must possible Check-in/check-out should be utilized for all draft documents must Only final documents

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1 ODOT NEPA File Management and Documentation Guidance Prepared by Ohio Department of Transportation, Office of Services Last Updated: 3/23/16 ODOT must retain project files and general administrative files related to NEPA responsibilities. Every related decision-making document must be included the EnviroNet File. FHWA will perform an audit on all NEPA actions and project files to ensure all required documentation are present. This guidance is meant to be a list of possible documents that will either be a part of the approved environmental document and/or a part of the online project file. If your project includes the documents listed in the following table they must be immediately and permanently retained in EnviroNet. Check-in/check-out should be utilized for all draft documents. The original document is uploaded to the project file under one of the drop-down names listed below. The reviewing user will check-out the document and save it to their local drive to add comments. The new document will then be checked-in to the project file under the same name. This action will overwrite the previous document. The original user will then check-out the document containing comments, make the revisions, and check-in the revised document under the same name. This action will overwrite the comment version. If the reviewing user deems the document complete, they will edit the properties to make it final. Drafts must be deleted once the final version is uploaded and accepted, although the check-in/check-out function should reduce the occurrence of multiple draft files. Only final documents (and documents that are still draft at time of approval, for example, Design Plans that are not finalized) should be retained in both the EnviroNet project file and project files on the local drives. Once an action is approved, all draft documents should be deleted. For example, once an Ecological Survey Report is approved, all draft versions of the report should be removed from all project files. The Sub Types listed below are drop-down naming options in EnviroNet; documents not listed below are to be manually named. If the document is checked part of CE indicating that it is or will be included as part of the final approved environmental document, the protected word version of the approved environmental document will list it as an appendix; if the document is checked, the document is still required for the project file, but will not be part of the appendix. Please use the drop-down options for naming. Only manually name a document if a drop-down name is not applicable or if C-R-S is required for a project with multiple locations. For projects with multiple locations, use the document name first, followed by underscore, and C-R-S (example: County Map_LIC ). Using the underscore following the document name will allow you to save documents with the same name for multiple locations. PIDs should not be included in file names because they automatically appear in EnviroNet. PLEASE NOTE: All of the documents listed below may not be applicable to your project. t every document will be a part of the approved environmental document. Photos should not be included as part of the CE. Only photos that aid in decisionmaking should be included. 1

2 Air Quality Coordination Conformity Determination Request Coordination with FHWA PM2.5 Coordination with OEPA Qualitative MSAT Coordination with OEPA/USEPA Quantitative MSAT Coordination with USEPA PM2.5 FHWA Approval PM2.5 FHWA Conformity Determination Letter OEPA Approval Qualitative MSAT OEPA Comments Quantitative MSAT OES Scope Approval Scoping Coordination Package USEPA Approval PM2.5 USEPA Comments Quantitative MSAT Air Quality Receptor Mapping PM2.5 Data Coordination Package FHWA Review Comments PM2.5 OES Review Comments PM2.5 Hot Spot Analysis Qualitative MSAT Analysis Quantitative MSAT Analysis USEPA Review Comments PM2.5 Alternatives Coordination OES Approval Feasibility Study OES Approval Alternative Evaluation Report Alternatives Mapping Traffic Data Alternative Evaluation Matrix Related Correspondence Containing a Decision Alternative Evaluation Report Feasibility Study Review Comments AER Review Comments Feasibility Study Community Impacts Coordination OES Approval Existing Land Use or Zoning Map Local Development Plan Planned Land Use Mapping Regional Development Plan 2 * * * *

3 Cultural Resources Coordination Indirect and Cumulative Effect Analysis OES Review Comments All other documents are manually named ACHP Response Consulting Parties Comments Coordination with ACHP Coordination with Consulting Parties Coordination with SHPO - Adverse Effect Coordination with SHPO - Adverse Effect Documentation for Consultation Minimal Potential to Cause Effects (A) OES Approval - Minimal Potential to Cause Effects (B) OES Approval - Historic Properties Affected Response to Consulting Parties Comments SHPO Comments SHPO Concurrence Adverse Effect SHPO Concurrence Adverse Effect THPO Consultation THPO Response Buckeye Assets Mapping Field Investigation tes General Photographs Historic Bridge Inventory Form Historic Covered Bridge Mapping Photographs Related to Decision Study Area Map Records Check Section 106 Consulting Party Application Section 106 Consulting Party Request Acknowledgement Section 106 Request for Review Site Specific Resource Mapping Determination of Effect HABS Documentation HAER Documentation Phase I Archaeology Phase I Cultural Resources Survey Phase I History Architecture Phase I Short Report Phase II Archaeology Phase II Cultural Resources Survey 3

