Record Drawing Guidelines

Record Drawing Guidelines

This page was developed to guide ADOT stakeholders in the research and development of Record Drawings.

The links and information below will provide users with information and guidance on ADOT’s record drawings procedures and answer questions related to Record Drawing development.

Contact Information

Record drawing submittals
or questions

Email: Record Drawings

Phone: 602.712.7015

Frequently Asked Questions

What are Record Drawings?

Record Drawings (formally known as As-Builts) are the official record of the final engineering plans for all construction projects administered by ADOT.  They are the field redlines and changes made during construction which are recorded on the original as-bid plan set showing any changes or modifications made to the project during construction.

Why do we need them?

ADOT is required by State law to keep an official record of the final plans for all construction projects which involve ADOT oversight (per Arizona Revised Statues ARS 32-152).  These Record Drawings are required on all ADOT administered projects.  The record drawing plans provide information that can be helpful or useful in determining details of a project in how it was constructed.

Where can I find Record Drawings for a particular project?

Record Drawings can be located through the Repository of Online Archived Documents (ROAD).  The ROAD portal is a database that allows a user to search by specific project information such as TRACS number, project number or through an interactive map that allows you to locate record drawings through a GIS map. View instructions on using the ROAD portal.

If you are not able to locate the record drawings for a particular project, please contact the Project Resource Office for help in locating a project.  Information such as TRACS number, project number, Route/County/Milepost should be known when requesting information that cannot be found in the ROAD portal.

How do I prepare Record Drawings for ADOT?

A Record Drawing example plan set and guidelines are provided below. 

How do I submit Record Drawings to ADOT?

Record Drawings can be submitted several different ways.

NOTE:  Record Drawings must be submitted as a complete set of Record Drawings.  We do not accept partial record drawing submittals. Please contact the Project Manager or the Construction Administrator (RE) for any questions related to combining files into one record drawing submission.

All Record Drawings must be submitted electronically to Record Drawings.

  • If you are a Consultant, you can either email the pdf of the record drawings directly to ADOT, or send a link to the record drawings from either your company FTP site or through a file sharing application such as ShareFile.  The files must be available for download for a minimum of 14 days from notification to ADOT that the files are ready to be downloaded.  
  • If you are an ADOT employee and you are either receiving files on behalf of a Consultant or if you are submitting files from a project you are working on, you can also email the record drawing files or submit the files using the ADOT ShareFile. 

For more information, please contact us at: 602.712.7015.

What is a PDF/A and how do I prepare PDF/A’s for submittal to ADOT?

All Record Drawing submittals must be submitted electronically in PDF/A format.

PDF/A is a “standard being established to set guidelines for archiving and preserving digital documents in Portable Document Format (PDF) and will ensure the preservation of their contents over an extended period of time and will ensure that those documents can be retrieved and rendered with a consistent and predictable result in the future.”

PDF/A – Frequently Asked Questions

IMPORTANT NOTICE:  When converting a regular PDF to a PDF/A it is very important to not overwrite your original PDF.  Sometimes when creating a PDF/A document you may get an error message indicating the document could not be converted to PDF/A.  When this error message occurs, the PDF document is saved (or overwritten if you don’t use a different file name) and some of the information in the PDF can be removed from the document.  There are several other methods to create the PDF/A if this error message occurs.  This is why it is very important to create the PDF/A using a different file name so that the original file is not overwritten.  If this happens there are other methods to create the PDF/A.  Please contact the Project Resource Office if you are having issues creating this PDF/A document.  It is also recommended that you double check the information in the PDF/A file to make sure all of the information is correct and is shown correctly.

How to create the PDF/A

What is a “Quantlist” and why is there no more Quantlist for Field Red-Lines?

Quantlists have been developed and are available to assist the Inspector to perform inspections on most items involved in highway construction.  A Quantlist is a quantitative checklist that is used as part of the construction inspection.  One of the checks in Quantlist was under the Project Close-Out for Field Red-Lines.  Since the Record Drawing Project Submittal Form checks or verifies the same items that were found in the Quantlist for Field Red-Lines, the Record Drawing Project Submittal Form has replaced the Quantlist for Field Red-Lines. Therefore, the Inspectors no longer have to complete the Quantlist for Field Red-Lines. Additional information on Quantlists is available on the Construction and Materials web page and in the Construction Manual under Section 105.14.


Common Mistakes in Preparing Record Drawings

In an effort to streamline the submittal and review of record drawings, below are the common mistakes we are seeing when record drawings are submitted to the Project Resource Office (PRO). Please contact our office if there are any questions or you are unsure about something.


Quality of the final submittal

Record drawings are permanent records that by law must be maintained and cannot be deleted.  We currently have record drawings that date back as far as the 1920’s.  It is important that the person(s) developing the record drawings do so in a clean, legible and professional manner.  Please take pride in your work.  After all in 60 or 70 years there will still be people looking at something you developed that will have your name on it!

Submittal not a PDF/A document

Record drawings are NOT being submitted as a PDF/A document.  We are required by the State Archives to submit the record drawings to them in PDF/A format.  Please see information on creating a PDF/A document under the Frequently Asked Questions above.

Submittal not being reviewed by the RE (Construction Administrator)

Record drawings need to be submitted to the RE that created the red-lines for a final review and approval before they are submitted to the Project Resource Office (PRO). The PRO cannot accept record drawings that have not first been checked by the RE.

Projects with guardrail and barrier summary sheets

On projects that have guardrail, the barrier summary sheet(s) need to reflect the end treatment used for each location (Detail A or Detail B) (see the note at the bottom of the barrier summary sheet “For as-built Preparation – Circle End Treatment Installed”).  Also the end treatment detail sheets (Detail A or B) that was not used needs to have the sheet(s) “X’d” out in red showing that end treatment was not used.  If both end treatments were used, then the barrier summary sheet must show which one was used at each location.  This information should also be in red under the remarks column.

Submittals that have a SWPPP sheet

If there is a SWPPP sheet on the project, Part 2 of the sheet needs to be completed. This information should be available from the District office.  If this information is not available, a red “X” needs to be drawn through only Part 2 of the SWPPP sheet indicating the District did not have the information available. Typically projects that disturb less than an acre are not required to have Part 2 of the SWPPP sheet completed.

Updates will be posted whenever they become available. It is your responsibility to check back to make sure you have the current file.

All Record Drawing submittals must be submitted to Record Drawings and include:

Record Drawings submitted as a PDF/A with a file size of less than 100 MB

A completed Record Drawing Project Submittal Form Revised April 2023

All CADD files (dgn, dtm, alg, reference, sheet files, etc.) from all disciplines in a Zip file(s) less than 100 MB

Additional Resources