{ "name": "The records an HVAC company must already keep", "title": "The records an HVAC company must already keep", "kind": "terms-board", "url": "https://sellhvacdatatoai.com/datasets/hvac-refrigerant-records/", "csv": "https://sellhvacdatatoai.com/datasets/hvac-refrigerant-records.csv", "markdown": "https://sellhvacdatatoai.com/datasets/hvac-refrigerant-records/index.md", "computed_at": "2026-10-31", "license": "https://sellhvacdatatoai.com/terms", "headline": "8 of 13 record-keeping rules read for HVAC work set a fixed number of years, newest read 31 October 2026.", "quotes": [ "8 of 13 record-keeping rules read for HVAC work set a fixed number of years, newest read 31 October 2026.", "What record it requires, by rule: refrigerant recovery, leak inspection, repair or disposal records 8 of 13, payroll, tax or company accounting records 3 of 13, gas appliance safety check records 1 of 13, technician certification records 1 of 13 (13 rules, read 31 October 2026).", "Who must keep it, by rule: the technician or the servicing company 5 of 13, not stated 3 of 13, the owner or operator of the equipment or building 3 of 13, the employer or the company itself 2 of 13 (13 rules, read 31 October 2026).", "How long it is kept, by rule: a fixed number of years 8 of 13, not stated 4 of 13, until the next check, or the life of the equipment 1 of 13 (13 rules, read 31 October 2026).", "What the rule says, in its words, by rule: stated 12 of 13, not stated 1 of 13 (13 rules, read 31 October 2026)." ], "citation": "\"The records an HVAC company must already keep\", updated 2026-10-31, https://sellhvacdatatoai.com/datasets/hvac-refrigerant-records/.", "national": { "n": 13, "unit": "rules", "documents": 13, "published_sources": 13, "named_sources": 14 }, "board": { "type": "clauses", "noun": { "one": "rule", "many": "rules" }, "document": { "one": "text", "many": "texts" }, "fields": [ { "id": "record_kind", "label": "What record it requires", "counts": { "payroll-tax": 3, "refrigerant": 8, "technician": 1, "gas-safety": 1 }, "values": [ { "value": "refrigerant", "text": "refrigerant recovery, leak inspection, repair or disposal records" }, { "value": "technician", "text": "technician certification records" }, { "value": "gas-safety", "text": "gas appliance safety check records" }, { "value": "inspection", "text": "air conditioning or building inspection reports" }, { "value": "payroll-tax", "text": "payroll, tax or company accounting records" } ] }, { "id": "who_keeps", "label": "Who must keep it", "counts": { "employer": 2, "not-stated": 3, "technician-or-firm": 5, "owner-operator": 3 }, "values": [ { "value": "technician-or-firm", "text": "the technician or the servicing company" }, { "value": "owner-operator", "text": "the owner or operator of the equipment or building" }, { "value": "employer", "text": "the employer or the company itself" } ] }, { "id": "period_kind", "label": "How long it is kept", "counts": { "not-stated": 4, "fixed-years": 8, "until-replaced": 1 }, "values": [ { "value": "fixed-years", "text": "a fixed number of years" }, { "value": "until-replaced", "text": "until the next check, or the life of the equipment" }, { "value": "not-fixed", "text": "the text sets no period" } ] }, { "id": "rule_text", "label": "What the rule says, in its words", "counts": { "stated": 12, "not-stated": 1 }, "values": [ { "value": "stated", "text": "stated" } ], "clause": true } ], "lead": { "type": "share", "field": "period_kind", "value": "fixed-years", "n": 8, "of": 13, "label": "Rules that set a fixed period" }, "vendors": [ { "name": "29 CFR 516.2", "answers": { "record_kind": { "value": "payroll-tax", "text": "payroll, tax or company accounting records", "documents": [ { "document": "29 CFR 516.2 Employees subject to minimum wage or overtime provisions", "url": "https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2", "value": "payroll-tax", "quote": "Every employer shall maintain and preserve payroll or other records containing the following information and data with respect to each employee" } ] }, "who_keeps": { "value": "employer", "text": "the employer or the company itself", "documents": [ { "document": "29 CFR 516.2 Employees subject to minimum wage or overtime provisions", "url": "https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2", "value": "employer", "quote": "Every employer shall maintain and preserve payroll or other records" } ] }, "period_kind": { "value": "not-stated", "text": "not stated", "documents": [ { "document": "29 CFR 516.2 Employees subject to minimum wage or overtime provisions", "url": "https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2", "value": "not-stated", "quote": "" } ] }, "rule_text": { "value": "stated", "text": "Every employer shall maintain and preserve payroll or other records containing the…", "documents": [ { "document": "29 CFR 516.2 Employees subject to minimum wage or overtime provisions", "url": "https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2", "value": "stated", "quote": "Every