Section 1: Procedure for Archiving Design Notes

General

To comply with Federal Highway Administration (FHWA) requirements for maintaining records, the Bridge Division implemented a procedure for archiving bridge design notes in TxDOT’s bridge inspection database management system. For all designs, perform the procedures contained in this section when a design is complete.

Scan Notes

Scan the notes (or convert electronic files) and gather them into a single PDF file. Create separate PDF files for each bridge. In the case of a single design done for twin structures, each unique NBI shall contain a copy of the design notes titled as described below in the Naming Convention section.
A copy of computer software input files is not required. Copies of computer software output should be included with the following:
  • Input echo
  • Key pages of output, annotated by hand if necessary, such that the design's outcome, including controlling load case and limit state, can be understood by review of the output annotation.
  • Key pages of output, annotated by hand if necessary, demonstrating that other load cases and limit states do not control the outcome of the design.
Include the following design elements in the PDF file, as applicable:
  • Calculations, design assumptions, and other documentation establishing that the bridge’s superstructure design satisfies controlling load cases and limit states, for the following elements:
    • Girders or beams
    • Stringers
    • Floor beams
    • Trusses, including secondary elements such as bracing and gusset plates
    • Arches and hangers, including secondary elements such as bracing and gusset plates
    • Cable stays
    • Other elements not specifically excluded
  • Calculations, design assumptions, and other documentation establishing that the bridge’s substructure design satisfies controlling load cases and limit states, for the following elements:
    • Cap beams
    • Columns, Towers, and Pylons
    • Other elements not specifically excluded
  • Calculations, design assumptions, and other documentation establishing that the bridge’s foundation design satisfies design requirements, for the following elements:
    • Piling
    • Drilled shafts
    • Spread footings
    • Other elements not specifically excluded
    • Calculations, design assumptions, and other documentation establishing the bridge’s load rating.
  • Completed TxDOT Quality Control Cover Sheet from the Quality Control and Quality Assurance Guide. Consultant Designers are allowed to use their own cover sheet if it is similar to the TxDOT Quality Control Cover Sheet.
  • Bridge layout at the time of the original design
  • Communication directly related to the included elements
  • Do not include bridge geometry runs (BGS, spreadsheets, etc).

Naming Convention

Name the file using the following naming convention:
  • Design notes: DD-CCC-CCCC-SS-SSS_DN_YYYY-MM
    • DD = 2 digit District ID
    • CCC = 3 digit County ID
    • CCCC = 4 digit Control
    • SS = 2 digit Section
    • SSS = 3 digit Structure Number
    • YYYY-MM being the year and month the PDF file is submitted
    • ex. 12-345-6789-0a-bcd_DN_2015-01
  • Change Orders: DD-CCC-CCCC-SS-SSS_DN_CO_YYYY-MM
    • DD = 2 digit District ID
    • CCC = 3 digit County ID
    • CCCC = 4 digit Control
    • SS = 2 digit Section
    • SSS = 3 digit Structure Number
    • YYYY-MM being the year and month the PDF file is submitted
    • ex. 12-345-6789-0a-bcd_CO_2015-01

Delivering the File

Prior to sending the file, notify the file recipient via email that they will be receiving an electronic submittal containing design notes.
Deliver the PDF file using Box.com or an alternate secure file sharing service. Treat design notes as confidential documents and do not transmit through non-encrypted means.
If the PDF is created by a Consultant designer, the Consultant sends the PDF bridge design notes to the TxDOT contract manager or the District Bridge Engineer. If the PDF is created by TxDOT staff, the PDF bridge notes should be sent to the District Bridge Engineer.
The District Bridge Engineer is responsible for transferring the files into TxDOT’s bridge inspection database management system, where they will become part of the permanent bridge file.