4 Phase II History Architecture Phase III Archaeology Data Recovery OES Review Comments ESA Coordination BUSTR Comments Coordination with BUSTR Coordination with OEPA Coordination with USEPA OEPA Comments OES Recommendations - Screening OES Recommendations - Phase I OES Recommendations - Phase II USEPA Comments Field Investigation tes General Photographs Photographs Related to Decision Property Owner tification Asbestos Survey ROW Screening Phase I Phase II Remediation Design Screening OES Review Comments - Screening OES Review Comments - Phase I OES Review Comments - Phase II Ecological Coordination Coordination with NPS Coordination with ODNR Coordination with OEPA Coordination with USACE Coordination with USEPA Coordination with USFWS Level 1 MOA Coordination Level 2/3 Coordination NPS Comments ODNR Comments OEPA Comments OES Approval 4

5 Commitments Justice General USACE Comments USACE Jurisdictional Determination USEPA Comments USFWS Comments Field Investigation tes ODNR Scenic River Field Review Form Ecological Review Form Documentation for an Ecologically Exempt Biological Assessment Biological Opinion Conservation/Mitigation Plan Level 1 Ecological Survey Level 2 Ecological Survey Level 3 Ecological Survey Mussel Reconnaissance Survey Mussel Survey OES Review Comments Eco Compliance Report Permit Compliance Report ECTS Final Report General Plan te PCS Plan te Pre Con Meeting tes or Minutes Residential Well Abandonment Plan te Sole Source Aquifer Plan te Coordination OES Approval Census Data Census Mapping Bridge Design Maintenance of Traffic EJ Analysis Report OES Review Comments All other documents are manually named Photographs Structure Type Study Correspondence Related to tification Activities Detour Mapping 5

6 PDP Right-of-Way and Utility Involvement Detour Plan Related Correspondence Containing a Decision Interchange Justification/Modification/Operations Study Planning Activities Initiation Package Safety Study Transportation Plan or Visioning Documents Aerial Map County Map General Photographs Interchange Justification/Modification/Operations Approval Final Right of Way Plans Photographs used to make decisions Study Area Map Right of Way Plan Sheets Schematic Plan Stage 1 Design Stage 2 Design Stage 3 Design STIP Listing TIP Listing USGS Quadrangle Topographical Map Correspondence Related to Utility Coordination Correspondence Related to Right-of-Way Coordination RAP Survey Site Specific Resource Mapping ise Coordination Scoping Coordination Package OES Scope Approval OES Approval ise Sensitive Area Mapping ise Study Area Mapping Equivalent Receptor Calculation ise Analysis ise Barrier Design Table ise Measurement Plan ise Public Involvement Summary Report ise Wall Construction Plans Stage 1 ise Wall Construction Plans Stage 2 ise Wall Construction Plans Stage 3 6

7 Other Resources Drinking Water Farmlands ise Wall Preliminary Placement Plan Coordination with OEPA Coordination with USEPA Field Investigation tes n-community Water System Coordination OEPA Approval OEPA Comments OES Approval Residential Well Owner tification Secondary Source Review Site Specific Resource Mapping Sole Source Aquifer Mapping Transient n-community Water System Coordination USEPA Approval USEPA Comments Water Source Protection Area Mapping Well Log Data Agricultural Security Area List Coordination with Farmland Preservation Office Coordination with NRCS Farmland Preservation Office Approval Farmland Preservation Office Comments FCIR Form Field Investigation tes Hydric Soil Mapping NRCS Approval NRCS Comments OES Approval Ohio Farmland Preservation Map Secondary Source Review Site Specific Resource Mapping Permits Waterways Coordination with OEPA Coordination with USACE Coordination with USCG Individual 401 Application Individual 404 Application Mitigation Plan Nationwide Permit Application 7

