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Transportation, Department of [ Total entries: 83 ]
Description: Documents relating to aerial photographs used for mapping and location studies, in negative and digital format.
Retention: (0484-06-005A) Developed photo and used digital images: Perrmanent; (0484-06-005B) Unused images and negatives: Retain for useful life.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the development of individual airport plans
Retention: (0484-26-003A) Master Planning File: Permanent; (0484-26-003B) Master Planning Correspondence File: 25 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the development of area-wide airport system plans.
Retention: (0484-26-004A) Airport System Planning File: Permanent; (0484-26-004B) Correspondence File: 25 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents gathered after receipt of Ante Litem Notices as well as the original notice.
Retention: 20 years after final disposition of case. Verify with Attorney General that no further action has been filed on behalf of the injured party prior to destruction.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents gathered after receipt of Ante Litem Notices as well as the original notice.
Retention: District Office: 2 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the issuing of permits for the construction of commercial driveways which encroach on the State's right-of-way.
Retention: (0484-21-005A) Originals: Permanent; (0484-21-005B) District Reference Copies: 10 years from the release or cancellation of permit.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the issuing of permits for utility encroachments on the State's right-of-way
Retention: (0484-23-001A) Retain in Office; (0484-23-001B) District Copies: 3 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to an inventory of the physical capabilities of all bridges. This data is used in routing trucks over the State highway system.
Retention: Life of structure
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to inspection of all bridges and structures.
Retention: 2 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the design and construction of bridges and structures. Records type include: bridge, culvert and retaining wall design computations, design notes, bridge foundation investigation reports, Corp of Engineers and Coast Guard sketches, test pile and driving pile data, preliminary layouts, as built plans (as necessary) and originals and revisions of small drawings.
Retention: Federally-funded and State-funded Projects: 50 years.
Vital Record: FALSE
Updated: April 05, 2017
Description: Records documenting construction of roads, bridges, airports, mass transit systems and cities' and counties' projects. Record types include correspondence, reports, contracts, agreements, estimates, funding, payment documents, etc.
Retention: 7 years upon receipt of the final closing documents
Vital Record: FALSE
Updated: April 05, 2017
Description: All correspondence and materials relating to requests to produce received by the Office of Legal Services, the General Office Legal Service Assistant, and the District Legal Services Assistants. All correspondence related to litigation.
Retention: 1 year after final disposition of case. Verify with the Attorney General that no appeal has been filed prior to destruction.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the construction of roads.
Retention: 3 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Source records of consultant's application for request of prequalification and other correspondence between the department and consultant. Records include: prequalification certificates, letters, professional licenses, and certificates for the consultant.
Retention: 4 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Continuous hourly traffic count data at various locations across the state and annual traffic count summary reports for those same locations.
Retention: Retain in office
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to allocation of personnel costs to specific highway projects.
Retention: 4 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the establishment of the estimated prices of all items on department projects being let to contract. These prices are used in comparison with the bid prices submitted.
Retention: 7 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents related to the review of plans, specifications, estimates, and approving final plans.
Retention: 1 year after final acceptance, then incorporate into Highway Project Files.
Vital Record: FALSE
Updated: April 05, 2017
Description: Records documenting the agency's compliance with the requirements of the Disadvantaged Business Enterprise Program. Document types include: Disadvantaged Business Enterprise reports on federally funded projects, Monthly EEO reports from districts, DBE certification documents, and Title VI and VII compliant investigation documents.
Retention: (0484-09-001A) Complaint investigation documents: 10 years (0484-09-001B) Monthly EEO reports and DBE certification documents: 5 years; (0484-09-001C) DBE reports: 3 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the usage and maintenance of State-owned equipment.
Retention: (0484-24-001A) Federal charges: Retain for 20 years after project closeout; (0484-24-001AB) State charges: Retain for 7 years.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documentation of (OTD) notification for others within the department of approved changes to the Federal Highway System- State Highway Revisions, letter of Resolutions, sketch maps, Interdepartmental Correspondences, Letters of Approvals, and related documents.
