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Calculating Retention Periods

The fiscal year for UTHSCSA runs from September 1 of one year through August 31 of the following year. For example, the 2008 fiscal years runs from September 1, 2007 through August 31, 2008. The calendar year for UTHSCSA runs from January 1 -- December 31 of the year. For example, the 2008 calendar year runs from January 1, 2008 through December 31, 2008.

You may also find the Calculator for FE and CE Retention Periods spreadsheet helpful.

Using the Fiscal Year:

To figure out when documents may be destroyed based on a fiscal year retention period you can either count backwards from the current fiscal year to determine which old documents may be destroyed or count forward from the fiscal year of the document to determine when a document created during that fiscal year will be eligible for destruction.

The following example uses the retention period of FE+3, or three years after the end of the fiscal year in which the document was produced:

a. From the current fiscal year counting backwards:

Current Fiscal Year (FE) = Sept. 1, 2007 - Aug. 31, 2008
- 1 FY = Sept. 1, 2006 - Aug. 31, 2007
- 2 FY = Sept. 1, 2005 - Aug. 31, 2006
- 3 FY = Sept. 1, 2004 - Aug. 31, 2005
- 4 FY = Sept. 1, 2003 - Aug. 31, 2004 = Year which can be disposed of.
Throw away anything created prior to September 1, 2004.

b. From the fiscal year of the record counting forward:

Fiscal Year of the Record
(The records you have in hand)
= Sept. 1, 2007 - Aug. 31, 2008
+ 1 FY = Sept. 1, 2008 - Aug. 31, 2009
+ 2 FY = Sept. 1, 2009 - Aug. 31, 2010
+ 3 FY = Sept. 1, 2010 - Aug. 31, 2011
+ 1 day = Sept. 1, 2011 = Date eligible for disposition

Using the Calendar Year:

To figure out when documents may be destroyed based on a calendar year retention period you can either count backwards from the current year to determine which old documents may be destroyed or count forward from the year of a document to determine when a document created during that year will be eligible for destruction.

The following example uses the retention period of CE+3, or 3 years past the end of the calendar year in which the document was produced:

a. From the current calendar year counting backwards:

Current Calendar Year (CE) = Jan. 1, 2008 - Dec. 31, 2008
- 1 CY = Jan. 1, 2007 - Dec. 31, 2007
- 2 CY = Jan. 1, 2006 - Dec. 31, 2006
- 3 CY = Jan. 1, 2005 - Dec. 31, 2005
- 4 CY = Jan. 1, 2004 - Dec. 31, 2004 = Year which can be disposed of.
Throw away anything created prior to January 1, 2005.

b. From the calendar year of the record counting forward:

Calendar Year of the Record
(The records you have in hand)
= Jan. 1, 2008 - Dec. 31, 2008
+ 1 CY = Jan. 1, 2009 - Dec. 31, 2009
+ 2 CY = Jan. 1, 2010 - Dec. 31, 2010
+ 3 CY = Jan. 1, 2011 - Dec. 31, 2011
+ 1 day = Jan. 1, 2012 = Date eligible for disposition