employer shall maintain and preserve payroll or other records containing the following information and data with respect to each employee to whom section 6 or both sections 6 and 7(a) of the Act apply:" } ] } } }, { "name": "40 CFR 82.155(c)", "answers": { "record_kind": { "value": "refrigerant", "text": "refrigerant recovery, leak inspection, repair or disposal records", "documents": [ { "document": "40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155", "value": "refrigerant", "quote": "The final processor of a small appliance, MVAC, or MVAC-like appliance must keep a copy of all the signed statements or contracts obtained under paragraph (b)(2) of this section on site" } ] }, "who_keeps": { "value": "not-stated", "text": "not stated", "documents": [ { "document": "40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155", "value": "not-stated", "quote": "" } ] }, "period_kind": { "value": "fixed-years", "text": "a fixed number of years", "documents": [ { "document": "40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155", "value": "fixed-years", "quote": "in hard copy or in electronic format, for three years." } ] }, "rule_text": { "value": "stated", "text": "The final processor of a small appliance, MVAC, or MVAC-like appliance must keep a copy…", "documents": [ { "document": "40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155", "value": "stated", "quote": "The final processor of a small appliance, MVAC, or MVAC-like appliance must keep a copy of all the signed statements or contracts obtained under paragraph (b)(2) of this section on site, in hard copy or in electronic format, for three years." } ] } } }, { "name": "40 CFR 82.156(a)(3)", "answers": { "record_kind": { "value": "refrigerant", "text": "refrigerant recovery, leak inspection, repair or disposal records", "documents": [ { "document": "40 CFR 82.156 Proper evacuation of refrigerant from appliances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156", "value": "refrigerant", "quote": "technicians evacuating refrigerant from appliances with a full charge of more than 5 and less than 50 pounds of refrigerant for purposes of disposal of that appliance must keep records documenting the following for three years" } ] }, "who_keeps": { "value": "technician-or-firm", "text": "the technician or the servicing company", "documents": [ { "document": "40 CFR 82.156 Proper evacuation of refrigerant from appliances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156", "value": "technician-or-firm", "quote": "technicians evacuating refrigerant from appliances with a full charge of more than 5 and less than 50 pounds of refrigerant for purposes of disposal of that appliance must keep records" } ] }, "period_kind": { "value": "fixed-years", "text": "a fixed number of years", "documents": [ { "document": "40 CFR 82.156 Proper evacuation of refrigerant from appliances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156", "value": "fixed-years", "quote": "must keep records documenting the following for three years" } ] }, "rule_text": { "value": "stated", "text": "As of January 1, 2018, technicians evacuating refrigerant from appliances with a full…", "documents": [ { "document": "40 CFR 82.156 Proper evacuation of refrigerant from appliances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156", "value": "stated", "quote": "As of January 1, 2018, technicians evacuating refrigerant from appliances with a full charge of more than 5 and less than 50 pounds of refrigerant for purposes of disposal of that appliance must keep records documenting the following for three years:" } ] } } }, { "name": "40 CFR 82.157(l)", "answers": { "record_kind": { "value": "refrigerant", "text": "refrigerant recovery, leak inspection, repair or disposal records", "documents": [ { "document": "40 CFR 82.157 Appliance maintenance and leak repair", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157", "value": "refrigerant", "quote": "Owners or operators must keep records of leak inspections that include the date of inspection, the method(s) used to conduct the leak inspection" } ] }, "who_keeps": { "value": "owner-operator", "text": "the owner or operator of the equipment or building", "documents": [ { "document": "40 CFR 82.157 Appliance maintenance and leak repair", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157", "value": "owner-operator", "quote": "Owners or operators must keep records of leak inspections" } ] }, "period_kind": { "value": "fixed-years", "text": "a fixed number of years", "documents": [ { "document": "40 CFR 82.157 Appliance maintenance and leak repair", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157", "value": "fixed-years", "quote": "All records identified in this paragraph must be kept for at least three years in electronic or paper format, unless otherwise specified." } ] }, "rule_text": { "value": "stated", "text": "Owners or operators must determine the full charge