AGENCY: Department of Transportation. Office of Administrative Services
SERIES: 6756
TITLE: Engineer working case files
DATES: i 1980-2013.
ARRANGEMENT: None
DESCRIPTION: These are the working papers of the project engineer assigned to each project of the Utah Department of Transportation (UDOT). The files document the reference materials used by the engineer in the design and construction of the project, the records of payment made to contractors and sub-contractors, weather conditions, information concerning compliance to safety regulations, and other data relative to the progress of the project. These files include estimates of the payments to be made to the contractor working on the project; weigh tickets indicating the amount of material hauled by trucks through the weigh station for the project; copies of correspondence relating to the project; monthly safety reports; documentation of Equal Employment Opportunity meetings and interviews; sub-contracts; material files of testing; progress reports; and payroll records of wages paid to the personnel of the prime contractor and the sub-contractor. Personal data elements include names of employees, salary, current and past addresses, and salary withholdings.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 10/1986
FORMAT MANAGEMENT
Paper: Retain in State Records Center for 3 years after project completion and then destroy.
APPRAISAL
Administrative Fiscal Legal
The Code of Federal Regulations, title 23, section 17.5 indicates retention periods for records concerned with federal-aid highway programs. Subsections (b)(2) states: "records for nonexpendable property acquired with federal funds shall be retained for three years after the final disposition of the property. Subsection (c)(1) states that for project oriented records, the three year retention period starts when the final voucher is submitted.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Workers' salary withholdings and social security numbers