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Highway, Engineering, and Public Works

Transportation and Engineering

Highway, Engineering, and Public Works
Title Major Revision Previous Schedules Schedule Item
Highway or other transportation structure maintenance and repair records

covering routine maintenance and repair activities, tree cutting, and pavement marking:
RETENTION: 6 years

 2020 (♦)
 CO2 675; MU1 613; MI1 541 1067
Snow and ice removal records,

including log or report of weather conditions:
RETENTION: 6 years

 CO2 676; MU1 614; MI1 542 1068
Highway or transportation structure history file

containing summary information on highways, roads, streets, bridges, elevated railways, overpasses, underpasses, culverts, and other structures, except records covering routine maintenance and repair activities

 CO2 677; MU1 615; MI1 543 1069

a: All records in file, except draft or intermediary records documenting other than significant changes and those closely duplicating other records in file:
RETENTION: PERMANENT

b: Draft or intermediary records documenting other than significant changes, or closely duplicating other records in file:
RETENTION: 0 after no longer needed
Project file for capital transportation improvement

covering highways, roads, streets, bridges, other structures, parking lots and garages, and public transportation system improvements

 2020 (♦)
 CO2 678; MU1 616; MI1 544 1070

a: Feasibility studies; successful bids; plans, specifications and designs; project description; in-progress and completion photographs; inspection reports; environmental impact statement; annual project statement; fiscal and other final reports, and significant correspondence:
RETENTION: 6 years after highway or structure no longer exists or is abandoned

b: Supplementary documentation, including application for assistance, project budget, interim fiscal reports, claims, contracts, vouchers, work orders, memoranda, worksheets, routine correspondence and detailed construction specifications:
RETENTION: 6 years after last entry in project file or, if project involves bonds, 6 years after final bond redemption

c: Records related to New York State Department of Transportation-issued grants or the Consolidated Local Street and Highway Improvement (CHIPS) and Extreme Winter Recovery (EWR) programs, including but not limited to project certification, invoices, equipment usage statements, payroll records, curb ramp installation photos, proof of payment, and summary records:
RETENTION: 36 years after reimbursement from state

d: Unsuccessful bids:
RETENTION: 6 years after final payment under contract

e: All records, when project is proposed but not undertaken:
RETENTION: 6 years after last entry
NOTES: For additional plans, maps, designs, sketches, designs, architectural drawings and photographs of buildings and facilities, see item nos. 1072 and 1073.
Master summary record

(index, log or register) of transportation improvement projects:
RETENTION: PERMANENT

 CO2 679; MU1 617; MI1 545 1071
Official maps, plans, diagrams, drawings, photographs, surveys, engineering and survey notes, detailed specifications, profiles or cross-sections of highways, roads, streets, bridges, or other structures

including indices or finding aids, when not relating to specific project design files, covered by item no. 1073, immediately below

 CO2 680; MU1 618; MI1 546 1072

a: Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for significant highway or structure:
RETENTION: PERMANENT

b: Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for other than significant highway or structure:
RETENTION: 6 years after structure no longer exists

c: Other related non-graphic design file documents, including correspondence, cost estimates, reports, planning studies and other records:
RETENTION: 6 years after completion of project
NOTES: Some of these non-graphic documents may need to be retained for 6 years after the highway or structure no longer exists, if they document significant changes with long-term fiscal and other implications. Local governments should review these records for these possible uses prior to disposition.

d: Template or other similar automated framework or reference files used in conjunction with more specific automated design files:
RETENTION: Retain as long as the related specific automated design files are retained.

e: Index or similar record used to locate, identify and access plans, maps, designs, sketches, architectural drawings, photographs and other existing records:
RETENTION: Maintain as perpetual data file or other record, deleting information only relating to records that have been disposed of
Design file for capital transportation improvement project,

including plans, maps, designs, sketches, designs, architectural drawings, and photographs for highways and other transportation structures maintained by local government

 CO2 1007; MU1 904; MI1 863 1073

a: Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for significant highway or structure:
RETENTION: PERMANENT

b: Final or "as built" plans, maps, designs, sketches, architectural drawings and photographs, for other than significant highway or structure:
RETENTION: 6 years after highway or structure no longer exists

c: Detailed schematic drawings, not covered by parts "a" or "b," including detailed specifications not appearing on plans, maps, designs, sketches, and architectural drawings:
RETENTION: 6 years after highway or structure no longer exists

d: Other related non-graphic design file documents, including correspondence, cost estimates, reports, planning studies and other records:
RETENTION: 6 years after completion of project
NOTES: Some of these non-graphic documents may need to be retained for 6 years after the highway or structure no longer exists, if they document significant changes with long-term fiscal and other implications. Local governments should review these records for these possible uses prior to disposition.