of all appliances with 50 or more…", "documents": [ { "document": "40 CFR 82.157 Appliance maintenance and leak repair", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157", "value": "stated", "quote": "Owners or operators must determine the full charge of all appliances with 50 or more pounds of refrigerant and maintain the following information for each appliance until three years after the appliance is retired:" } ] } } }, { "name": "40 CFR 82.161", "answers": { "record_kind": { "value": "technician", "text": "technician certification records", "documents": [ { "document": "40 CFR 82.161 Technician certification", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161", "value": "technician", "quote": "Technicians certified under this section must keep a copy of their certificate at their place of business." } ] }, "who_keeps": { "value": "technician-or-firm", "text": "the technician or the servicing company", "documents": [ { "document": "40 CFR 82.161 Technician certification", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161", "value": "technician-or-firm", "quote": "Technicians must maintain a copy of their certificate until three years after no longer operating as a technician." } ] }, "period_kind": { "value": "fixed-years", "text": "a fixed number of years", "documents": [ { "document": "40 CFR 82.161 Technician certification", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161", "value": "fixed-years", "quote": "Technicians must maintain a copy of their certificate until three years after no longer operating as a technician." } ] }, "rule_text": { "value": "stated", "text": "Technicians certified under this section must keep a copy of their certificate at their…", "documents": [ { "document": "40 CFR 82.161 Technician certification", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161", "value": "stated", "quote": "Technicians certified under this section must keep a copy of their certificate at their place of business." } ] } } }, { "name": "40 CFR 84 subpart C", "answers": { "record_kind": { "value": "refrigerant", "text": "refrigerant recovery, leak inspection, repair or disposal records", "documents": [ { "document": "40 CFR 84 subpart C Management of Regulated Substances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C", "value": "refrigerant", "quote": "Owners or operators must keep records of leak inspections that include the date of inspection, the method(s) used to conduct the leak inspection" } ] }, "who_keeps": { "value": "owner-operator", "text": "the owner or operator of the equipment or building", "documents": [ { "document": "40 CFR 84 subpart C Management of Regulated Substances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C", "value": "owner-operator", "quote": "owners or operators must determine the full charge of all refrigerant-containing appliances with 15 or more pounds of refrigerant" } ] }, "period_kind": { "value": "fixed-years", "text": "a fixed number of years", "documents": [ { "document": "40 CFR 84 subpart C Management of Regulated Substances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C", "value": "fixed-years", "quote": "All records identified in this paragraph must be kept for at least three years in electronic or paper format, unless otherwise specified." } ] }, "rule_text": { "value": "stated", "text": "All records identified in this paragraph must be kept for at least three years in…", "documents": [ { "document": "40 CFR 84 subpart C Management of Regulated Substances", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C", "value": "stated", "quote": "All records identified in this paragraph must be kept for at least three years in electronic or paper format, unless otherwise specified." } ] } } }, { "name": "Companies Act accounting records (GOV.UK)", "answers": { "record_kind": { "value": "payroll-tax", "text": "payroll, tax or company accounting records", "documents": [ { "document": "Running a limited company: company and accounting records", "url": "https://www.gov.uk/running-a-limited-company/company-and-accounting-records", "value": "payroll-tax", "quote": "You must keep accounting records that include:" } ] }, "who_keeps": { "value": "employer", "text": "the employer or the company itself", "documents": [ { "document": "Running a limited company: company and accounting records", "url": "https://www.gov.uk/running-a-limited-company/company-and-accounting-records", "value": "employer", "quote": "You can be fined £3,000 by HMRC or disqualified as a company director if you do not keep accounting records." } ] }, "period_kind": { "value": "fixed-years", "text": "a fixed number of years", "documents": [ { "document": "Running a limited company: company and accounting records", "url": "https://www.gov.uk/running-a-limited-company/company-and-accounting-records", "value": "fixed-years", "quote": "You must keep records for 6 years from the end of the last company financial year they relate to, or longer