This schedule covers records relating to Planning and Program Development (transportation planning functions) maintained by the field offices of Federal Highway Administration and reflects disposition authority granted under NC1-406-84-2.
TRAP 1 Airport Access Files: Studies and background information on airport access projects and comments on studies concerning access roads to airports. (NC1-406-84-2/1)
DISPOSITION: Destroy when no longer needed.
TRAP 2 Annual Statistical Data: Reports pertaining to motor fuel, motor vehicle registration, drivers licenses, registration fees and annual statistical data, including States', cities' and counties' data on how States finance their highways and roads. (NC1-406-84-2/2)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
TRAP 3 Appalachian Cost Estimate: Current cost estimate and copies of the previous cost estimates, including pertinent correspondence on their preparation and submittal. (NC1-406-84-2/3)
DISPOSITION: Destroy when no longer needed.
TRAP 4 Appalachian Local Access Road Files: (Non Project) Correspondence, budget and financial statements and the annual report submitted to Congress that pertains to location of highways in the
13 States included in the Appalachian Development Highway and Local Access Road Program. (NC1-406-84-2/4)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
TRAP 5 Appalachian Quarterly Report: Report and related documents.
(NC1-406-84-2/5)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
TRAP 6 Census: Correspondence and various reports documenting the population of each State in the region. (NC1-406-84-2/6)
DISPOSITION: Dispose of when no longer applicable to operation.
TRAP 7 Certification of Public Mileage: Documents concerning State certification of public roads and Federal domain mileage and studies pertaining to the certification process. Included also are correspondence and related background material. (NC1-406-84-2/7)
DISPOSITION: Destroy when no longer needed.
TRAP 8 Coastal Zone Management: Correspondence on the review and comments on the Coastal Zone Plans for each State. Approved final plans are maintained for reference. (NC1-406-84-2/8)
DISPOSITION: Destroy when no longer needed.
TRAP 9 Coal Haul Road Study Files: Correspondence, working papers, financial statements, statistical data and other related material pertaining to the study to determine the cost and benefits related to alternate coal haul road system improvement levels for the nation.
(NC1-406-84-2/9)
DISPOSITION: Destroy when final report is completed.
TRAP 10 Demonstration Program Files: Consist of correspondence, requisitions, background material and other material concerned with projects related to the rural transportation highway public demonstration program. (NC1-406-84-2/10)
DISPOSITION: Destroy when 3 years old.
DISPOSITION: Transfer to FRC when 2 years old. Destroy when 5 years old.
TRAP 11 Economic Growth Center Development Files: Working papers, background material, study material, progress reports, correspondence received from States, FHWA regional and division offices, financial statements, and guidelines that pertain to the Economic Growth Center Development. (NC1-406-84-2/11)
DISPOSITION: Destroy when no longer needed.
DISPOSITION: Place in inactive file after project is completed. Cut off inactive file at end of fiscal year. Transfer to FRC 1 year after cutoff. Destroy 10 years after cutoff.
TRAP 12 Economic Studies and Surveys: Records pertaining to highway cost allocation, tourists, highway needs, highway performance monitoring systems, economic impact. (NC1-406-84-2/12)
disposition: Cut off at end of fiscal year. Destroy 3 years after cutoff.
TRAP 13 Environmental - Urban: Files reflecting environmental aspects of urban planning, including directives that implement EPA regulations, correspondence with States, EISs from other agencies, policy, interpretations, urban environmental studies, and comments on regulations and information on how to prepare an environmental impact statement. (NC1-406-84-2/13)
disposition: Destroy when no longer needed.
TRAP 14 Highway Needs Studies: Reports on the Highway Needs Study Program, including printouts of national needs data.
(NC1-406-84-2/14)
disposition: Destroy reports and printouts when no longer needed.
TRAP 15 Highway Needs to Solve Energy Problems: Files consist of working papers, correspondence, exhibits and public hearing documents, State surveys and official documents submitted to the Washington office from local jurisdictions and the public relating to the report on highway needs to solve energy problems, which address transpor tation needs relating to energy resources (particularly coal), theirrelation to highway needs, and revenues available to fund such needs.
(NC1-406-84-2/15)
DISPOSITION: Destroy in agency when no longer needed for reference.
TRAP 16 Highway Statistics Files: Documents, forms, files and other materials used in developing national summaries and studies and dealing with highway finance at Federal, State and local levels; motor fuels, motor vehicles, motor carriers, and driver registrations; and highway mileage. (NC1-406-84-2/16)
Cut off at end of fiscal year. Transfer to FRC 3 years after cutoff. Destroy 6 years after cutoff.
TRAP 17 Interstate Cost Estimates: Background information and data on mileage and travel on the Interstate System and projections for the next 20-30 years. These are forecasts by the State which are formulated according to established procedures and are used in reports to Congress. Also, records concerning detailed support for Interstate withdrawals. (NC1-406-84-2/17)
DISPOSITION: Destroy when 5 years old.
DISPOSITION: Destroy when program is completed.
TRAP 18 Intermodal Planning Group: Correspondence, reports, minutes of meetings and related documents for the Intermodal Planning Group (IPG). (NC1-406-84-2/18)
DISPOSITION: Cut off at end of fiscal year. Destroy 5 years after cutoff.
