Use the following tables to help calculate how long records must be retained before you can submit a request to dispose.
Fiscal Year-end Calculations - Use for FE
Determine when records may 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.
| Current Fiscal Year | Future Fiscal Years | ||||||
Requests During FY19 | Requests During FY20 (Sept 2019 - Aug 2020) | Requests During FY21 (Sept 2020 - Aug 2021) | Requests During FY22 (Sept 2021 - Aug 2022) | Requests During FY23 (Sept 2022 - Aug 2023) | Requests During FY24 (Sept 2023 - Aug 2024) | Requests During FY24 (Sept 2023 - Aug 2024) | Requests During FY25 (Sept 2024 - Aug 2025) |
|---|---|---|---|---|---|---|---|
| FE + 1 = 08/2017 | FE + 1 = 08/2018 | FE + 1 = 08/2019 | FE + 1 = 08/2020 | FE + 1 = 08/2021 | FE + 1 = 08/2022 | FE + 1 = 08/2023 | FE + 1 = 08/2024 |
| FE + 2 = 08/2016 | FE + 2 = 08/2017 | FE + 2 = 08/2018 | FE + 2 = 08/2019 | FE + 2 = 08/2020 | FE + 2 = 08/2021 | FE + 2 = 08/2022 | FE + 2 = 08/2023 |
| FE + 3 = 08/2015 | FE + 3 = 08/2016 | FE + 3 = 08/2017 | FE + 3 = 08/2018 | FE + 3 = 08/2019 | FE + 3 = 08/2020 | FE + 3 = 08/2021 | FE + 3 = 08/2022 |
| FE + 4 = 08/2014 | FE + 4 = 08/2015 | FE + 4 = 08/2016 | FE + 4 = 08/2017 | FE + 4 = 08/2018 | FE + 4 = 08/2019 | FE + 4 = 08/2020 | FE + 4 = 08/2021 |
| FE + 5 = 08/2013 | FE + 5 = 08/2014 | FE + 5 = 08/2015 | FE + 5 = 08/2016 | FE + 5 = 08/2017 | FE + 5 = 08/2018 | FE + 5 = 08/2019 | FE + 5 = 08/2020 |
| FE + 6 = 08/2012 | FE + 6 = 08/2013 | FE + 6 = 08/2014 | FE + 6 = 08/2015 | FE + 6 = 08/2016 | FE + 6 = 08/2017 | FE + 6 = 08/2018 | FE + 6 = 08/2019 |
2019 Request to Dispose Calculations for AC, AV, CE, LA, US + N
For requests in 2019, determine the earliest month/year from which records may be disposed based on the year the record was created or became inactive and the number of years (N) records are required to be retained.
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 can 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.
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), Administratively Valuable (AV), Life of Asset (LA), Until Superseded (US) | |||||||||||||||||
| January 2019 | 12/2018 | 12/2017 | 12/2016 | 12/2015 | 12/2014 | 12/2013 | 12/2012 | 12/2011 | 12/2010 | 12/2009 | 12/2008 | 12/2007 | 12/2006 | 12/2005 | 12/2004 | 12/2003 | |
| February 2019 | 01/2019 | 01/2018 | 01/2017 | 01/2016 | 01/2015 | 01/2014 | 01/2013 | 01/2012 | 01/2011 | 01/2010 | 01/2009 | 01/2008 | 01/2007 | 01/2006 | 01/2005 | 01/2004 | |
| March 2019 | 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 | 02/2004 | |
| April 2019 | 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 | 03/2004 | |
| May 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 2019 | 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 | 05/2004 | |
| July 2019 | 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 | 06/2004 | |
| August 2019 | 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 | 07/2004 | |
| September 2019 | 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 | 08/2004 | |
| October 2019 | 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 | 09/2004 | |
| November 2019 | 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 | 10/2004 | |
| December 2019 | 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 | 11/2006 | 11/2005 | 11/2004 | |
Calendar Year-end (CE) Calculations | |||||||||||||||||
0 | + 1 | + 2 | + 3 | + 4 | + 5 | + 6 | + 7 | + 8 | + 9 | + 10 | + 11 | + 12 | + 13 | + 14 | + 15 | ||
| CE requests, Jan-Dec 2019 | 12/2018 | 12/2017 | 12/2016 | 12/2015 | 12/2014 | 12/2013 | 12/2012 | 12/2011 | 12/2010 | 12/2009 | 12/2008 | 12/2007 | 12/2006 | 12/2005 | 12/2004 | 12/2003 | |
Retention by Semester or End of Classes
Retention requirements for academic records often are by end of class or coursework. Use the chart below to determine the months to use for the start and end of the semesters or sessions.
| Semester/Session Start/End | Month | Example |
|---|---|---|
| Fall Semester - Start | 09 | e.g., 09/2010 |
| Fall Semester - End | 12 | e.g., 12/2010 |
| Spring Semester - Start | 01 | e.g., 01/2011 |
| Spring Semester - End | 05 | e.g., 05/2011 |
| Summer Session - Start | 05 | e.g., 05/2011 |
| Summer Session - End | 08 | e.g., 08/2011 |
Request to Dispose Month Reminder
Requests to Dispose are requested and approved by the month.
| Request Month | Dispose-through Month |
|---|---|
| Jan | Dec |
| Feb | Jan |
| Mar | Feb |
| Apr | Mar |
| May | April |
June | May |
| July | June |
| Aug | July |
| Sept | Aug |
| Oct | Sept |
| Nov | Oct |
| Dec | Nov |