Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Transportation, Department of

Total entries: 82   (Listed alphabetically by title)


0484-06-005A and 0484-06-005B | Aerial Photograph File

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


0484-26-003A and 0484-26-003B | Airport Master Planning File

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


0484-26-004A and 0484-26-004B | Airport Statewide System Planning File

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


0484-12-002 | Ante Litem Notices with Incidents Involving Children

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


0484-12-001 | Ante Litem Notices with Incidents Not Involving Children

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


0484-21-005A and 0484-21-005B | Application and Permit for Commercial Driveway Files

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


0484-23-001A and 0484-23-001B | Application and Permit for Utility Facility Encroachment File

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


0484-02-002 | Bridge Inventory File

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


0484-02-001 | Bridge Inventory Inspection File

Description:  Documents relating to inspection of all bridges and structures.

Retention:  2 years

Vital Record:  FALSE

Updated:  April 05, 2017


0484-02-003 | Bridge Project File

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


0484-10-003 | City/County Highway Project Files

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


0484-12-003 | Civil Actions

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


0484-04-002 | Construction Project File - District and General Office

Description:  Documents relating to the construction of roads.

Retention:  3 years

Vital Record:  FALSE

Updated:  April 05, 2017


0484-17-001 | Consultant’s Prequalification Records

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


0484-22-006 | Continuous Count Traffic Data File

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


0484-30-001 | Daily Labor Cost Distribution File

Description:  Documents relating to allocation of personnel costs to specific highway projects.

Retention:  4 years

Vital Record:  FALSE

Updated:  April 05, 2017


0484-07-002 | Engineering Services Estimating Worksheets

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


0484-07-001 | Engineering Services Project Files

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


0484-09-001A, B, and C | Equal Employment Opportunity Files

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


0484-24-001A and 0484-24-001B | Equipment Usage and Maintenance File

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


0484-22-003 | Federal Highway Unit Distribution Letters

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


0484-06-003 | Geodetic Control Monument Map File

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


0484-22-007 | Highway Mileage Report File

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


0484-06-002 | Highway Project Construction Plan Files

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


0484-01-001 | Highway Project Files

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


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