FHWA Records Disposition Manual (Washington Headquarters)

CHAPTER 6

This schedule covers records relating to the Federal Lands Highway Program (HFL) maintained in the Washington Headquarters Office of the Federal Highway Administration and reflects disposition authorities granted under N1-406-06-4, N1-406-09-1, and DAA-0406-2015-0002. FLHW 1 and FLHW 2 are 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, HFL will follow the FHWA Records Disposition Schedule for Washington Headquarters Administrative Records in Chapter 2 and the General Records Schedules (GRS).

FLHW 1 Federal Lands Highway (FLH) Subject Files.
Files include, but not limited to, correspondence, directives, memoranda, briefing materials, reports, speeches, research material relating to a variety of FLH organization's issues, and policy and procedural documents reviewed and signed by the FLH Associate Administrator. Files include contacts with outside organizations, including Congress and other Federal agencies. The records document the high level activities for the FLH's Associate Administrator. Files also include legislative, outreach and communication, program review and evaluation, performance planning, civil rights, acquisition management, information technology systems and technology, finance, information and analysis, Equal Employment Opportunity, Standard Operating Procedures (SOPs) and Memorandums of Agreement (MOAs). (N1-409-09-1/1)

1. Primary Documentation.

   DISPOSITION: PERMANENT. Cut off at end of fiscal year. Transfer to the Federal Records Center (FRC) 10 years after cutoff. Transfer to National Archives and Records Administration (NARA) when 20 years old. Electronic records will be transferred directly to NARA in accordance with 36 CFR 1235, Subpart C. (N1-406-09-1/1a)

2. Supplemental Documentation. Files used for policy development, review, and update as well as files relating to the administrative operations of the office.

   DISPOSITION: Temporary. Cut off at the end of fiscal year. Destroy/delete 5 years after cut off. (N1-406-09-1/1b)

FLHW 2 FLH Program Development Files.

1. Program Files. Files related to the following programs and projects: Forest Highways, Park Roads and Parkways, Public Lands, Refuge Roads, and Indian Reservation Roads, Defense Access Roads. Files to include correspondence related to specific programs and projects, as well as allocation memos, allotments, August Redistribution, and similar program documents. (N1-406-09-1/2a)

   DISPOSITION: Temporary. Cut off at end of fiscal year.

   1. (1) If paper: Transfer to FRC 3 years after cutoff. Destroy 10 years after cutoff. (N1-406-09-1/2a(1))

   2. (2) If electronic: Delete 10 years after cutoff. (N1-406-09-1/2a(2))

2. Emergency Relief (ERFO) Program Files. Files contain the determination as to whether a particular Federal Land Management Agency is eligible for emergency relief; information on allocation of funds; recommendations for areas to be awarded funds; and correspondence with regional offices and other related material that is used to administer the ERFO Program. (DAA-0406-2015-0002-0001)

   DISPOSITION: Temporary. Cut off at end of fiscal year. Destroy/delete 10 years after cutoff.

FLHW 3 Subject Files (specific)

1. Defense Access Roads (DAR). These files are used for determining eligibility for funds, review, and update. Files include, but are not limited to, correspondence memoranda, briefing materials, reports, research materials relating to the evaluation and certification of the facilities as important to national defense. (N1-406-06-4/2A)

   DISPOSITION: PERMANENT. Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Transfer to NARA in 5 year blocks when 20 years old.

2. Forest Highway System Reports of Operations. The material consists of Reports to Committee on Roads by the House of Representatives and the Public Roads Administration, Federal Works Agency. (N1-406-06-4/2B)

   DISPOSITION: PERMANENT. Transfer to the NARA immediately upon approval of this schedule.

3. Standard Specifications for Construction of Roads and Bridges on Federal Highway Projects (FP). This publication has been maintained by this office since the 1940s and contains the standard specifications used on nearly all Federal Lands Highway construction projects. A procedure is now in place to continuously update these specifications. Whenever an update is considered, there is a question on background of the current specifications. This background material is kept in these files organized by Section or Subsection. (N1-406-06-4/2C)

   DISPOSITION: PERMANENT. Cut off at end of fiscal year. Transfer to FRC 5 years after cutoff. Transfer to NARA in 5 year blocks when 20 years old.