AGENCY: Department of Transportation. Engineering & Operations. Project Development. Construction
SERIES: 19066
TITLE: Non-historical project field books
DATES: 1996-
ARRANGEMENT: Alphanumerical by project number
DESCRIPTION: These books, culled from the valuable project field books, series 6764, contain the survey notes, drawings, and daily diary entries of the project engineer assigned to a particular project, but they do not have long-term value to the design and construction of future projects. Much of the information they contain is duplicate data found on the highway as-constructed plans, series 6658. Project engineers are assigned the responsibility of determining whether any field book in question is of long-term value. Each project has a set of color-coded books which note a project's stage of progress and any other information the project manager records. These books include drawings, survey notes, structure notes, elevation statistics, townships and other areas involved, weather conditions, project numbers, and the engineer's daily notes on the progress of the project. The brown and beige field books contain information on the construction of the project, the green books contain information on the structures involved, the red books are the engineers' diaries, and the blue books contain miscellaneous notes related to the project. In 1998, an electronic version of the field books was developed. These records are part of the Project Development Business System (PDBS) database managed by UDOT.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: For records beginning in 1950 through 2007. Retain in Office until final voucher is paid and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.
Paper copy: For records beginning in 2008 and continuing to the present. Retain in Office until scanned and quality checked and then destroy.
Digital image: For records beginning in 2008 and continuing to the present. Retain in Office for 3 years after final voucher is paid and then delete.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Public