Use the following tables to determine when records are eligible to be requested to be disposed based on the retention codes and the years records are required to be retained.
...
Determine when records are eligible to be requested to be disposed based on the fiscal year the record was created and the number of years after the end of the fiscal year records are required to be retained.
Submit your Request to Dispose of Records no earlier then the month AFTER the records become eligible for disposition.
...
Requests During FY19
(Sept 2018 - Aug 2019)
...
Requests During FY20
...
Requests During FY21
...
Requests During FY22
...
Requests During FY23
...
Requests During FY24
...
Requests During FY24
...
Requests During FY25
...
Current Fiscal Year Requests
Determine the earliest month/year records are eligible to be requested to be disposed. For example, if you have records that are classified as a series that has FE + 3 retention, when you request to dispose of those records anytime beginning in September 2024 through August 2025, you may request to dispose of records created through August 2021.
Requests During FY24-25 (Sept 2024 - Aug 2025) |
---|
FE + 1 = 08/2023 |
FE + 2 = 08/2022 |
FE + 3 = 08/2021 |
FE + 4 = 08/2020 |
FE + 5 = 08/2019 |
FE + 6 = 08/2018 |
Future Fiscal Years
You can plan ahead for the retention required for records you are creating during each fiscal year
Requests During FY25-26 (Sept 2025 - Aug 2026) | Requests During FY26-27 (Sept 2026 - Aug 2027) | Requests During FY27-28 (Sept 2027 - Aug 2028) | Requests During FY28-29 (Sept 2028 - Aug 2029) | Requests During FY29-30 (Sept 2029 - Aug 2030) | Requests During FY30-31 (Sept 2030 - Aug 2031) | Requests During FY31-32 (Sept 2031 - Aug 2032) |
---|
FE + 1 = 08/ |
2017201820192020202120222023FE + 1 = 08/20242016201720182019202020212022FE + 2 = 08/20232015201620172018201920202021 3 = 08/2022FE + 2014201520162017201820192020FE + 4 = 08/20212013201420152016201720182019FE + 5 = 08/20202012201320142015201620172018FE + 6 = 08/2019 | ...
2024 Request to Dispose Calculations for AC, AV, CE, LA, US + N
For requests in 20192024, determine the earliest month/year the records are eligible to be requested to be disposed based on the month/year the record was created or became inactive and the number of years (N) records are required to be retained. For retention by academic semesters, refer to Retention by Semester or End of Class below.
In the table below, find the month of your request in the first column and then find the corresponding retention years in the top row to determine the latest month/year from which records are eligible to be disposed. If your records require longer retention than 15 years, subtract the number of years of retention from the current year to determine the latest year from which records may be disposed, and then choose the month preceding the month of your request.
Submit your Request to Dispose of Records no earlier then the month AFTER the records become eligible for disposition.
