Explanation of Codes

Departmental Codes

These codes are the two-, three-, or four-character prefix of the Agency Item Number before the numbers. These codes define the department or school within the University of Texas at Austin that retains this unique record. This number is for use only by the designated department or school.

Click to see a listing of the Departmental Codes.

Retention Codes  

All numbers used with retention periods are expressed in years unless otherwise indicated.

AC - After Closed: The record is related to a function or activity with a finite closure date. If AC is used in the retention, it should be defined in the Comments field or under the Record Series Title, to indicate the particular trigger for this record series, whether AC means after terminated, completed, expired, settled, or something else.

AV - As Long as Administratively Valuable: The immediate purpose for which the record was created has been fulfilled and any subsequent need for the record to conduct the operations of the university, if any, has been satisfied. Departments are encouraged to develop internal policy for consistent management of records with AV retention designation.

CE - Calendar Year-End: December 31.

FE - Fiscal Year-End: August 31.

LA - Life of Asset: The record is retained until the disposal of the asset.

PM - Permanent: A record that possesses enduring legal, fiscal, or administrative value and must be preserved permanently by the University.

US - Until Superseded.

Archival Codes

I - The records must be transferred to the university archivist in the Center for American History.

O - The University of Texas at Austin must be contacted for an archival review of the records before disposal. After review, some or all of the records in a series may have to be transferred to the archives in lieu of disposal.

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