Project records, including legal documents, meeting minutes, reports from material testing, etc., must be maintained by the local government (LG) during the course of the project. Specific regulatory requirements for records retention are found below and in Chapters and . These requirements ensure compliance with state and federal statutes for contract elements such as equal employment opportunity, equipment rental rates, non-segregated facilities, prevailing minimum wage (Davis-Bacon Act) and Title VI. In addition, requirements for record retention are included in Contract Administration tasks (see Chapter 9) to ensure proper documentation of progress payments, quality assurance program, specification compliance, statements and payrolls, and other contract elements.

This section provides guidance for the LG for two types of records generated during a transportation project: records retention and legacy system data submittal. Records retention relates to legal and other documents used to administer the project. Data submittal relates to the data collected during the project that is used to populate the TxDOT legacy systems. Requirements for both of these records are specified in the Advance Funding Agreement (AFA).