(a) If any portion of the record before the State Highway Commission in any proceeding other than the one on hearing is offered in evidence, a true copy of such portion shall be presented for the record in the form of an exhibit unless:

1. (1) The party offering the same agrees to supply such copy later at his or her own expense if and when required by the commission;
2. (2) The portion is specified with particularity in such manner as to be readily identified;
3. (3) The parties represented at the hearing stipulate upon the record that such portion may be incorporated by reference, and that any other portion offered by any other party may be incorporated by like reference subject to subdivisions (a)(1) and (2) of this section; and
4. (4) The commission or officer directs such incorporation.