if:" } ] }, "rule_text": { "value": "stated", "text": "You must keep records for 6 years from the end of the last company financial year they…", "documents": [ { "document": "Running a limited company: company and accounting records", "url": "https://www.gov.uk/running-a-limited-company/company-and-accounting-records", "value": "stated", "quote": "You must keep records for 6 years from the end of the last company financial year they relate to, or longer if:" } ] } } }, { "name": "EPA leak repair requirements", "answers": { "record_kind": { "value": "refrigerant", "text": "refrigerant recovery, leak inspection, repair or disposal records", "documents": [ { "document": "EPA Stationary Refrigeration Leak Repair Requirements", "url": "https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements", "value": "refrigerant", "quote": "Owners or operators of appliances that exceed the trigger rate must conduct initial and follow-up verification tests at the conclusion of any repair efforts." } ] }, "who_keeps": { "value": "owner-operator", "text": "the owner or operator of the equipment or building", "documents": [ { "document": "EPA Stationary Refrigeration Leak Repair Requirements", "url": "https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements", "value": "owner-operator", "quote": "Owners or operators of appliances that exceed the trigger rate must conduct initial and follow-up verification tests" } ] }, "period_kind": { "value": "not-stated", "text": "not stated", "documents": [ { "document": "EPA Stationary Refrigeration Leak Repair Requirements", "url": "https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements", "value": "not-stated", "quote": "" } ] }, "rule_text": { "value": "not-stated", "text": "not stated", "documents": [ { "document": "EPA Stationary Refrigeration Leak Repair Requirements", "url": "https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements", "value": "not-stated", "quote": "" } ] } } }, { "name": "EPA Section 608 recordkeeping", "answers": { "record_kind": { "value": "refrigerant", "text": "refrigerant recovery, leak inspection, repair or disposal records", "documents": [ { "document": "EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration", "url": "https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration", "value": "refrigerant", "quote": "Technicians disposing of appliances containing between 5 and 50 pounds of refrigerant must keep records of the disposal." } ] }, "who_keeps": { "value": "technician-or-firm", "text": "the technician or the servicing company", "documents": [ { "document": "EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration", "url": "https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration", "value": "technician-or-firm", "quote": "Technicians disposing of appliances containing between 5 and 50 pounds of refrigerant must keep records of the disposal." } ] }, "period_kind": { "value": "not-stated", "text": "not stated", "documents": [ { "document": "EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration", "url": "https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration", "value": "not-stated", "quote": "" } ] }, "rule_text": { "value": "stated", "text": "These are typically field-installed appliances such as residential AC split systems.", "documents": [ { "document": "EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration", "url": "https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration", "value": "stated", "quote": "These are typically field-installed appliances such as residential AC split systems." } ] } } }, { "name": "F-gas Regulation article 6", "answers": { "record_kind": { "value": "refrigerant", "text": "refrigerant recovery, leak inspection, repair or disposal records", "documents": [ { "document": "Regulation (EU) No 517/2014 (as retained) article 6", "url": "https://www.legislation.gov.uk/eur/2014/517/article/6", "value": "refrigerant", "quote": "undertakings carrying out the activities referred to in point (e) of paragraph 1 for operators shall keep copies of the records referred to in paragraph 1 for at least five years." } ] }, "who_keeps": { "value": "technician-or-firm", "text": "the technician or the servicing company", "documents": [ { "document": "Regulation (EU) No 517/2014 (as retained) article 6", "url": "https://www.legislation.gov.uk/eur/2014/517/article/6", "value": "technician-or-firm", "quote": "undertakings carrying out the activities referred to in point (e) of paragraph 1 for operators shall keep copies of the records" } ] }, "period_kind": { "value": "fixed-years", "text": "a fixed number of years", "documents": [ { "document": "Regulation (EU) No 517/2014 (as retained) article 6", "url": "https://www.legislation.gov.uk/eur/2014/517/article/6", "value": "fixed-years", "quote": "the operators referred to in paragraph 1 shall keep the records referred to in that paragraph for at least five years;" } ] }, "rule_text": { "value": "stated", "text": "undertakings carrying out