8 Stormwater Floodplains Landfills OEPA Approval 401 OEPA Comments OES Permit Determination Permit Determination Request Pre Activity tification Pre-Construction tification Special Provisions USACE 404 Approval USACE Comments USCG Section 10 Approval USCG Comments USCG Permit Application Permit Compliance Report General NPDES Permit Application Individual NPDES Permit Application Site Specific Plan Sheets Site Specific Resource Map Alternatives to Locating in Floodplain Carrying Capacity Maintained Calculations Coordination with Local Floodplain Administrator Correspondence with Local Floodplain Administrator FEMA FIRM Floodplain Impacts Hydrologic and Hydraulic Calculations Letter of Compliance ODOT Form LD-51 Local Floodplain Administrator Approval Local Floodplain Administrator Response Mitigation Measures Rise Certification ODOT Form LD-50 Re-Evaluation of Alternative Site Specific Plan Sheets Site Specific Resource Map Statement of Findings Variance Requests 2713 Permit Coordination with OEPA 8

9 Public Involvement Purpose and Need Correspondence with Stakeholders tification Mailing List News Article Press Release Newsletter Property Owner tification Letter Public Comments Received Public Hearing Exhibits Public Hearing Handouts Public Hearing Sign In Sheet Public Involvement Plan Public Meeting Exhibits Public Meeting Handouts Public Meeting tification Public Meeting Sign In Sheet Response to Public Comments Response to Stakeholder Comments Stakeholder Comments Stakeholder Meeting Minutes or tes Stakeholder tification Coordination OES Approval Graphics and/or Tables Legislative Mandate Existing and Future Conditions Bridge Inspection Field Report (SMS) Crash Data Level of Service Data Pavement Condition Rating Roadway Geometrics Data Traffic Data Section 4(f) Coordination OES Recreational Section 4(f) Determination Use Exception De minimis Programmatic Evaluation OES Historic Section 4(f) Determination Use Exception 9

10 De minimis Programmatic Evaluation Individual Section 4(f) Approval Correspondence with OWJ Site Specific Resource Mapping Determination Request Form for Recreational Properties Draft Individual Section 4(f) Final Individual Section 4(f) Individual 4(f) Legal Sufficiency Review Section 6(f) Coordination Coordination with ODNR/NPS Conversion Coordination with ODNR Temporary n-conforming Use NPS Comments NPS Approval Conversion ODNR Approval Temporary n-conforming Use ODNR Comments Boundary Map LWCF Grant Listing 6(f) Conversion * Will be if the Purpose and Need for the project is based primarily on economic development. EA/EIS Assessment Finding of Significant Impact Draft Impact Statement Final Impact Statement Record of Decision Legal Sufficiency Review Individual Section 4(f) Evaluation tice of Intent Statute of Limitations tice 10

11 Re-evaluation Assessment Administrative Assessment Supplemental Assessment Full Impact Statement Administrative Impact Statement Supplemental Impact Statement Full Consultation Form for EA or EIS Below is a list of corrections for common File errors and/or documents that do not need to be included: Final documents should be uploaded as a PDF, not a Word document Permit Determination Requests should be uploaded as Final Files should be uploaded to the correct section o Ex: Description should not be part of Cultural Resources o Ex: LWCF Maps should not be part of Coordination Files containing different information should have different names; if one is a draft it should be deleted once final is uploaded o Ex: Two Request for Reviews, one as a word document and another as a PDF with different information should either have different names or the draft should be deleted Multiple draft and final copies of the same document should only contain one final version Two copies of the same letter do not need to be uploaded o Ex: In a situation where two of the same OES-SHPO coordination letters are in the file but one letter has only an OES signature and the second letter has both OES and SHPO signatures, only the letter with both signatures is necessary Documents should be properly labeled o Ex: Coordination with National Parks Service should not be labeled FHWA Coordination s not related to decision or direction documents are not needed in the project file o Ex: s setting up meeting times o Ex: s not used for making a decision 11