Details
Type: Bulletin
Topic or Program: Access Management | Approach Road Permitting
Final Number: AM10-01B
Effective Date: 04/27/2015
Updated Date: 06/01/2017
Signature on File: Larry McKinley, Access Management Program Manager
Purpose
This Bulletin provides direction for the distribution, filing, import, and transfer of record copies of approach road permit documents from district offices to the Access Management Unit and the Maintenance and Operations Branch as required by Highway Division Records Retention Schedule Number 2006-0001. This bulletin applies to the following approach road permit records:
- Construction Specifications
- Permit to Construct a State Highway Approach
- Permit to Operate, Maintain, and Use a State Highway Approach
- Certificate of Insurance
- Proof of Bond
- Check as deposit in lieu of bond
For filing and retention of documents generated during the approach permitting process not covered under this bulletin, see the ODOT Records Manual and the sections of the Highway Division Records Retention Schedule Number 2006-0001 pertaining to approach road permitting.
Guidance
Attachment A provides direction for the distribution, filing, import, and transfer of record copy documents.
Attachment B provides information on scanning documents to meet Secretary of State Archives Division 17 Electronic Records Digitization Standards and submitting them to the Access Management Unit.
Attachment C provides instruction for the internal processing of record copy documents received by the Access Management Unit.
Definitions
- Copy
- A duplicate of the record copy in either paper or electronic form.
- DPI
- Dots per inch; refers to the number of pixels contained in a linear inch.
- PDF
- Portable Document Format.
- Record Copy
- The official or record copy of a document, so marked or recognized, complete with enclosures or related documents. In this instance, any document received and stamped as received by the Access Management Unit.
Background/Reference
The road approach permitting process is conducted through District offices. The ODOT Records Manual describes the ODOT Records Program including statutes, policies, and rules applicable to documentation and records created during the permitting process.
The Highway Division Records Retention Schedule 2006-0001 is currently under revision and review, but aims to split the responsibility for the retention of access permitting records between the Access Management Unit and the Maintenance and Operations Branch. A memorandum of understanding between the two parties, in advance of the Retention Schedule revisions, made the following distinctions:
Access Management Unit
| Record copy of permits (and associated documents listed above); and hardcopy or microfilm copy of permits. |
Maintenance and Operations Branch
| Certificates of Insurance; Surety Bonds; and Checks in lieu of deposit.
|
Responsibilities
Management responsibility for implementation of this Guidance is primarily the responsibility of District Managers, the State Maintenance and Operations Engineer, and the Access Management Program Manager.
- District Managers
- Responsible to ensure that the procedures in this Bulletin are implemented by District staff involved in approach road permitting in their respective District.
- State Maintenance and Operations Engineer
- Responsible for the disposition of records transferred to the Maintenance and Operations Branch in accordance with the ODOT Records Manual.
- ODOT Access Management Program Manager
- Responsible to periodically review the guidance of this Bulletin and seek input from Districts and the Maintenance and Operations Branch on improvements and changes needed.
Action Required
This Bulletin is effective immediately for all covered documents dated after the supersede date of this Bulletin.
Special Instructions
This Bulletin requires scanning and importing of documents into the permitting database to provide a copy of the document for future reference. For assistance with importing scanned documents, contact the System Administrator at 503-986-3914.
Record copies may be transferred to the Access Management Unit via standard mail, private delivery service (e.g., UPS), ODOT shuttle, delivered in person, or via email if the attachment files were produced at 300 DPI or greater.