Retention: Permanent.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the establishment and geographic location of permanent national geodetic monument control points throughout the State, which include topographical maps with survey mark locations plotted on them. Included are: original sketchers and film positives of the sketchers.
Retention: Permanent
Vital Record: FALSE
Updated: April 05, 2017
Description: Annual 400 Series Reports to include highway mileage and daily vehicle miles traveled (DVMT) summarized in several stratifications.
Retention: Retain in office
Vital Record: FALSE
Updated: April 05, 2017
Description: Official copies of construction plans and district mark-up construction plans (As-builts) used in the construction of highways and bridges
Retention: Retain in office.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the construction of roads and bridges. Record types include correspondence, reports, contracts, agreements, estimates, funding, payment documents, etc.
Retention: 20 years after project closeout
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to coordinating the approval and funding of projects under the Construction Work Program. These records contain project allotment files which include allotment notice sheets and documents of authority approving requests.
Retention: 3 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to agreements between railroads or utilities and the department
Retention: Permanent
Vital Record: FALSE
Updated: April 05, 2017
Description: Records relating to development of and/or planning of individual airport or area-wide airport system plans. Capital construction projects, includes contract documents, supplemental agreements, project descriptions and requirements, budgets, records pertaining to property acquisitions, and project closeout documents.
Retention: 20 years
Updated: April 05, 2017
Description: Records relating to airport planning and construction projects that are not federally funded; includes contract documents, supplemental agreements, project descriptions and requirements, budgets, project closeout documents, and correspondence relating to the project.
Retention: 7 years
Updated: April 05, 2017
Description: Documents relating to the construction of county or city roads. The State administers the funds to counties or cities. The cities and counties are responsible for the construction of the roads. Records type include correspondence, reports, contracts, agreements, estimates, funding, payment documents, etc.
Retention: 7 years, then incorporate into Highway Project Files
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents include correspondence and reports concerning the activities of the Office of Maintenance
Retention: 5 years and until all audits are completed and all questions are resolved.
Vital Record: FALSE
Updated: April 05, 2017
Description: Daytime and nighttime inspection of roads and their rights of way. Reports/data is maintained electronically in Georgia Asset Management System (GAMS).
Retention: 3 years
Vital Record: FALSE
Updated: April 05, 2017
Description: This system contains all data and reports used to report maintenance activities performed by GDOT maintenance forces, as it pertains to state and federal highway systems' maintenance; including during declared emergencies.
Retention: 3 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Provides inventory control of maintenance materials.
Retention: 3 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Road and highway maps maintained and distributed by the department.
Retention: Permanent
Updated: April 05, 2017
Description: Documents relating to the construction of projects financed by Federal- Aid.
Retention: 20 years after project closeout
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the construction of projects financed by State-Aid and Local Funds.
Retention: 7 years upon receipt of final acceptance letter
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents related to accidents on th state's highways that are used for analysis of road design, vehicular/pedestrian traffic control, location of utility lines, or highway maintenance.
Retention: 11 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Maintaining inventory control and maintenance data on motor vehicles owned by the Department.
Retention: 10 years after vehicle is sold or retired.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the maintenance of the MP/SS and Critical Path Method (CPM).
Retention: 3 years
Vital Record: FALSE
Description: Document relating to the summarizing of pre-construction status of all DOT projects. Printouts that indicate the projects, their status and the date of the last pre-construction activity. Pre-construction activities are recorded in Tpro and maintained. Let status monthly updates until the project is let to construction, then updates stop.
Retention: (0484-18-002A) Office Copy: 3 years; (0484-18-002B) Field Copy: Retain until superseded.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the enforcement of compliance and regulations for the movement of vehicles on the State highway system. Includes Daily/Weekly/Annual reports.
Retention: (0484-21-002A) Annual Reports: 5 years; (0484-21-002B) Daily and Weekly Reports: 1 year.
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the issuance of permits on a credit basis.
Retention: 4 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the enforcement of compliance and regulations for the movement of vehicles on the State highway system. Includes trip and annual permits.
