Records are at the core of TxDOT business process, and the information contained is a valuable and important asset to the agency. Good records management facilitates the efficiency and effectiveness of a business process. Records management focuses on the life-cycle of records – how records are created, maintained, stored, accessed, used and eventually disposed.

TxDOT’s records management program is mandated by the Texas Government Code, §441.183 et. seq., and has evolved since the 1970s to:

RTI’s retention policy including contract, proposal, correspondence, accounting information, progress reports and latest version of reports are to be retained from completion of contract (according to terms - Texas Government Code, §441.1855) plus 7 years. This policy is active for any project that has been executed, amended, or renewed after September 1, 2015.

For any document, including contract, proposal, correspondence, accounting information, progress reports and latest version of reports executed, amended, or renewed before August 31, 2015, is to be retained until completion of project plus 4 years.

A State record whose retention period has expired may not be destroyed if any litigation, claim, negotiation, audit, public information request, administrative review or other action involving the record is initiated. Such record destruction shall not occur until the completion of the action and the resolution of all issues.