly printouts of the status of this program and the studies that have been done on last resort housing. (NC1-406-80-7/31)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 6 years after cutoff.
RWEN 32 Litigation. Files contain comments, background material on legal cases; Senate bills; court decisions on noise projects and court orders related to changes on Statewide projects. (NC1-406-80-7/32)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 33 Litigation of Relocation Benefits. Contain correspondence and related materials on court cases concerning the relocation assistance program. (NC1-406-80-7/33)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 34 Local Public Agencies. Files contain correspondence on local government involvement in relocation assistance instead of the States. (NC1-406-80-7/34)
DISPOSITION: Destroy in agency when 3 years old or when no longer needed.
RWEN 35 Measurements. 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. (NC1-406-80-7/35)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 36 Metric System. Files contain reports and correspondence regarding the conversion of the metric system in housing replacement.
(NC1-406-80-7/36)
Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 37 Mobile Source Emission. Files consist of correspondence, statistical data, notes, material received from the Environmental Protection Agency and related documents pertaining to the development of mobile Source Emission Sector Tables. These tables are used for estimating vehicular pollutant emissions and aid FHWA reviews in assessing the emission factors used in analysis pertaining to environmental impact statements or the transportation portion of State implementation plans. (NC1-406-80-7/37)
DISPOSITION: Destroy in agency when no longer needed.
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. Files also contain computer programs to implement these models involving analyzing simple sites with parallel carriers and analyzing complex sites. (These are instructions to the computer but not machine-readable records). (NC1-406-80-7/38)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 39 Nationwide Billboard Data Files. Consists of statistical data used as a basis for State-Federal agreements on the permanent classification of sign status in each State. (NC1-406-80-7/38A)
DISPOSITION: Transfer to FRC upon approval of this schedule. Destroy when 10 years old.
RWEN 40 RESERVED.
RWEN 41 RESERVED.
RWEN 42 RESERVED.
RWEN 43 Payback Files. Consist of correspondence, legal determinations, minutes of meetings, cost estimates, records for relocation cost, memorandums of understanding, judgments and other related material that involve the payback of funds by States to the Highway Trust Fund. (NC1-406-80-7/43)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.
RWEN 44 RESERVED.
RWEN 45 Planning, Project, Design and Source Control Files. Consist of correspondence, working papers, reference material and document 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).(NC1-406-80-7/45)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 46 Pollutant Files. Consists of correspondence, reports, working papers, and related documents used to develop reports, technical manuals, and procedures pertaining to the type of pollutants that come from motor vehicles such as carbon monoxide, oxidants, nitrogen oxides, hydrocarbon particulates, lead and sulphur oxides.
(NC1-406-80-7/46)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 47 PR-1228. Files contain relocation assistance payment statistics done annually, program review reports, and correspondence.
(NC1-406-80-7/47)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 48 Private Organizations. Contain correspondence with reports and other materials from organizations such as Council on Environmental Quality, the Engineering Foundation and AASHTO.
(NC1-406-80-7/48)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
RWEN 49 Project Analyses Files. Consist of correspondence, comments from other Government agencies and field reviews as they relate to projects pertaining to air quality. Files also include comments onEnvironmental Impact Statements. (NC1-406-80-7/49)
DISPOSITION: Cut off at end of fiscal year. Destroy 1 year after cutoff.
RWEN 50 Project Files. Contain working papers, background material and related documents used daily concerning highway projects of States under the HP&R program. (NC1-406-80-7/50)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 51 Property Management Files. Consist of correspondence, audit findings, and related material pertaining to property management agreements between States and rental agencies. The agreements involve the demolition of buildings and the selling of houses to clear the right-of-way for a particular highway project.
(NC1-406-80-7/51)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 52 Railroad Project Files. Consist of general correspondence, reports, and other related documents used to conduct the railroad appraisal acquisition feasibility studies which are undertaken to look into any problem of requiring railroad right-of-ways in connection with Federal-aid highways. (NC1-406-80-7/52)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 53 Record of Coordination Files. Contain records of coordination with proposed directives, organization changes, copies of approval and other material that relate to all FHWA environmental and right-of-way activities in the office. (NC1-406-80-7/53)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years after cutoff.
RWEN 54 Regional Relocation Project Study Files. Contain separate studies made in each region on various kinds of relocation projects.
(NC1-406-80-7/54)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 55 Regulation Standards. Files contain working papers, background material, related directives, 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.(NC1-406-80-7/55)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 56 Relocation Assistance Implementation Committee. Files contain correspondence, comments and related materials, minutes of the committee meetings, uniform agreements the committee decided to adopt, proposed and adopted legal and procedural differences, all of which relate to the committee established by GSA to iron out the differences between agencies caused by the Uniform Relocation Assistance Act.
(NC1-406-80-7/56)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 6 years after cutoff.
RWEN 57 Relocation Assurances. Files contain procedures from all field division offices and regions showing that they comply with the law which mandates 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. (This is a reference file for the Headquarters office.)
(NC1-406-80-7/57)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 58 Relocation Council. Files contain reports from all States dealing with relocation problems. Files also contain material related to the Relocation Task Force. (NC1-406-80-7/58)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 59 Relocation Meetings. Files contain comments, reports and meetings held in the Program Management and Technical Instruction Branch within the last few years. (NC1-406-80-7/59)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 60 Relocation Plans. Files contain copies of reports and correspondence relative to relocation plans. Plans consist of reviewing States secondary road plans for acceptability as they relate to the handling of relocation payments, services, and replacement housing. (NC1-406-80-7/60)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 61 Reorganization of FHWA. Files contain correspondence, proposals, and studies concerning what effects reorganization makes on the Policy Planning Branch. (NC1-406-80-7/61)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 10 years after cutoff.
