Standard Naming Convention
NOTES:
- Table can be sorted by any column by clicking on table header.
- Form numbers have been hyperlinked to the document.
- Date of last Revision is the last time that convention was updated.
100 ADMINISTRATION
File Number | Folder Name | Subfolder Name | Description | MDOT Form # | Minimum Element Component Naming Examples | Retention | Date Last Revision |
---|---|---|---|---|---|---|---|
AWARDS | Awards Folder | Award Letter | Award YYYY-MM-DD | 4 Years | 11-28-23 | ||
AWARDS | Awards Folder | Contractor DBE Commitment | 2653 | 2653 | 4 Years | 11-28-23 | |
101 Contract Forms | Contract Form 101 | Progress Schedule | 1130A | 1130A YYY-MM-DD | 4 Years | 11-28-23 | |
101 Contract Forms | Contract Form 101 | Weekly Statement of Work Days Charged | 1116 | 1116 001 | 4 Years | 11-28-23 | |
101 Contract Forms | Contract Form 101 | Critical Path Method(CPM) | CPM YYYY-MM-DD | 4 Years | 11-28-23 | ||
101 Contract Forms | Contract Form 101 | Workzone Enforcement Contracts | Work Zone Agreements (MSP) | 1449 | 1449 YYYY-MM-DD Job Number | 4 Years | 11-28-23 |
101 Contract Forms | Contract Form 101 | Workzone Enforcement Contracts | Work Zone Agreements (Local) | 0565 | 0565 YYYY-MM-DD Job Number | 4 Years | 11-28-23 |
102 Sub-Contracts | Sub-Contracts 102 | Subcontract - FED | 1302-FED | 1302-FED ABC Contracting | 4 Years | 11-28-23 | |
102 Sub-Contracts | Sub-Contracts 102 | Subcontract - FED-2 | 1302-FED-2 | 1302-FED-2 ABC Contracting | 4 Years | 11-28-23 | |
102 Sub-Contracts | Sub-Contracts 102 | Subcontract - State | 1302-State | 1302-State ABC Contracting | 4 Years | 11-28-23 | |
103 Work Orders | Work Orders 103 | Notice of Non-Compliance with Contract | 1165 | 1165 YYYY-MM-DD | 4 Years | 11-28-23 | |
103 Work Orders | Work Orders 103 | Work Orders | 1137 | 1137 001 Drainage Changes | 4 Years | 11-28-23 | |
104 Contract Modifications | Contract Modifications 104 | Contract Modification | CM 001 | 4 Years | 11-28-23 | ||
104 Contract Modifications | Contract Modifications 104 | Value Engineering Change Proposal | 1962 | 1962 YYYY-MM-DD Structural Steel ABC Contracting | 4 Years | 11-28-23 | |
104 Contract Modifications | Contract Modifications 104 | Supporting Documents for Contract Modifications | CM 001 Supporting | 4 Years | 11-28-23 | ||
104 Contract Modifications | Contract Modifications 104 | FHWA 1365 Pre-Approvals | FHWA 1365 Pre-Approvals | 1365 | 1365 YYYY-MM-DD Structural Steel | 4 Years | 11-28-23 |
104 Contract Modifications | Contract Modifications 104 | Extension of Time | FHWA 1365 Pre-Approvals | 1100A | 1100A 001 | 4 Years | 11-28-23 |
105 Contractor Claims and Force Account | Contractor Claims and Force Account 105 | Force Account Statement | 1101 | 1101 YYYY-MM-DD GJM Rut Filling ABC Contracting | 4 Years | 11-28-23 | |
105 Contractor Claims and Force Account | Contractor Claims and Force Account 105 | Force Account Daily Field Record | 1101A | 1101A YYYY-MM-DD GJM Rut Filling ABC Contracting | 4 Years | 11-28-23 | |
105 Contractor Claims and Force Account | Contractor Claims and Force Account 105 | Force Account Work Plan | FA Work Plan | 4 Years | 11-28-23 | ||
105 Contractor Claims and Force Account | Contractor Claims and Force Account 105 | Dispute Resolution Board (DRB) | DRB Payment John Smith YYYY-MM-DD | 4 Years | 11-28-23 | ||
105 Contractor Claims and Force Account | Contractor Claims and Force Account 105 | Dispute Resolution Board (DRB) Progress Meeting | DRB Meeting YYYY-MM-DD | 4 Years | 11-28-23 | ||
105 Contractor Claims and Force Account | Contractor Claims and Force Account 105 | Dispute Resolution Board (DRB) Agreement | DRB Agreement YYYY-MM-DD | 4 Years | 11-28-23 | ||
105 Contractor Claims and Force Account | Contractor Claims and Force Account 105 | Damage Claim Notices | Damage Claims Notice Form | 1119D | 1119D 001 Smith John | 4 Years | 11-28-23 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Construction Pay Estimate Report(Bi-Weekly Pay Estimates) | Pay Estimate 001 | 4 Years | 11/28/2023 | ||