e: Template or other similar automated framework or reference files used in conjunction with more specific automated design files:
RETENTION: Retain as long as the related specific automated design files are retained.

f: Index or similar record used to locate, identify and access plans, maps, designs, sketches, architectural drawings, photographs and other existing records:
RETENTION: Maintain as perpetual data file or other record, deleting information only relating to records that have been disposed of
Highway, road, street or transportation structure management automated maintenance, repair and inspection system records,

also containing information such as on motor vehicle accidents, highway safety, highway-related permits, complaints and requests for service
NOTES: This does not apply to automated systems used by public transportation systems, see item no. 1093 in the Public Transportation subsection, below.

 CO2 1008; MU1 905; MI1 864 1074

a: Detailed data file containing information such as on maintenance and repairs:
RETENTION: 0 after no longer needed
NOTES: Because of the amount of detailed data collected by such systems, such data may only be maintained online for a limited period of time. Some of this data may need to be retained longer to meet both administrative needs and legal requirements, unless official copies are maintained outside the system and are disposed consistent with item nos. 1067, 1068, 1079, 1081, 1082, 1083, and 1085 in this section. It is recommended that local officials store this data offline long enough to meet audit or any other requirements. Also, maintenance of a history file (see below) containing the most significant data elements may satisfy these administrative and legal needs.

b: Automated system operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data:
RETENTION: 6 years
NOTES: Appraise these records for archival value. History files may contain valuable information to document highway, road, street or transportation structure management over a period of time. Contact the State Archives for additional advice in this area.

c: Logs, schedule, reports, and queries (including macros, queries and necessary documentation used in report and query generation), which contain information of legal or fiscal value:
RETENTION: 6 years

d: Logs, schedules, reports, and queries (including macros, queries and necessary documentation used in report and query generation), which do not contain information of legal or fiscal value, such as when no work is performed and no funds expended:
RETENTION: 0 after no longer needed

e: Geographic Information System (G.I.S.) street/road data file used as base maps for system operation, derived from official G.I.S. data maintained by other unit of local government:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for archival value. If G.I.S. data layers contain "value added" information on highways, roads, streets and transportation structures not found in the source files from which they were created, they may have secondary uses. Contact the State Archives for additional advice in this area.

f: Copies of maps, plans, diagrams, drawings, photographs, surveys, engineering and survey notes, detailed specifications, profiles or cross-sections, where official copies are maintained elsewhere, and are covered by item no. 1072, above:
RETENTION: 0 after no longer needed
Right-of-way records,

including legal description of right-of-way, copies of deeds, maps and photographs:
RETENTION: PERMANENT

 CO2 681; MU1 619; MI1 547 1075
Property acquisition records,

documenting acquisition of real property obtained through eminent domain proceedings for transportation-related project, including record of public hearing, findings and determination, appraisal information, copy of court proceedings and correspondence:
RETENTION: PERMANENT

 CO2 682; MU1 620; MI1 548 1076
Recommendation

of Highway Superintendent or Commissioner of Public Works for expenditure of highway or road fund money:
RETENTION: 6 years

 CO2 683; MU1 621; MI1 549 1077
Report or "inventory"

received from and submitted to New York State Department of Transportation on status, mileage, improvements, or other characteristics of highways and bridges:
RETENTION: 5 years
NOTES: Appraise these records for historical significance prior to disposition. These records may constitute a valuable summary listing of highways and structures. Contact the State Archives for additional advice.

 CO2 684; MU1 622; MI1 550 1078
Complaint or request for service,

including notification (including communication log and telephone call log) of unsafe, dangerous or defective condition of highway, street, road, bridge, sidewalk, or other capital improvement, including but not limited to inspection report and record of abatement of condition

 CO2 685; MU1 623; MI1 551 1079

a: Summary record (such as log or register) of complaints or requests:
RETENTION: 6 years after disposition of all complaints, petitions or requests listed

b: Complaint or request for service, including follow-up records, where remedial action is taken:
RETENTION: 6 years after remedial action taken or condition otherwise abated, whichever occurs first

c: Complaint or request for service, including follow-up records, where no remedial action is taken:
RETENTION: 1 year
Transportation- or engineering-related reports, studies or data queries,

including their supporting documentation, covering subjects such as traffic congestion studies, traffic safety studies, traffic sign or signal survey, speed limit change request, including but not limited to information gathering forms; copies of accident reports and court records; copies of maps, plans and surveys; and correspondence