The month of the request | Required Retention Years | 0 | + 1 | + 2 | + 3 | + 4 | + 5 | + 6 | + 7 | + 8 | + 9 | + 10 | + 11 | + 12 | + 13 | + 14 | + 15 |
---|
After Close (AC), Administrative Value (AV), Life of Asset (LA), Until Superseded (US) |
January
|
January 2024 | 12/2023 | 12/2022 | 12/2021 | 12/2020 | 12/2019 | 12/2018 | 12/2017 | 12/2016 | 12/2015 | 12/2014 | 12/2013 | 12/2012 | 12/2011 | 12/2010 | 12/2009 | 12/2008 |
February 2024
|
122007122006122005122004February 201912/2003 | 01/2020 | 01/2019 | 01/2018 | 01/2017 | 01/2016 | 01/2015 | 01/2014 | 01/2013 | 01/2012 | 01/2011 | 01/2010 | 01/2009 |
March 2024
|
012008012007012006012005March 201901/2004 | 02/2020 | 02/2019 | 02/2018 | 02/2017 | 02/2016 | 02/2015 | 02/2014 | 02/2013 | 02/2012 | 02/2011 | 02/2010 | 02/2009 |
April 2024
|
022008022007022006022005April 201902/2004 | 03/2020 | 03/2019 | 03/2018 | 03/2017 | 03/2016 | 03/2015 | 03/2014 | 03/2013 | 03/2012 | 03/2011 | 03/2010 | 03/2009 |
May 2024
|
032008032007032006032005032004May 2019
| June 2019
| 04/2019 | 04/2018 | 04/2017 | 04/2016 | 04/2015 | 04/2014 | 04/2013 | 04/2012 | 04/2011 | 04/2010 | 04/2009 |
04/2008 | 04/2007 | 04/2006 | 04/2005 | 04/2004 | June 2024
| 05/2024 | 05/2023 | 05/2022 | 05/2021 | 05/2020 | 05/2019 | 05/2018 | 05/2017 | 05/2016 | 05/2015 | 05/2014 | 05/2013 | 05/2012 | 05/2011 | 05/2010 | 05/2009 |
July 2024
|
052008052007052006052005July 201905/2004 | 06/2020 | 06/2019 | 06/2018 | 06/2017 | 06/2016 | 06/2015 | 06/2014 | 06/2013 | 06/2012 | 06/2011 | 06/2010 | 06/2009 |
August 2024 |
062008062007062006062005August 201906/2004 | 07/2020 | 07/2019 | 07/2018 | 07/2017 | 07/2016 | 07/2015 | 07/2014 | 07/2013 | 07/2012 | 07/2011 | 07/2010 | 07/2009 |
September 2024 |
072008072007072006072005September 201907/2004 | 08/2020 | 08/2019 | 08/2018 | 08/2017 | 08/2016 | 08/2015 | 08/2014 | 08/2013 | 08/2012 | 08/2011 | 08/2010 | 08/2009 |
October 2024 |
082008082007082006082005October 201908/2004 | 09/2020 | 09/2019 | 09/2018 | 09/2017 | 09/2016 | 09/2015 | 09/2014 | 09/2013 | 09/2012 | 09/2011 | 09/2010 | 09/2009 |
November 2024 |
092008092007092006092005November 201909/2004 | 10/2020 | 10/2019 | 10/2018 | 10/2017 | 10/2016 | 10/2015 | 10/2014 | 10/2013 | 10/2012 | 10/2011 | 10/2010 | 10/2009 |
December 2024 |
102008102007102006102005December 201910/2004 | 11/2020 | 11/2019 | 11/2018 | 11/2017 | 11/2016 | 11/2015 | 11/2014 | 11/2013 | 11/2012 | 11/2011 | 11/2010 | 11/2009 |
11/2008 | 11/200711/2006 | 11/2005 | 11/2004 |
Calendar Year-end (CE) Calculations The calendar year end is always December |
| 0 | +1 | + 2 | + 3 | + 4 | + 5 | + 6 | + 7 | + 8 | + 9 | + 10 | + 11 | + 12 | + 13 | + 14 | + 15 |
CE requests Jan through Dec |
20192018201720162015201420132012201120102009200820072006200520042003
Retention by Semester or End of Class
Retention requirements for academic records often are by end of class or by the last semester the student was enrolled. Beginning in the 2022-23 school year, UT updated some of its semester terminology. The fall semester now includes the longer Fall Term and the brief Winter Term. The spring semester includes the longer Spring Term and the brief May Term; the May Term sometimes ends in May and sometimes in June. The summer semester has four subterms, but the retention for all four will be the same for ease of retention calculation. Use the chart below to determine when WHEN records are eligible to be requested to be disposed based on the semester the record was created plus the number of years records are required to be retained.
Submit your Request to Dispose of Records no earlier then than the month AFTER the records become eligible for disposition.
Cells highlighted in green below show records that are eligible for destruction based on the academic semester and the required retention years. Records created prior to what is shown whose retention is based on academic calendar are eligible for destruction.
