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Individuals or companies that sell refrigerants must comply with EPA recordkeeping requirements, this includes ozone-depleting refrigerant and non-ozone depleting alternatives such as HFCs. It is important to note that all records related to the sale of refrigerants must be kept for a minimum of three years.

Technicians and HVAC servicing companies should also keep records of appliances having refrigerant amounts between 5 and 50 pounds when disposing of them. The records of disposal must be kept for a minimum of 3 years.

On-site records are required and log books can be used effectively for recording a wealth of information. Financial records and invoices can also be effectively used to show the cost of refrigerant and date of purchase.

The Section 608 regulations include leak inspection and verification test requirements for owners/operators of appliances that contain ozone-depleting refrigerant. These regulations do not apply to appliances containing solely substitute refrigerant such as HFCs.

What must the equipment owners/operators include in recovered refrigerant records for equipment with refrigerant charges that range from 5 to 50 lbs.? The quantity of refrigerant (by type) added or recovered from disposed appliances each year and quantity of refrigerant (by type) sent from reclamation or destruction.

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

Owners or operators must submit a report to EPA for any appliance containing 50 or more pounds of ozone-depleting refrigerant that leaks 125 percent or more of the full charge in a calendar year. This report must describe efforts to identify leaks and repair the appliance.