Timely access to information is critical for the day-to-day TxDOT operations to operate safely and efficiently.  Files must be accessible, secured and organized for easy and intuitive retrieval throughout their life cycle.  Organizing files is a vital process which allows the right people to access the right information, at the right time, when needed to perform or document work activities.

Organization is typically hierarchical, moving from broad categories through subcategories to specific contents such as individual folders or documents. In an electronic file system organization technique may extend to specific criteria to identify individual documents.

TxDOT depends on accurate, readily available records and information in the ordinary course of business to:

Ideally, files should be grouped by records series as indicated in the Records Retention Schedule using the Agency Item Number.  The Agency Item Number is a location referenced on the TxDOT Records Retention Schedule used to classify and index files.

The Agency Item Number is a unique alpha-numeric code assigned by TxDOT for each records series and applies elements to describe the type of record, responsible office, and sequence of the record series on the Records Retention Schedule.  

As our records management program matures, Districts and Divisions will be expected to routinely apply the Agency Item Numbers to records regardless of the media.