Total entries: 83 (Listed alphabetically by title)
Description: Acquisition of Right of Way for highways relating to property owners. Records include deeds, easements, statements, certificates, Quitclaim deeds, appraisers reports, title certificates, negotiation record, receipt of brochure, option for ROW, ROW check request form, tax assessment, and miscellaneous correspondence.
Retention: Permanent
Updated: April 05, 2017
Description: Documents relating to the weight of rock, sand, etc. received by a sector of the agency for repairs, construction, etc. and used for balancing and control purposes.
Retention: 7 years
Updated: April 05, 2017
Description: This series documents mailing transactions, which includes documents such as the paperwork to process this type of mail, receipts, books stamped by USPS to indicate as received, and green cards returned from USPS.
Retention: 1 year
Updated: April 05, 2017
Description: Documents relating to rejecting bid proposals submitted by contractors for the construction of highway projects. Records type include expedite downloads files which include Schedule of Items, Unit Prices, DBE List, Federal or State Certifications and Bid (Guaranty Bond - 5%).
Retention: 7 years
Updated: April 05, 2017
Description: Documents relating to transportation research. This series may include: Correspondence, Quarterly and Interim progress report and Implementation study.
Retention: (484-15-001) Final Project Report & Implementation Study: Permanent; (0484-15-001B) Correspondence: Upon project termination date - 5 years; (0484-15-001C) Quarterly and Interim Progress Reports (Daily/Monthly activity reports): 2 years
Updated: April 05, 2017
Description: Documents relating to the acquisition of rights-of way for highways.
Retention: (0484-19-002A) Record Copy: Permanent. (0484-19-002B) Reference Copy: Retain for useful life
Updated: April 05, 2017
Description: Documents relating to the planning and acquisition of rights of way for roads and bridges.
Retention: Retain in office
Updated: April 05, 2017
Description: Documents relating to the relocation of businesses, individuals, and personal property from rights of way acquired. Includes availability of relocation assistance letter, notice to vacate letter, claim for moving benefits, claim for replacement housing, supplemental appraisal housing report, inspection report, interview of occupants, relocation activities log, and payment documentation.
Retention: 10 years
Updated: April 05, 2017
Description: This records series documents the current inventory of real property under the department's jurisdiction, Surplus Property Case Files, leases, sale documents, and contracts. These include correspondence, applications to purchase or lease rental property, internal request to dispose of real property, previous owner documentation of search records, valuation records, documentation of department ownership of real property, plans, maps, photos, Quit Claim deeds for real property sold by the Department, Order or resolution of the Commissioner, or Executive order authorizing the sale of real property etc.
Retention: 6 years after final payment or disposition of property
Updated: April 05, 2017
Description: Records related to certification and acquisition of local government projects.
Retention: (0484-19-001A) Deeds: Permanent; (0484-19-001B) Other Records: 7 years.
Updated: April 05, 2017
Description: Documentation of road conditions as seen by a collection vehicle driving roads throughout the State in different years and consisting of State Routes, National Highway System, and Federal-aid eligible routes. Collations include cove, cross slope, grade, and pavement condition (IRI) data.
Retention: 7 years
Updated: April 05, 2017
Description: Official copies of Project-related documents developed as part of the design of highways and bridges.
Retention: 20 years after project closeout
Updated: April 05, 2017
Description: Reports and other information on the Wildflower Program, Worksite Safety Inspections, UST Petroleum Underground fuel storage tanks, tree trimming, shoulder clipping, shoulder building, sign replacement, and prison crew reports.
Retention: 3 years
Updated: April 05, 2017
Description: Documents relating to the investigation of fatal accident sites on the state route system. Included are some non-fatal accidents and fatal accidents for railroad crossings on the state route system.
Retention: 10 years
Updated: April 05, 2017
Description: Documentation of all planning materials used to conduct the annual conference by the host state.
Retention: 14 years
Updated: April 05, 2017
Description: Documentation of the proceedings of annual conference hosted by the DOT
Retention: 2 years
Updated: April 05, 2017
Description: Documents establishing speed zones on state routes, county roads, and city streets. Records include: Radar speed study reports, speed zone survey field sheets, copies of official speed zone orders, and requests for erection of speed limit signs.
Retention: Retain until superseded or rescinded
Updated: April 05, 2017
Description: Records documenting damage to agency owned property and the collection of compensation.
Retention: 3 years after the file has been closed
Updated: April 05, 2017
Description: Orders of the Commissioner, Notices of Intent, Maintenance Resolutions, Final Distributions, Applications to (AASHTO) regarding changes affecting the US Route System, and other official documentation related to changes and designations to State Highway System.
Retention: Permanent
Updated: April 05, 2017
Description: Documents relating to the tabulation of all responsive bidders for the construction or maintenance of a highway. Records type include the bid letting comparison form, bid letting history, low bid summary, and low bid analysis.
Retention: (0484-05-003A) 10 years from the date of the last project finalized/closed out in that letting date; (0484-05-003B) Bid openings and tabulations after FHWA final payments of the project: 3 years
Updated: April 05, 2017
Description: Documents relating to highway surveys and location studies.
Retention: Retain for useful life.
Updated: April 05, 2017
Description: Documents relating to the creation of a transportation plan for urban areas with a population in excess of 50,000. The records type include travel demand models, base year data, existing and committed systems, selected plans, and test alternatives.
Retention: Retain in office
Updated: April 05, 2017
Description: Short term hourly traffic data and annual summary reports of count data for those same locations.
Retention: Retain in office.
Updated: April 05, 2017
Description: Studies evaluating the environmental impact that road construction might have on the surrounding area.
Retention: Permanent
Updated: April 05, 2017
Description: Records documenting public hearings held in advance of proposed road construction.
Retention: 3 years after final payment on the project
Updated: April 05, 2017