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Construction Pay Estimate Report(Final Pay Estimate) | Pay Estimate 001 Final | 4 Years | 11/28/2023 | ||
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Stockpile Data | Stock Pile YYYY-MM-DD Steel | 4 Years | 11/28/2023 | ||
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | 40 Point - Final Project Close-out Checklist | Metro Region | Final project checklist YYYY-MM-DD | 4 Years | 11/28/2023 | |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Contractor Deficiency List | Formerly Punch List | Contractor Deficiency List YYYY-MM-DD | 4 Years | 11/28/2023 | |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Closeout Documents | Final Acceptance/Certification Report | 1120 | 1120 | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Closeout Documents | Final Estimate Submittal Form | 1105A | 1105A | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Closeout Documents | Post Certification of Subcontract compliance (Copy) | 1386 | 1386 | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Closeout Documents | Final 2124A | 2124A | 2124A Final ABC Contracting | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Closeout Documents | Final project voucher summary(Signed from CSD) | Final project voucher summary | 4 Years | 11/28/2023 | |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Closeout Documents | Office Technician Certificate | Cert OT Last Name Expiration Date | 4 Years | 11/28/2023 | |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Closeout Documents | Work Completion letter from contractor | Work Completion Letter YYYY-MM-DD | 4 Years | 11/28/2023 | |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Closeout Documents | Letter to File (LTF) | LTF 001 | 4 Years | 11/28/2023 | |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Closeout Documents | ADA Statement of Accessibility Constraints | 0370 | 0370 | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Final Project Review/Engineer Certification | Final Project Review Summary | 1147 | 1147 | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Final Project Review/Engineer Certification | Engineer Certification/Final Project Reviews Contract/Related Documents Checklist | 1969 | 1969 | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Final Project Review/Engineer Certification | Engineer Certification/Final Project Reviews Construction Item/IDR Checklist | 1970 | 1970 | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Final Project Review/Engineer Certification | Engineer Certification and Final Project Reviews-HMA Items Checklist | 1971 | 1971 | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Final Project Review/Engineer Certification | Engineer Certification and Final Project Reviews-Material Review Checklist | 1972 | 1972 | 4 Years | 11/28/2023 |
106 Estimates and Closeout Package | Estimates and Closeout Package 106 | Final Project Review/Engineer Certification | Engineer Certification and Final Project Reviews-Concrete Items Review Checklist | 1973 | 1973 | 4 Years | 11/28/2023 |
107 Warranty Documentation | Warranty Documentation 107 | Warranty Correspondence | Corr YYYY-MM-DD GJM Warranty | 4 Years | 11/28/2023 | ||
107 Warranty Documentation | Warranty Documentation 107 | Bridge | 1802 | 1802 YYYY-MM-DD | 4 Years | 11/28/2023 | |
107 Warranty Documentation | Warranty Documentation 107 | HMA | Series 1134 | 1134 YYYY-MM-DD | 4 Years | 11/28/2023 | |
107 Warranty Documentation | Warranty Documentation 107 | Initial Acceptance for Pavement Warranty Work | 1029 | 1029 Route Contractor Date Accepted | 4 Years | 11/28/2023 | |
107 Warranty Documentation | Warranty Documentation 107 | Initial Acceptance for Bridge Warranty Work | 1029A | 1029A Route Contractor Date Accepted | 4 Years | 11/28/2023 | |