RWEN 62 Right-of-Way Approach Program. Files contain comments, reports, and studies made on programs such as relocation payment, services, and replacement. (NC1-406-80-7/62)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 63 Right-of-Way Revolving Fund. Files consist of correspondence and proposals related to the right-of-way revolving fund which are set aside for future construction of highways on Federal-aid systems. (NC1-406-80-7/63)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 64 State Appraisal Files. Consist of correspondence, court cases appraisal reviews, working papers and background material relating to FWHA's effort to establish specific criteria for determining the qualifications of appraisers when making review of appraisals done by State or federally assisted highway proposals and projects. (NC1-406-80-7/64)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 65 State Files - Relocation Assistance Division. Contain reports and correspondence from regions. Also in the files are inquiries pertaining to the relocation program. (NC1-406-80-7/65)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years aftercutoff.
RWEN 66 State Junkyard Files. Consist of correspondence reports, reviews, congressional inquiries and other related papers pertaining to junkyards. The junkyards are establishments, or places of business, operated or used for storage, or selling junk in areas adjacent to Federal-aid highway systems. (NC1-406-80-7/66)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 67 State Outdoor Activities Files. Consist of correspondence, congressional inquiries, reviews, follow-up to reviews, background material, memoranda and other related papers maintained in the effort of administering the FHWA program designed to promote and control the erection and maintenance of outdoor advertising signs, displays and devices in areas adjacent to Federal-aid highways. Arranged by subject. Annual accumulation 3 cubic feet. (NC1-406-80-7/67)
DISPOSITION: Destroy in agency when no longer needed.
DISPOSITION: PERMANENT. Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. transfer to National Archives in 5 year blocks when 20 years old.
RWEN 68 Stationary Service Emission Files. Consist of reference material, reports, correspondence from States and other Government agencies, statistical data and related papers pertaining to emission control. (NC1-406-80-7/68)
DISPOSITION: Cut off et end of fiscal year. Destroy in agency 1 year after cutoff.
RWEN 69 Stopped Projects. Files contain correspondence and research projects concerning construction of highways and freeways and their effect on the public and the court cases that are involved.
(NC1-406-80-7/69)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 10 years after cutoff.
RWEN 70 Telephone Inquiry. Files contain telephone requests made by the public complaining about relocation assistance payments and services for replacement housing. Files also contain congressional inquiries relating to the same subject. (NC1-406-80-7/71)
DISPOSITION: Cut off at end of fiscal year. Destroy in agency 1 year after cutoff.
RWEN 71 Training Files. Consist of working papers, correspondence, training schedules, slides and other documents used for training of regional personnel, State highway personnel and personnel of other Government agencies in the area of ROW. (NC1-406-80-7/71)
DISPOSITION: Destroy in agency when no longer needed.
RWEN 72 Transportation Research Board (TRB) Files. Consist of comments, correspondence, reports, research studies and also papers received by the TRB relating to relocation assistance, moving costs, replacement housing and related documents. (NC1-406-80-7/72)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 73 Federal Transit Administration (FTA) formerly Urban Mass Transportation Administration (UMTA). Files contain correspondence and reports related to Joint projects, including a consolidation study between FHWA and FTA. (NC1-406-80-7/73)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 6 years after cutoff.
RWEN 74 Urban Systems Project Files. Files contain correspondence on studies of projects on urban systems and programming urban systems.
(NC1-406-80-7/74)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
RWEN 75 Use of Air Space Files. Consist of correspondence memoranda, reports and related documents pertaining to quarterly progress reports on the use of air space over or below a highway and used for parking purposes. (NC1-406-80-7/75)
DISPOSITION: Destroy in agency upon completion of report.
RWEN 76 Photographs, generated, gathered, or acquired by the National Scenic Byways Program (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 1228.266, 1228.270, and any supplemental National Archives and Records Administration (NARA) guidance in effect at the time of transfer. (N1-406-07-1/1)
DISPOSITION: PERMANENT. Cut off in five-year blocks, and transfer to NARA when the oldest image in the block is ten years old.
DISPOSITION: PERMANENT. Cut off files every two years and transfer master set (highest resolution available) immediately to NARA, along with any related finding aids.
DISPOSITION: PERMANENT. Cut off files every two years and transfer master set (highest resolution available) immediately to NARA, along with any related finding aids.
RWEN 77 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: Destroy when no longer needed for agency business.
RWEN 78 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 1228.266 and 1228.270, 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 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 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 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 1228.266(d)(1) and (e)(1).
RWEN 82 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)
DISPOSITION: PERMANENT.
If paper: Transfer 2 copies of each publication to NARA immediately upon publication. (N1-406-07-1/7A1)
If electronic: Transfer electronic versions of publications at the end of fiscal year in which they were published electronically, in accordance to 36 CFR 1228.270. (N1-406-07-1/7A2)
DISPOSITION: Destroy when no longer needed.
RWEN 83 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: Maintain grant applications in agency for 1 year. Transfer to Federal records center 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: 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.
DISPOSITION: PERMANENT. Transfer a copy of the master data file upon approval of this schedule. Thereafter, cut off 2 years after the end of the fiscal year to allow for entry and review of project data. Transfer a copy of the master data file to the National Archives and Records Administration (NARA) 2 years after cut off, in accordance with 36 CFR 1228.270.
DISPOSITION: Destroy/delete when agency determines that they are no longer needed for administrative, legal, audit, historical trend analysis, or other operational purposes.
DISPOSITION: PERMANENT. Transfer to National Archives with the permanent electronic records to which the documentation relates.