Academic Year (AY) | Term/Semester | Term/Semester End | Required |
---|
Retention Years | + 1 | + 2 | + 3 | + 4 | + 5 | + 6 |
---|
20182019 122018Records Eligible for Disposition: 12/2019 | 12/2020 | 12/2021 | 12/2022 | 12/2023 | 12/2024 | Spring Semester | 05/2019 | 05/2020 | 05/2021 | 05/2022 | 05/2023 | 05/2024 | 05/2025 |
Summer Semester | 08/2019 | 08/2020 | 08/2021 | 08/2022 | 08/2023 | 08/2024 | 08/2025 |
2017-2018 | Fall Semester | 12/2017 | Records Eligible for Disposition: 12/2018 | 12/2019 | 12/2020 | 12/2021 | 12/2022 | 12/2023 | Spring Semester | 05/2018 | 05/2019 | 05/2020 | 05/2021 | 05/2022 | 05/2023 | 05/2024 |
Summer Semester | 08/2018 | 08/2019 | 08/2020 | 08/2021 | 08/2022 | 08/2023 | 08/2024 |
2016-2017 | Fall Semester | 12/2016 | Records Eligible for Disposition: 12/2017 | 12/2018 | 12/2019 | 12/2020 | 12/2021 | 12/2022 | Spring Semester | 05/2017 | 05/2018 | 05/2019 | 05/2020 | 05/2021 | 05/2022 | 05/2023 |
Summer Semester | 08/2017 | 08/2018 | 08/2019 | 08/2020 | 08/2021 | 08/2022 | 08/2023 |
2015-2016 | Fall Semester | 12/2015 | Records Eligible for Disposition: 12/2016 | 12/2017 | 12/2018 | 12/2019 | 12/2020 | 12/2021 | Spring Semester | 05/2016 | 05/2017 | 05/2018 | 05/2019 | 05/2020 | 05/2021 | 05/2022 |
Summer Semester | 08/2016 | 08/2017 | 08/2018 | 08/2019 | 08/2020 | 08/2021 | 08/2022 |
2014-2015 | Fall Semester | 12/2014 | Records Eligible for Disposition: 12/2015 | 12/2016 | 12/2017 | 12/2018 | 12/2019 | 12/2020 | Spring Semester | 05/2015 | 05/2016 | 05/2017 | 05/2018 | 05/2019 | 05/2020 | 05/2021 |
Summer Semester | 08/2015 | 08/2016 | 08/2017 | 08/2018 | 08/2019 | 08/2020 | 08/2021 |
2013-2014 | Fall Semester | 12/2013 | Records Eligible for Disposition: 12/2014 | 12/2015 | 12/2016 | 12/2017 | 12/2018 | 12/2019 | Spring Semester | 05/2014 | 05/2015 | 05/2016 | 05/2017 | 05/2018 | 05/2019 | 05/2020 |
Summer Semester | 08/2014 | 08/2015 | 08/2016 | 08/2017 | 08/2018 | 08/2019 | 08/2020 |
2012-2013 | Fall Semester | 12/2012 | Records Eligible for Disposition: 12/2013 | 12/2014 | 12/2015 | 12/2016 | 12/2017 | 12/2018 | Spring Semester | 05/2013 | 05/2014 | 05/2015 | 05/2016 | 05/2017 | 05/2018 | 05/2019 |
Summer Semester | 08/2013 | 08/2014 | 08/2015 | 08/2016 | 08/2017 | 08/2018 | 08/2019 |
2011-2012 | Fall Semester | 12/2011 | Records Eligible for Disposition: 12/2012 | 12/2013 | 12/2014 | 12/2015 | 12/2016 | 12/2017 | Spring Semester | 05/2012 | 05/2013 | 05/2014 | 05/2015 | 05/2016 | 05/2017 | 05/2018 |