the activities referred to in point (e) of paragraph 1 for…", "documents": [ { "document": "Regulation (EU) No 517/2014 (as retained) article 6", "url": "https://www.legislation.gov.uk/eur/2014/517/article/6", "value": "stated", "quote": "undertakings carrying out the activities referred to in point (e) of paragraph 1 for operators shall keep copies of the records referred to in paragraph 1 for at least five years." } ] } } }, { "name": "Gas Safety Regulations 1998 reg 36", "answers": { "record_kind": { "value": "gas-safety", "text": "gas appliance safety check records", "documents": [ { "document": "Gas Safety (Installation and Use) Regulations 1998 regulation 36", "url": "https://www.legislation.gov.uk/uksi/1998/2451/regulation/36", "value": "gas-safety", "quote": "ensure that a record in respect of any appliance or flue so checked is made and retained" } ] }, "who_keeps": { "value": "not-stated", "text": "not stated", "documents": [ { "document": "Gas Safety (Installation and Use) Regulations 1998 regulation 36", "url": "https://www.legislation.gov.uk/uksi/1998/2451/regulation/36", "value": "not-stated", "quote": "" } ] }, "period_kind": { "value": "until-replaced", "text": "until the next check, or the life of the equipment", "documents": [ { "document": "Gas Safety (Installation and Use) Regulations 1998 regulation 36", "url": "https://www.legislation.gov.uk/uksi/1998/2451/regulation/36", "value": "until-replaced", "quote": "until there have been two further checks of the appliance or flue under this paragraph" } ] }, "rule_text": { "value": "stated", "text": "ensure that a record in respect of any appliance or flue so checked is made and retained", "documents": [ { "document": "Gas Safety (Installation and Use) Regulations 1998 regulation 36", "url": "https://www.legislation.gov.uk/uksi/1998/2451/regulation/36", "value": "stated", "quote": "ensure that a record in respect of any appliance or flue so checked is made and retained" } ] } } }, { "name": "GOV.UK F gas guidance", "answers": { "record_kind": { "value": "refrigerant", "text": "refrigerant recovery, leak inspection, repair or disposal records", "documents": [ { "document": "F gas in refrigeration, air conditioning and fire protection systems", "url": "https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems", "value": "refrigerant", "quote": "Record F gas in equipment you own or service" } ] }, "who_keeps": { "value": "technician-or-firm", "text": "the technician or the servicing company", "documents": [ { "document": "F gas in refrigeration, air conditioning and fire protection systems", "url": "https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems", "value": "technician-or-firm", "quote": "Record F gas in equipment you own or service" } ] }, "period_kind": { "value": "not-stated", "text": "not stated", "documents": [ { "document": "F gas in refrigeration, air conditioning and fire protection systems", "url": "https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems", "value": "not-stated", "quote": "" } ] }, "rule_text": { "value": "stated", "text": "Record and report F gas and equipment pre-charged with F gas", "documents": [ { "document": "F gas in refrigeration, air conditioning and fire protection systems", "url": "https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems", "value": "stated", "quote": "Record and report F gas and equipment pre-charged with F gas" } ] } } }, { "name": "IRS record periods", "answers": { "record_kind": { "value": "payroll-tax", "text": "payroll, tax or company accounting records", "documents": [ { "document": "How long should I keep records", "url": "https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records", "value": "payroll-tax", "quote": "Generally, you must keep your records that support an item of income, deduction or credit shown on your tax return until the period of limitations for that tax return runs out." } ] }, "who_keeps": { "value": "not-stated", "text": "not stated", "documents": [ { "document": "How long should I keep records", "url": "https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records", "value": "not-stated", "quote": "" } ] }, "period_kind": { "value": "fixed-years", "text": "a fixed number of years", "documents": [ { "document": "How long should I keep records", "url": "https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records", "value": "fixed-years", "quote": "Keep records for 3 years if situations (4), (5), and (6) below do not apply to you." } ] }, "rule_text": { "value": "stated", "text": "The length of time you should keep a document depends on the action, expense, or event…", "documents": [ { "document": "How long should I keep records", "url": "https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records", "value": "stated", "quote": "The length of time you should keep a document depends on the action, expense, or event which the document records." } ] } } } ] }, "subject_kind": "rule", "rows": [ { "subject": "29 CFR 