 CO2 686; MU1 624; MI1 552 1080

a: Reports, studies or queries having legal or fiscal value:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Some of these reports and studies, including their detailed documentation, may contain significant information on such subjects as traffic congestion and traffic safety, and may reveal long-term trends and accident-prone areas and vehicles. Contact the State Archives for additional advice.

b: Reports, studies or queries having no legal or fiscal value, such as daily activity, individual "crew" or "shift" reports," daily communications or other routine internal reports:
RETENTION: 0 after no longer needed
Traffic sign or signal erection, relocation, or removal records


CO2 687; MU1 625; MI1 553 1081

a: Records relating to individual or group of interconnected signs or signals, such as authorization for actions taken, photographs, copies of accident reports, copies of maps and surveys, sketches and diagrams, traffic surveys and correspondence:
RETENTION: 6 years after sign or signal replaced or no longer exists, whichever is shorter

b: Road sign or signal listing:
RETENTION: 0 after superseded or obsolete

c: Reports and other records of malfunctioning or missing sign or signal:
RETENTION: 1 year after sign or signal repaired, removed or replaced
Copies of motor vehicle accident reports

received from law-enforcement or other government agency

 CO2 689; MU1 627; MI1 555 1082

a: Accident reports where design or maintenance of highway or structure is relevant to accident:
RETENTION: 6 years

b: Routine accident reports:
RETENTION: 1 year
Highway related permit file

covering handling of oversized vehicles or equipment, or temporary barricading, obstruction, closing, excavation, construction or encroachment:
RETENTION: 6 years after expiration or denial of permit

 CO2 690; MU1 628; MI1 556 1083
Public improvement permit file

covering construction work which improves facilities benefiting the public:
RETENTION: 6 years after expiration or denial of permit
NOTES: This does not apply to building permits or environmental health related permits. See the Building and Property Regulation and Environmental Health sections of this Schedule.

 CO2 691; MU1 629; MI1 557 1084
Inspection records

for bridges, elevated railways and similar structures:
RETENTION: 6 years after structure no longer in use or inspected features have been replaced

 CO2 692; MU1 630; MI1 558 1085
Intergovernmental agreements, contracts or orders

relative to highway maintenance, and sharing of equipment, materials or services:
RETENTION: 6 years after expiration

 CO2 693; MU1 631; MI1 559 1086
Engineer's reference files,

usually arranged by topic, name or number of road, or name of municipality or other government agency:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. These records may contain valuable information on a variety of highway- and transportation- related subjects. Contact the State Archives for additional advice.

 CO2 694; MU1 632; MI1 560 1087
Parking lot or garage usage records


2020 (♦)
 CO2 695; MU1 633; MI1 561 1088

a: Summary record of usage:
RETENTION: 6 years

b: Traffic counts, daily statistics, or similar records of original entry:
RETENTION: 6 years

c: Tickets, copies or stubs of tickets:
RETENTION: 1 year

d: Copies of permits, applications, and related records, including for handicapped parking:
RETENTION: 6 years after expiration of permit or denial of application
Parking permit records,

including handicapped parking

 2020 (♦)
 CO2 696; MU1 634; MI1 562 1089

a: Copies of permits, applications, and related records, when a fee is involved:
RETENTION: 6 years after expiration of permit or denial of application

b: Copies of permits, applications, and related records, when no fee is involved:
RETENTION: 1 year after expiration of permit or denial of application

c: Master listing of permits or designated parking spaces or other summary record:
RETENTION: 0 after obsolete or superseded
Copies of highway, street, road or bridge records received from other governmental jurisdiction:


CO2 697; MU1 906; MI1 865 1090

a: Where construction or maintenance of highway, street, road or bridge in question is responsibility of local government which receives the records, including instances where highways, streets or roads under separate jurisdictions abut:
RETENTION: 6 years after highway or structure no longer exists

b: Copies of records received for information purposes only:
RETENTION: 1 year
Child safety seat inspection records,

including but not limited to requests for inspection, inspection reports and log or schedule of inspections performed:
RETENTION: 3 years
NOTES: Some of these records may need to be retained longer for potential legal needs, in case inspected vehicles are involved in personal injury accidents. Consult counsel to determine which records, if any, may need to be retained longer to meet these needs.

 CO2 1009; MU1 907; MI1 866 1091