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 FY22FY24-2325 (Sept 2022 2024 - Aug 20232025) |
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FE + 1 = 08/20212023 |
FE + 2 = 08/20202022 |
FE + 3 = 08/20192021 |
FE + 4 = 08/20182020 |
FE + 5 = 08/20172019 |
FE + 6 = 08/20162018 |
Future Fiscal Years
You can plan ahead for the retention required for records you are creating during each fiscal year
FY2324 2023 2024 FY2425 2024 2025 FY2526 2025 2026 FY2627 2026 2027 FY2728 2027 2028 FY2829 2028 2029 FY2829 2028 2029)FE + 1 = 08/20222023FE + 1 = 08/2024 | FE + 1 = 08/2025 | FE + 1 = 08/2026 | FE + 1 = 08/2027 | FE + 1 = 08/2028 | FE + |
2 2021 2 20222030 |
FE + 2 = 08/2023 | FE + 2 = 08/2024 | FE + 2 = 08/2025 | FE + 2 = 08/2026 | FE + 2 = 08/2027 | FE + |
3 2020 3 20212029 |
FE + 3 = 08/2022 | FE + 3 = 08/2023 | FE + 3 = 08/2024 | FE + 3 = 08/2025 | FE + 3 = 08/2026 | FE + |
4 2019 4 20202028 |
FE + 4 = 08/2021 | FE + 4 = 08/2022 | FE + 4 = 08/2023 | FE + 4 = 08/2024 | FE + 4 = 08/2025 | FE + |
5 2018 5 20192027 |
FE + 5 = 08/2020 | FE + 5 = 08/2021 | FE + 5 = 08/2022 | FE + 5 = 08/2023 | FE + 5 = 08/2024 | FE + |
6 2017 6 20182026 |
FE + 6 = 08/2019 | FE + 6 = 08/2020 | FE + 6 = 08/2021 | FE + 6 = 08/2022 | FE + 6 = 08/2023 |
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| FE + 6 = 08/2024 | FE + 6 = 08/2025 |
2024 Request to Dispose Calculations for AC, AV, CE, LA, US + N
For requests in 20222024, 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
|
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
|
122007122006February 2022
| March 2022
| 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 | March 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 |
April 2024
|
022008April 202202/2007 | May 202203/2023 | 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 | 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
|
042008June 202204/2007 | 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
|
052008July 202205/2007 | August 2022 | 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 | 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 |
September 2024 |
072008072007September 2022 | October 202208/2022 | 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 | November 2022October 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 | December 2022 | 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 | 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 |
11/200811/2007 |
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 |
20222024 | 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 |
12/200812/2007 |
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/ |
202020212022202320242025Spring Semester 05/05/2020 | 05/2021 | 05/2022 | 05050508Summer Semester | 08/2020 | 08/2021 | 08/2022 | 1/2027 | 1/2028 | 1/2029 |
Spring Term | 05/2023 |
080805/202208/2026 | 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 | 05/2026 | 05/2027 | 05/2028 | 05/2029 |
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 Semester | 05/2018 | 05/2019 | 05/2020 | 05/2021 | 05/2022 | 05/2023 | 05/202405/2026 | 05/2027 | 05/2028 | 05/2029 |
Summer Semester | 08/ |
20182019202020212022202320242016201720162021 | 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