Listed in Asset Management
For highway departments striving to stay compliant, organized, and legally protected, keeping accurate and up-to-date records of traffic signs is critical. Signs are among the most visible and most litigated assets on the road. To ensure accountability, safety, and compliance with federal and state standards, highway departments must maintain a basic dataset for every sign in their network. While some asset management platforms offer advanced features, even a simple system should be able to retain the following core information:
Location
Each sign must be tied to a precise location. At a minimum, this means GPS coordinates or a clearly described reference point (e.g., "northbound shoulder of Maple St, 50 feet south of Elm Rd"). Accurate location data allows crews to find signs easily for maintenance, inspection, or emergency replacement.
Why it matters: Location is essential for mapping, legal documentation, and verifying that signs are in the correct place per MUTCD guidelines.
Sign Type
This refers to the specific designation of the sign, such as “Stop (R1-1)”, “Speed Limit 30 (R2-1)”, or “Pedestrian Crossing (W11-2)”. Most departments use the MUTCD codes to standardize naming conventions.
Why it matters: Tracking the sign type ensures compliance with regulatory standards and helps prioritize safety-critical signage in maintenance cycles.
Sign Dimensions
Documenting the dimensions of each sign, typically in inches or millimeters, is necessary to ensure it meets minimum visibility and legibility requirements for its road classification and speed limit.
Why it matters: Smaller signs may be out of compliance for their location, and incorrect sizing can pose liability risks in the event of an accident.
Installation Date
The date a sign was originally installed (or replaced) provides a baseline for lifecycle management and budgeting. This data also plays a role in determining expected service life.
Why it matters: Many signs have recommended service lives ranging from 7-15 years, depending on materials and environmental exposure. Knowing the age helps guide timely replacement.
Retroreflectivity Test Date
The MUTCD requires that signs be maintained at or above minimum levels of retroreflectivity. Departments must track the date of the most recent assessment, whether by visual inspection, comparison panels, or measurement tools.
Why it matters: A documented retroreflectivity program helps satisfy FHWA compliance requirements and defend against legal claims involving nighttime visibility.
Inspection History
Record all formal inspections, including the date, findings (e.g., damaged post, faded face, graffiti), and any actions taken. Include the name of the inspector if possible.
Why it matters: A reliable inspection record demonstrates due diligence and can protect the department in the event of litigation or a crash investigation.
Why This Data Matters
Tracking this minimum dataset ensures you have the documentation needed to:
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Defend against liability claims.
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Justify budget requests for replacements or upgrades.
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Plan efficient sign maintenance and replacement cycles.
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Meet federal mandates regarding sign maintenance and visibility.
Even if your department isn't ready for a complex GIS-integrated system, a spreadsheet or a basic asset management platform like Roadwurx can be used to track this essential data.
Inconsistent or missing records can create significant legal and operational headaches. Start with this core data, and build your program from there. A small investment in recordkeeping can go a long way in keeping your roads safe, and your department protected.