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|| ||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