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 FY21FY24-2225 (Sept 2021 2024 - Aug 20222025) |
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FE + 1 = 08/20202023 |
FE + 2 = 08/20192022 |
FE + 3 = 08/20182021 |
FE + 4 = 08/20172020 |
FE + 5 = 08/20162019 |
FE + 6 = 08/20152018 |
Future Fiscal Years
You can plan ahead for the retention required for records you are creating during each fiscal year
FY2223 2022 2023 FY2324 2023 2024 FY2425 2024 2025 FY2526 2025 2026 FY2627 2026 2027 FY2728 2027 2028 FY2829 2028 2029202120222023202420252026202720202021202220232024202520262019202020212022202320242025201820192020202120222023202420172018201920202021202220232016201720182019202020212022 ...
2024 Request to Dispose Calculations for AC, AV, CE, LA, US + N
For requests in 20212024, 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 February 2021
|
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 |
12/2007 | 12/2006 | 12/2005 | March 2021February 2024
| 01/2024 | 01/2023 | 01/2022 | 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 |
01/2008 | 01/2007 | 01/2006 | April 2021March 2024
| 02/2024 | 02/2023 | 02/2022 | 02/2021 | 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 | May 2021
| April 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 | 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 |
June 2024
|
042008042007June 202104/2006 | July 202105/2022 | 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 | August 2021July 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 | September 2021August 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 | October 2021September 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 | November 2021October 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 | December 2021November 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 | 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 | 11/2006 |
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 |
20202024 | 12/2024 | 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 | 12/2007 | 12/200612/2005 |
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 Retention Years | + 1 | + 2 | + 3 | + 4 | + 5 | + 6 |
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20202021 1220202024 | The month/year in which AY |
20202021 2024 records become eligible to be disposed: |
12202112202212202312202412202512202605202105202205202305202405202505202605202708202108202208202308202408202508202608202720192020 Semester20192022 | The month/year in which AY |
20192020 2023 records become eligible to be disposed: | 12/ |
20202021202220232024202505Spring Semester | 05/2020 | 05/2021 | 05/2022 | 05050508Summer Semester | 08/2020 | 08/2021 | 08/2022 | 1/2027 | 1/2028 | 1/2029 |
Spring Term | 05/2023 |
08082018-2019 | 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 08/2026 | 20192020202105/20222029 |
May Term | 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 Semester201820192020202105/2022 | 05/2023 | 05/202420182019202020212022202320242016201720162021 | The month/year in which AY |
20162017 2022 records become eligible to be disposed: | 12/ |
201720182019202020212022201720182019202020212022202320172018201920202021202220232015201620152020 | The month/year in which AY |
20152016 2021 records become eligible to be disposed: | 12/ |
201620172018201920202021201620172018201920202021202220162017201820192020202120222014201520142019 | The month/year in which AY |
20142015 2020 records become eligible to be disposed: | 12/ |
201520162017201820192020201520162017201820192020202120152016201720182019202020212013201420132018 | The month/year in which AY |
20132014 2019 records become eligible to be disposed: | 12/ |
201420152016201720182019 Semester201420152016201720182019202020142015201620172018201920202012201320122017 | The month/year in which AY |
20122013 2018 records become eligible to be disposed:
| 12/ |
20132014201520162017201820132014201520162017201820192013201420152016201720182019