Standard Naming Convention

MDOT DRAFT - 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	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	Check with TSC Staff OR 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 Series 1193,1184,1046,1048,1047,1893,1894,1946 [Form Number] YYYY-MM-DD 4 Years 11/28/2023