Recordkeeping Requirements

Technicians
Technicians servicing appliances that contain 50 or more pounds of refrigerant must provide the owner with an invoice that indicates the amount of refrigerant added to the appliance. See the EPA's fact sheet on recordkeeping requirements for refrigerant sellers and buyers.

Technicians must also keep proof of EPA certification at their place of business. All technicians must be EPA certified before performing maintenance, service, repair, or disposal of an appliance that contains CFC or HCFC refrigerants.


Equipment Owners or Operators

Owners or operators of appliances containing 50 or more pounds of refrigerant must keep servicing records documenting the date and type of service, as well as the quantity of refrigerant added.

When equipment leaks exceed the EPA's established trigger leak rates and cannot be repaired, the owner or operator must develop a retrofit or retirement plan within 30 days of detecting a leak rate. A copy of the plan must be kept on site and the original plan must be made available to EPA upon request.


Wholesalers/Refrigerant Retailers
Sellers of CFC and HCFC refrigerants must retain invoices that indicate the name of the purchaser, the date of sale, and the quantity of refrigerant purchased. See the EPA's fact sheet on recordkeeping requirements for refrigerant sellers and buyers.


Reclaimers
EPA certified reclaimers must maintain records of the names and addresses of persons sending them material for reclamation and the quantity of material sent to them for reclamation. This information must be maintained on a transactional basis.

Reclaimers also are required to maintain records on the gross weight of the recovered refrigerant, the net weight of the reclaimed refrigerant and the weight of the contaminants removed.


Persons Disposing of Appliances
The final person in the disposal chain (e.g., a scrap metal recycler or landfill owner) is responsible for ensuring that refrigerant is recovered from equipment before the final disposal of the equipment. If the final person in the disposal chain accepts appliances that no longer hold a refrigerant charge, that person is responsible for maintaining a signed statement from whom the appliance/s is being accepted.

The signed statement must include:
  1. Name and address of the person who recovered the refrigerant;
  2. Date that the refrigerant was recovered; or
  3. A copy of a contract stating that the refrigerant will be removed prior to delivery.