In the acquisition of land for ROW and other highway purposes, complete records and files must be maintained to document the various processes, conclusions, and actions of TxDOT relative to each step of evaluation, acquisition and disposition. Various operations of TxDOT (in acquiring properties, selling improvements, and in the ultimate disposal of properties no longer needed for highway purposes) are subject to close scrutiny, both now and at any time in the future. While certain features of a transaction might be clearly understood at the time an action is taken, this understanding might not be as clear at a later date

unless

detailed documentation is provided which shows all the facts pertinent to the transaction.

To simplify and facilitate orderly development of a ROW project, payments and records should be maintained on a parcel basis, determined by the parcel identification numbers assigned on the ROW map. From the inception of the ROW project, all appraisals, approved values, payments, conveyance instruments and related items should be initiated, processed, accounted for, and permanently filed on the basis of the assigned parcel numbers. Since the entire ROW procedure is based upon the parcel numbers assigned,

any

changes in the parcel numbers requires corresponding corrections of all existing records of the activity on the parcel. This involves correcting ROW staff, LPA, and ROW Division records. Therefore, if a parcel or parcel number is added, deleted or changed in

any

way, correct all copies of the ROW map and inform the ROW Division, in detail, of the action and of all transfers of charges or cancellations of values to be made as a result of the change in the identifying parcel number. Only by following this procedure can values remain correct and payment properly charged.

Keep ROW records in a manner that facilitates and supports a final closing of the project which will indicate the total cost of each parcel and the total project cost.