Retention: 5 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to accounting for monies collected as fees for overweight/oversize vehicle permits.
Retention: 7 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the pre-qualification of contractors for bidding on and sub-contracting work performed on State highway construction projects.
Retention: 3 years
Updated: April 05, 2017
Description: Documents relating to the pre-qualification of contractors for bidding on and sub-contracting work performed on State highway construction projects.
Retention: 10 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the pre-qualification of contractors for bidding on and sub-contracting work performed on State highway construction projects.
Retention: Until project is finalized.
Updated: April 05, 2017
Description: The project schedule template is an integral part of the Planned Development Process (PDP). Lists all project activities, indicates all predecessors and successors along with duration for the Preconstruction phase.
Retention: (0484-28-001A) Project Schedules: Retain in office; and (0484-28-001B) All other documents: 3 years after final payment or audit, whichever is longer
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the weekly progress of contractors on construction projects
Retention: 4 years.
Vital Record: FALSE
Updated: April 05, 2017
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
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the planning and acquisition of rights of way for roads and bridges.
Retention: Retain in office
Vital Record: FALSE
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
Vital Record: FALSE
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.
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
Updated: April 05, 2017
Description: Documentation of all planning materials used to conduct the annual conference by the host state.
Retention: 14 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documentation of the proceedings of annual conference hosted by the DOT
Retention: 2 years
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
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
Vital Record: FALSE
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.
Vital Record: FALSE
Updated: April 05, 2017
Description: Studies evaluating the environmental impact that road construction might have on the surrounding area.
Retention: Permanent
Vital Record: FALSE
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
Vital Record: FALSE
Updated: April 05, 2017
Description: Records documenting road planning for rural areas of the State. Records series may include but is not limited to the following: Coverage counts and estimates of ADT (Form HPS-T-83, maps, Collision diagrams, interchange study, traffic capacity study, turning movement diagram, traffic assignment diagram, correspondence with the Federal Highway Administration, request for study, cost estimates, origin and destination information, requests for program approval (Form PR-48), and correspondence with members of the state legislature and local officials.
Retention: Retain in office
Vital Record: FALSE
Updated: April 05, 2017
Description: This records series relates to the creation of a transportation file for urban areas with a population in excess of 50,000. Documents include: Legal agreements, minutes of meetings, physical inventory of ground conditions, street classifications, travel routes, social economic data, maps, and letters of approval and/or authorization.
Retention: Retain in office
Vital Record: FALSE
Updated: April 05, 2017
Description: Records documenting road planning and analysis of traffic patterns within urban areas of the State. Records series may include: Project planning data request, traffic analysis project reports, maps, traffic assignment diagrams, traffic touring diagrams, traffic analysis study, coverage counts, and estimates of ADT (EDP) report.
Retention: 3 years after FHWA final payment of project.
Vital Record: FALSE
Updated: April 05, 2017
Description: This record series documents the Flight Operations Reports of every GDOT UAS flight over human beings. Reports under this waiver contains: pilot's name and office, address of UAS flight, mission type, date of flight, name of visual observer, weather conditions, and latitude and longitude location.
Retention: 90 days after expiration waiver.
Vital Record: TRUE
Updated: April 27, 2021
Description: Records documenting the location and monitoring of underground storage tanks, including the fuel inventory at each bulk petroleum fuel site.
Retention: 3 years
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the compilation of vehicle classification data including vehicle classification code sheets and data report (Form 12-4049-11).
Retention: Retain in office
Vital Record: FALSE
Updated: April 05, 2017
Description: Comment Cards that visitors complete at state rest area locations.
Retention: (0484-30-003A) With accident/injury reported: 4 years; (0484-30-003B) All other cards: retain until end of calendar year
Vital Record: FALSE
Updated: April 05, 2017
Description: Documents relating to the control of cost accounting system for warehouse inventories and shop repair orders including 592 warehouse issue form.
Retention: (0484-31-001A) Warehouse issue form: 20 years after project closeout; (0484-31-001B) All other documents: 3 years.
Vital Record: FALSE
Updated: April 05, 2017
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