TRAP 19 Metropolitan Planning Organizations (MPO): Correspondence documenting FHWA interpretation, administration, general supervision and contacts with the MPOs in the State, and reports documenting an urban transportation plan. (NC1-406-84-2/19)
DISPOSITION: Cut off at end of fiscal year. Transfer to FRC 2 years after cutoff. Destroy 5 years after cutoff.
TRAP 20 Narrative Report Files: Annual status reports of the HPR program from States. (NC1-406-84-2/20)
Destroy when 3 years old.
TRAP 21 National Cooperative Highway Research Program (NCHRP): Reports and correspondence on NCHRP and Pooled Funded Research using HPR funds. (NC1-406-84-2/21)
DISPOSITION: Destroy when no longer needed.
TRAP 22 Planning Subject Files: Correspondence, memoranda, reports, background materials, and other records documenting Washington office, regional office, and division office interpretation, administration, execution, studies, classification, and general supervision of planning functions in the Federal-aid highway program. Includes subjects: urban planning, non-urbanized planning, carpooling, vanpool ing, ridesharing, mass transit, parking, transportation of elderly and handicapped, energy, speed, truck studies, economic growth, Federal Railroad Administration, functional classification, Highway Performance Monitoring System, off-system roads, motor vehicle operations, census, airports, and traffic. (NC1-406-84-2/22)
DISPOSITION: PERMANENT: Cut off files at end of fiscal year. Transfer to National Archives Field Branch when 7 years old.
DISPOSITION: Destroy when 7 years old, or when no longer needed, whichever comes first.
TRAP 23 Planning Projects Progress Reports: Progress reports submitted by the State to division office concerning planning projects. (NC1-406-84-2/23)
DISPOSITION: Place in inactive file after completion of project. Cut off inactive file at end of fiscal year. Destroy 3 years after cutoff.
TRAP 24 Planning and Research Funding: General correspondence, highway planning survey funds, matching ratios, Interstate substitution funds. (NC1-406-84-2/24)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
TRAP 25 Planning and Research Reports and Studies: Narrative and expenditure reports; clearinghouse reviews; registration and taxation; various surveys and studies, both State and national. Includes studies on railroad and aviation system planning. (NC1-406-84-2/25)
DISPOSITION: Destroy when 3 years old or when no longer needed, whichever comes first.
TRAP 26 Program Planning and Research Correspondence: Correspondence and other materials concerning policy and procedure, TOPICS program, systems, secondary road plan, planning program and approvals, expenditure reports, highway statistical data, traffic reports, control devices, etc, urban planning, transportation studies, maps and mapping, studies and surveys, technology transfer and environment.
(NC1-406-84-2/26)
DISPOSITION: PERMANENT: Cut off files at end of fiscal year. Transfer to National Archives Field Branch when 3 years old.
DISPOSITION: Destroy when 3 years old or when no longer needed, whichever comes first.
TRAP 27 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); also material on FHWA clearance of public transportation projects to transfer highway funds to mass transportation projects.(NC1-406-84-2/27)
DISPOSITION: Destroy when no longer needed.
TRAP 28 Scenic Road Study Files: Correspondence on study design of scenic highways, proposals, statistical data, national studies on scenic highways and material pertaining to scenic roads as related to the Interstate system. (NC1-406-84-2/28)
DISPOSITION: PERMANENT: Cut off files at end of fiscal year. Offer to National Archives Field Branch when 7 years old.
DISPOSITION: Destroy when 5 years old or when no longer needed, whichever comes first.
TRAP 29 Shakwak Project Files: Correspondence and documents pertaining to the development of Shakwak; personnel records, staffing charts, committee reports, meeting minutes, travel information, financial management, financial activity, project funding audit reports, delegations and assignments. (NC1-406-84-2/29)
DISPOSITION: PERMANENT: Transfer to the National Archives after completion of project. Destroy immediately any records not accepted by NARA.
TRAP 30 Special Studies: Correspondence, procedural manuals, directions, and reports on studies required by legislation and studies conducted by States under the HPR-Pl annual work programs.
(NC1-406-84-2/30)
Destroy when no longer needed.
TRAP 31 State Obligations: Reports on State's debts, bonds sold, bonds outstanding and other data related to financing of highways.
(NC1-406-84-2/31)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
TRAP 32 State Traffic Count Data: Traffic count data provided by the States. (NC1-406-84-2/32)
DISPOSITION: Cut off at end of fiscal year. Destroy 2 years aftercutoff.
TRAP 33 Transportation System Management (TSM) Files (Regional Office): Congressional correspondence pertaining to TSM and other technical material used for reference and for providing information to State and local governments. (NC1-406-84-2/33)
DISPOSITION: Destroy when no longer needed.
TRAP 34 Transportation Research Board (TRB) Files: Copies of research studies done by the TRB, FHWA's comments on the studies, and projects that involve these studies. (NC1-406-84-2/34)
DISPOSITION: Place in inactive file after completion or cancellation of related projects. Cut off inactive file at end of fiscal year. Destroy 5 years after cutoff.
TRAP 35 Urban Corridor Control Files: Background material, monthly progress reports, recommendations on contracts, correspondence and related papers that are maintained as reference material used in work related to the urban corridor control program. (NC1-406-84-2/35)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
TRAP 36 Urban Planning Division Studies: Correspondence among regional office, Washington office, and division office and background material concerning transportation studies. (NC1-406-84-2/36)
DISPOSITION: Cut off at end of fiscal year. Destroy 3 years after cutoff.