107 Warranty Documentation | Warranty Documentation 107 | Concrete | 1115, 1831, 1881, 1884, 1885 | [Form Number] YYYY-MM-DD | 4 Years | 11/28/2023 | |
107 Warranty Documentation | Warranty Documentation 107 | CPM | 1193,1184,1046,1048,1047,1893,1894,1946 | [Form Number] YYYY-MM-DD | 4 Years | 11/28/2023 | |
108 Correspondence | Correspondence 108 | Corr YYYY-MM-DD GJM Lane Closures | 4 Years | 11/28/2023 | |||
108 Correspondence | Correspondence 108 | General Correspondence | Corr YYYY-MM-DD GJM Lane Closures | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Damage Claim Program | Damage Claim Program | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Construction Safety Program | Construction Safety Program | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Work Area Lighting Plan | Work Area Lighting Plan | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Subcontractor's List | Subcontractor's List | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Emergency Contact List | Emergency Contact List | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Meeting Minutes | Meeting Minutes YYYY-MM-DD | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Internal Traffic Control Plan | Internal Traffic Control Plan | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Post Construction Review Meeting Minutes | PCRMM YYYY-MM-DD | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Preconstruction meeting minutes | Preconstruction meeting YYYY-MM-DD | 4 Years | 11/28/2023 | ||
109 Preconstruction and Progress Meetings | Preconstruction and Progress Meetings 109 | Progress Meeting Minutes | Progress meeting YYYY-MM-DD | 4 Years | 11/28/2023 | ||
110 Utilities, Permits and Real Estate | Utilities, Permits and Real Estate 110 | Property Agreements and release | Property Agreements & Release Smith John | 4 Years | 11/28/2023 | ||
110 Utilities, Permits and Real Estate | Utilities, Permits and Real Estate 110 | Construction Permit | Construction Permit YYYY-MM-DD | 4 Years | 11/28/2023 | ||
110 Utilities, Permits and Real Estate | Utilities, Permits and Real Estate 110 | Miss Dig Document request | Miss Dig YYYY-MM-DD ABC Contracting | 4 Years | 11/28/2023 | ||
110 Utilities, Permits and Real Estate | Utilities, Permits and Real Estate 110 | EGLE - Notification of Intent to Renovate/Demolish | EQP5661 | EQP5661 Renovate YYYY-MM-DD | 4 Years | 11/28/2023 | |
110 Utilities, Permits and Real Estate | Utilities, Permits and Real Estate 110 | EGLE - Notification of Intent to Renovate/Demolish | EQP5661 | EQP5661 Demolish YYYY-MM-DD | 4 Years | 11/28/2023 | |
110 Utilities, Permits and Real Estate | Utilities, Permits and Real Estate 110 | Field Office Utilities | Field Office Utilities YYYY-MM-DD | 4 Years | 11/28/2023 | ||
110 Utilities, Permits and Real Estate | Utilities, Permits and Real Estate 110 | Power Company (Estimate cost to Contractor) | Power Company YYYY-MM-DD Check # | 4 Years | 11/28/2023 |
200 FIELD RECORDS
File Number | Folder Name | Subfolder Name | Description | MDOT Form # | Minimum Element Component Naming Examples | Retention | Date Last Revision |
---|---|---|---|---|---|---|---|
File Number | Folder Name | Subfolder Name | Description | MDOT Form # | Minimum Element Component Naming Examples | Retention | Date Last Revision |
200 Inspector's Daily Reports | Inspector's Daily Reports 200 | IDR | IDR YYYY-MM-DD GJM | 4 Years | 11/28/2023 | ||
200 Inspector's Daily Reports | Inspector's Daily Reports 200 | IDR with Rev and Seq | IDR YYYY-MM-DD GJM R1 S1 | 4 Years | 11/28/2023 | ||
200-1 Photographs & Videos | Photographs & Videos 200-1 | Photo | Photo YYYY-MM-DD GJM Station 24+65 Broken Casting | 4 Years | 11/28/2023 | ||
200-1 Photographs & Videos | Photographs & Videos 200-1 | Video | (Name of Item of work) YYYY-MM-DD 001 | 4 Years | 11/28/2023 | ||