Summer Semester | 08/2012 | 08/2013 | 08/2014 | 08/2015 | 08/2016 | 08/2017 | 08/20182024 | The month/year in which AY 2023-2024 records become eligible to be disposed: | 1/2025 | 1/2026 | 1/2027 | 1/2028 | 1/2029 | 1/2030 |
Spring Semester | 6/2024 | 6/2025 | 6/2026 | 6/2027 | 6/2028 | 6/2029 | 6/2030 |
Summer Semester | 8/2024 | 8/2025 | 8/2026 | 8/2027 | 8/2028 | 8/2029 | 8/2030 |
|
|
|
|
|
|
|
|
|
|
2022-2023 | Fall Term | 12/2022 | The month/year in which AY 2022-2023 records become eligible to be disposed: | 12/2023 | 12/2024 | 12/2025 | 12/2026 | 12/2027 | 12/2028 |
Winter Term | 1/2023 | 1/2024 | 1/2025 | 1/2026 | 1/2027 | 1/2028 | 1/2029 |
Spring Term | 05/2023 | 05/2024 | 05/2025 | 05/2026 | 05/2027 | 05/2028 | 05/2029 |
May Term | 05/2023 | 05/2024 | 05/2025 | 05/2026 | 05/2027 | 05/2028 | 05/2029 |
Summer Semester | 08/2023 | 08/2024 | 08/2025 | 08/2026 | 08/2027 | 08/2028 | 08/2029 |
|
2021-2022 | Fall Semester | 12/2021 | The month/year in which AY 2021-2022 records become eligible to be disposed: | 12/2022 | 12/2023 | 12/2024 | 12/2025 | 12/2026 | 12/2027 |
Spring Semester | 05/2022 | 05/2023 | 05/2024 | 05/2025 | 05/2026 | 05/2027 | 05/2028 |
Summer Semester | 08/2022 | 08/2023 | 08/2024 | 08/2025 | 08/2026 | 08/2027 | 08/2028 |
|
|
|
|
|
|
|
|
|
|
2020-2021 | Fall Semester | 12/2020 | The month/year in which AY 2020-2021 records become eligible to be disposed: | 12/2021 | 12/2022 | 12/2023 | 12/2024 | 12/2025 | 12/2026 |
Spring Semester | 05/2021 | 05/2022 | 05/2023 | 05/2024 | 05/2025 | 05/2026 | 05/2027 |
Summer Semester | 08/2021 | 08/2022 | 08/2023 | 08/2024 | 08/2025 | 08/2026 | 08/2027 |
|
2019-2020 | Fall Semester | 12/2019 | The month/year in which AY 2019-2020 records become eligible to be disposed: | 12/2020 | 12/2021 | 12/2022 | 12/2023 | 12/2024 | 12/2025 |
Spring Semester | 05/2020 | 05/2021 | 05/2022 | 05/2023 | 05/2024 | 05/2025 | 05/2026 |
Summer Semester | 08/2020 | 08/2021 | 08/2022 | 08/2023 | 08/2024 | 08/2025 | 08/2026 |
|
2018-2019 | Fall Semester | 12/2018 | The month/year in which AY 2018-2019 records become eligible to be disposed: | 12/2019 | 12/2020 | 12/2021 | 12/2022 | 12/2023 | 12/2024 |
Spring Semester | 05/2019 | 05/2020 | 05/2021 | 05/2022 | 05/2023 | 05/2024 | 05/2025 |
Summer Semester | 08/2019 | 08/2020 | 08/2021 | 08/2022 | 08/2023 | 08/2024 | 08/2025 |
|
2017-2018 | Fall Semester | 12/2017 | The month/year in which AY 2017-2018 records become eligible to be disposed:
| 12/2018 | 12/2019 | 12/2020 | 12/2021 | 12/2022 | 12/2023 |
Spring Semester | 05/2018 | 05/2019 | 05/2020 | 05/2021 | 05/2022 | 05/2023 | 05/2024 |
Summer Semester | 08/2018 | 08/2019 | 08/2020 | 08/2021 | 08/2022 | 08/2023 | 08/2024 |