Record Keeping Requirements for State Departments of Transportation (2009)

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46 APPENDIX F: RIGHT-OF-WAY DOCUMENTS Type of Record Retention Period Federal Aid Projects—Accounts, papers, maps, photos, documents of any sort, fi- nancial records, statistical records, acquisi- tion, and relocation costs 3-year minimum; begins when final claims are sub- mitted for payment to DOT; see 23 C.F.R. 710.201(f); see also, e.g., Alabama Department of Transportation Records Disposition Authority Manual, http://www.archives.state.al.us/officials/rdas/dot-- division.pdf Condemnation of Land Documentation— Process for planning and acquiring parcels of land. May include reports, boundary de- scriptions, photos, cost studies, and corre- spondence. 6 years after parcel acquired, then archive perma- nently; see Colorado State Archive Records Manage- ment Manual, available at http://www.colorado.gov/dpa/dort/archives/rm/rmman/s ch7.htm Land Appraisals 12 years after parcel acquired or litigation resolved; see, e.g., Oregon Records Retention Schedule, available at http://www2.co.multnomah.or.us/County_Management /FREDS/Records/retention/Property Valuation & Appraisal (PV3).htm Land Sales and Conveyance Documenta- tion 12 years after parcel acquired, then archive perma- nently; see Oregon Records Retention Policy, available at http://www2.co.multnomah.or.us/County_Management /FREDS/Records/retention/Property Valuation & Appraisal (PV3).htm Land Title Documents Retain permanently; see, e.g., The Arkansas General Records Retention Schedule Procedural Handbook, http://www.state.ar.us/dfa/igs/documents/records_proc edures.doc Land Inventory Retain permanently; see Oregon Records Retention Policy, available at www2.co.multnomah.or.us/.../retention/Survey%20(SU R1).htm Highway Plans Retain permanently; see, e.g., Alabama Department of Transportation Records Disposition Authority Man- ual, http://www.archives.state.al.us/officials/rdas/dot-- division.pdf