201 Shop Drawing and submittals | Shop Drawing and submittals 201 | Approved SD | SD 001 YYYY-MM-DD Structure Steel Retrofit Approved | 4 Years | 11/28/2023 | ||
201 Shop Drawing and submittals | Shop Drawing and submittals 201 | Original Comments SD | SD 001 YYYY-MM-DD Structure Steel Retrofit | 4 Years | 11/28/2023 | ||
201 Shop Drawing and submittals | Shop Drawing and submittals 201 | Rejected SD | SD 001 YYYY-MM-DD Structure Steel Retrofit Rejected | 4 Years | 11/28/2023 | ||
201 Shop Drawing and submittals | Shop Drawing and submittals 201 | Review in Progress SD | SD 001 YYYY-MM-DD Structure Steel Retrofit Pending | 4 Years | 11/28/2023 | ||
201-1 Request For Information (RFI) | Request For Information (RFI) 201-1 | Request For Information(RFI) | 5636 | 5636 YYYY-MM-DD | 4 Years | 11/28/2023 | |
201-1 Request For Information (RFI) | Request For Information (RFI) 201-1 | Request For Information(RFI) | 0558 | 0558 MDOT ID-JN Fabricator RFl# | 4 Years | 11/28/2023 | |
201-2 Survey | Survey 201-2 | Contractor Staking Quality Control Plan | CSQCP YYYY-MM-DD | 4 Years | 11/28/2023 | ||
201-2 Survey | Survey 201-2 | Staking Request | 5300 | 5300 YYYY-MM-DD | 4 Years | 11/28/2023 | |
201-2 Survey | Survey 201-2 | As-constructed Earth Work Calcs Calc | Calc YYYY-MM-DD GJM (Name of item of work) | 4 Years | 11/28/2023 | ||
201-2 Survey | Survey 201-2 | Cross-Sections Calc | Calc YYYY-MM-DD GJM (Name of item of work) | 4 Years | 11/28/2023 |
202 Earthwork Earthwork 202 . Grade Check 1145 1145 YYYY-MM-DD GJM Clay Grade 4 Years 11/28/2023 202 Earthwork Earthwork 202 . Record Of Soils Recommendations 583 0583 YYYY-MM-DD NB Sta 24+65 to 65+24 4 Years 11/28/2023 202 Earthwork Earthwork 202 . Granular Material & Fine Agg. Delivery Tickets Material Name-Date-Supplier-Pit # Class II YYYY-MM-DD supplier Name Pit # 4 Years 11/28/2023 202 Earthwork Earthwork 202 . Volume Sheets 1198 1198 YYYY-MM-DD GJM Sta 24+65 to 65+24 4 Years 11/28/2023 202 Earthwork Earthwork 202 . Earth Work Data Sheet 1124 1124 YYYY-MM-DD GJM Sta 24+65 to 65+24 4 Years 11/28/2023 202 Earthwork Earthwork 202 . Non-Hazardous Manifest Non-Haz Manifest YYYY-MM-DD 4 Years 11/28/2023 202 Earthwork Earthwork 202 . Project Staging OR Excess Material Location 1568 1568 YYYY-MM-DD 4 Years 11/28/2023 202-1 NPDES and SESC Reports NPDES and SESC Reports 202-1 . NPDES and SESC Reports 1126 1126 001 YYYY-MM-DD GJM 4 Years 11/28/2023 202-1 NPDES and SESC Reports NPDES and SESC Reports 202-1 . Environmental Permits . Permit Name 4 Years 11/28/2023 202-1 NPDES and SESC Reports NPDES and SESC Reports 202-1 . Notice of Termination(NOT) . NOT 4 Years 11/28/2023 202-1 NPDES and SESC Reports NPDES and SESC Reports 202-1 . Notice of Completion(NOC) . NOC 4 Years 11/28/2023 202-1 NPDES and SESC Reports NPDES and SESC Reports 202-1 . SESC Quality Assurance Review Checklist 1940 1940 YYYY-MM-DD 4 Years 11/28/2023 203 Bases Bases 203 . Subbase . Subbase YYYY-MM-DD GJM 4 Years 11/28/2023 203 Bases Bases 203 . Aggregates . Agg Base YYYY-MM-DD GJM 4 Years 11/28/2023 203 Bases Bases 203 . Rubbilizing Portland Cement Concrete Pavement . Rubblilize pavt YYYY-MM-DD GJM 4 Years 11/28/2023 203 Bases Bases 203 . Geotextile for Base . Geotextile YYYY-MM-DD GJM 4 Years 11/28/2023 203 Bases Bases 203 . HMA Base Crushing and Shaping . Crush & Shape YYYY-MM-DD GJM 4 Years 11/28/2023 203 Bases Bases 203 . Subbase calculations Calc Calc YYYY-MM-DD GJM Agg Base 4 Years 11/28/2023 203 Bases Bases 203 . Sketches and calculations Calc Calc YYYY-MM-DD GJM (Name of item of work) 4 Years 11/28/2023 203 Bases Bases 203 . Grade Check 1145 1145 YYYY-MM-DD GJM Agg Base Sta 24+65 to 65+24 4 Years 11/28/2023 203 Bases Bases 203 . Aggregate Scale check . Scale check Producer Name YYYY-MM-DD 4 Years 11/28/2023 203 Bases Bases 203 . Aggregate Delivery Tickets Material Name-Date-Supplier-Pit # 21AA YYYY-MM-DD supplier Name Pit # 4 Years 11/28/2023