Each contract for professional services or scientific services must have three official files: the File of Record, the Selection File, and the Documentation File. These files must be maintained electronically in TxDOT’s authorized electronic content management system.

While it is acceptable for contract managers or project managers to maintain personal filing systems that contain convenience copies of official documents and other unofficial documents, these personal files must be maintained on a district-or division-shared drive, not in the electronic content management system. The electronic content management system is used to maintain the official contract files and records following contract award.

Each of the three official files must take into account all applicable laws and rules, such as records retention rules and public posting requirements.