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.
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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 2019 2024 through August 20202025, you may request to dispose of records created through August 20162021.
Requests During FY20FY24-2125 (Sept 2020 2024 - Aug 20212025) |
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FE + 1 = 08/20192023 |
FE + 2 = 08/20182022 |
FE + 3 = 08/20172021 |
FE + 4 = 08/20162020 |
FE + 5 = 08/20152019 |
FE + 6 = 08/20142018 |
Future Fiscal Years
You can plan ahead for the retention required for records you are creating during each fiscal year
FY2122 2021 2022 FY2223 2022 2023 FY2324 2023 2024 FY2425 2024 2025 FY2526 2025 2026 FY2627 2026 2027 FY2728 2027 2028202020212022202320242025202620192020202120222023202420252018201920202021202220232024201720182019202020212022202320162017201820192020202120222015201620172018201920202021 ...
2024 Request to Dispose Calculations for AC, AV, CE, LA, US + N
For requests in 20202024, 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 |
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After Close (AC), Administrative Value (AV), Life of Asset (LA), Until Superseded (US) |
January |
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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
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122007122006122005February 202012/2004 | 01/2021 | 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
|
012008012007012006March 202001/2005 | April 202002/2021 | 02/2020 | 02/2019 | 02/2018 | 02/2017 | 02/2016 | 02/2015 | 02/2014 | 02/2013 | 02/2012 | 02/2011 | 02/2010 | 02/2009 |
02/2008 | 02/2007 | 02/2006 | 02/2005 | May 2020April 2024
| 03/2024 | 03/2023 | 03/2022 | 03/2021 | 03/2020 | 03/2019 | 03/2018 | 03/2017 | 03/2016 | 03/2015 | 03/2014 | 03/2013 | 03/2012 | 03/2011 | 03/2010 | 03/2009 |
03/2008 | 03/2007 | 03/2006 | 03/2005 | June 2020
| May 2024
| 04/2024 | 04/2023 | 04/2022 | 04/2021 | 04/2020 | 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 | July 2020
| 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 |
05/2008 | 05/2007 | 05/2006 | 05/2005 | August 2020 | July 2024
| 06/2024 | 06/2023 | 06/2022 | 06/2021 | 06/2020 | 06/2019 | 06/2018 | 06/2017 | 06/2016 | 06/2015 | 06/2014 | 06/2013 | 06/2012 | 06/2011 | 06/2010 | 06/2009 |
06/2008 | 06/2007 | 06/2006 | 06/2005 | September 2020 | August 2024 | 07/2024 | 07/2023 | 07/2022 | 07/2021 | 07/2020 | 07/2019 | 07/2018 | 07/2017 | 07/2016 | 07/2015 | 07/2014 | 07/2013 | 07/2012 | 07/2011 | 07/2010 | 07/2009 |
07/2008 | 07/2007 | 07/2006 | 07/2005 | October 2020 | September 2024 | 08/2024 | 08/2023 | 08/2022 | 08/2021 | 08/2020 | 08/2019 | 08/2018 | 08/2017 | 08/2016 | 08/2015 | 08/2014 | 08/2013 | 08/2012 | 08/2011 | 08/2010 | 08/2009 |
08/2008 | 08/2007 | 08/2006 | 08/2005 | November 2020 | October 2024 | 09/2024 | 09/2023 | 09/2022 | 09/2021 | 09/2020 | 09/2019 | 09/2018 | 09/2017 | 09/2016 | 09/2015 | 09/2014 | 09/2013 | 09/2012 | 09/2011 | 09/2010 | 09/2009 |
09/2008 | 09/2007 | 09/2006 | 09/2005 | December 2020 | November 2024 | 10/2024 | 10/2023 | 10/2022 | 10/2021 | 10/2020 | 10/2019 | 10/2018 | 10/2017 | 10/2016 | 10/2015 | 10/2014 | 10/2013 | 10/2012 | 10/2011 | 10/2010 | 10/2009 |
10/2008 | 10/2007 | 10/2006 | 10/2005 | December 2024 | 11/2024 | 11/2023 | 11/2022 | 11/2021 | 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 | 11/2007 | 11/200611/2005 |
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 |
20202019201820172016201520142013201220112010200920082007200620052003
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 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 |
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Retention Years | + 1 | + 2 | + 3 | + 4 | + 5 | + 6 |
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20202021 122020Records created in 2020-2021 semesters are eligible for disposition In: | 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 | Records created in 2019-2020 semesters are eligible for disposition In: | 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 | Records created in 2018-2019 semesters are eligible for disposition In: | 12/2019 | 12/2020 | 12/2021 | 12/2022 | 12/2023 | 12/2024 |
Spring Semester | 05/2019 | 05/2020 | 05/2021 | 05/20222024 | 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 |
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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 |
/2025Summer Semester | 08/2019 | 08/2020 | 08/2021 | 08202208/2023 | 08/2024 | 08/2017-2018 | Fall Semester | 12/2017 | Records created in 2017-2018 semesters are eligible for disposition In: | 12/2018 | 12/2019 | 12/2020 | 12/2021 | 12/2022 | 12/2023Spring Semester | 201820192020202105/2022 | 05/2023 | 05/2024 | 2018201920202021202220232024201620172016Records createdin 2016-2017semesters are eligiblefor disposition In2021 | The month/year in which AY 2021-2022 records become eligible to be disposed: | 12/ |
20172018201920202021202220172018201920202021202220232017201820192020202120222023201520162015Records createdin 2015-2016semesters are eligiblefor disposition In2020 | The month/year in which AY 2020-2021 records become eligible to be disposed: | 12/ |
20162017201820192020202120162017201820192020202120222016201720182019202020212022201420152014Records createdin 2014-2015semesters are eligiblefor disposition In2019 | The month/year in which AY 2019-2020 records become eligible to be disposed: | 12/ |
20152016201720182019202020152016201720182019202020212015201620172018201920202021201320142013Records createdin 2013-2014semesters are eligiblefor disposition In2018 | The month/year in which AY 2018-2019 records become eligible to be disposed: | 12/ |
201420152016201720182019 Semester20142015201620172018201920202014201520162017201820192020201220132012Records createdin 2012-2013semesters are eligiblefor disposition In2017 | The month/year in which AY 2017-2018 records become eligible to be disposed:
| 12/ |
20132014201520162017201820132014201520162017201820192013201420152016201720182019