516.2", "url": "https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2", "document": "29 CFR 516.2 Employees subject to minimum wage or overtime provisions", "question": "record_kind", "answer": "payroll-tax", "answer_text": "payroll, tax or company accounting records", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Every employer shall maintain and preserve payroll or other records containing the following information and data with respect to each employee", "text_sha256": "c8988df6c5d16000e3f6e6ade0c1d03ca49571e1d6be2d97dcbc94c33718ef4b" }, { "subject": "29 CFR 516.2", "url": "https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2", "document": "29 CFR 516.2 Employees subject to minimum wage or overtime provisions", "question": "who_keeps", "answer": "employer", "answer_text": "the employer or the company itself", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Every employer shall maintain and preserve payroll or other records", "text_sha256": "c8988df6c5d16000e3f6e6ade0c1d03ca49571e1d6be2d97dcbc94c33718ef4b" }, { "subject": "29 CFR 516.2", "url": "https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2", "document": "29 CFR 516.2 Employees subject to minimum wage or overtime provisions", "question": "period_kind", "answer": "not-stated", "answer_text": "not stated", "status": "not-stated", "retrieved_at": "2026-10-31", "quote": "Not addressed: the text read on 2026-10-31 (5,430 characters) is silent on this.", "text_sha256": "c8988df6c5d16000e3f6e6ade0c1d03ca49571e1d6be2d97dcbc94c33718ef4b" }, { "subject": "29 CFR 516.2", "url": "https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2", "document": "29 CFR 516.2 Employees subject to minimum wage or overtime provisions", "question": "rule_text", "answer": "stated", "answer_text": "Every employer shall maintain and preserve payroll or other records containing the…", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Every employer shall maintain and preserve payroll or other records containing the following information and data with respect to each employee to whom section 6 or both sections 6 and 7(a) of the Act apply:", "text_sha256": "c8988df6c5d16000e3f6e6ade0c1d03ca49571e1d6be2d97dcbc94c33718ef4b" }, { "subject": "40 CFR 82.155(c)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155", "document": "40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances", "question": "record_kind", "answer": "refrigerant", "answer_text": "refrigerant recovery, leak inspection, repair or disposal records", "status": "stated", "retrieved_at": "2026-10-31", "quote": "The final processor of a small appliance, MVAC, or MVAC-like appliance must keep a copy of all the signed statements or contracts obtained under paragraph (b)(2) of this section on site", "text_sha256": "6cd501a7f156aa7c4ecb411b72e0508ebc95c853dfac3cd1186677b54f94123e" }, { "subject": "40 CFR 82.155(c)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155", "document": "40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances", "question": "who_keeps", "answer": "not-stated", "answer_text": "not stated", "status": "not-stated", "retrieved_at": "2026-10-31", "quote": "Not addressed: the text read on 2026-10-31 (4,112 characters) is silent on this.", "text_sha256": "6cd501a7f156aa7c4ecb411b72e0508ebc95c853dfac3cd1186677b54f94123e" }, { "subject": "40 CFR 82.155(c)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155", "document": "40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances", "question": "period_kind", "answer": "fixed-years", "answer_text": "a fixed number of years", "status": "stated", "retrieved_at": "2026-10-31", "quote": "in hard copy or in electronic format, for three years.", "text_sha256": "6cd501a7f156aa7c4ecb411b72e0508ebc95c853dfac3cd1186677b54f94123e" }, { "subject": "40 CFR 82.155(c)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155", "document": "40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances", "question": "rule_text", "answer": "stated", "answer_text": "The final processor of a small appliance, MVAC, or MVAC-like appliance must keep a copy…", "status": "stated", "retrieved_at": "2026-10-31", "quote": "The final processor of a small appliance, MVAC, or MVAC-like appliance must keep a copy of all the signed statements or contracts obtained under paragraph (b)(2) of this section on site, in hard copy or in electronic format, for three years.", "text_sha256": "6cd501a7f156aa7c4ecb411b72e0508ebc95c853dfac3cd1186677b54f94123e" }, { "subject": "40 CFR 82.156(a)(3)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156", "document": "40 CFR 82.156 Proper evacuation of refrigerant from appliances", "question": "record_kind", "answer": "refrigerant", "answer_text": "refrigerant recovery, leak inspection, repair or disposal records", "status": "stated", "retrieved_at": "2026-10-08", "quote": "technicians evacuating refrigerant from appliances with a full charge of more than 5 and less than 50 pounds of refrigerant for purposes of disposal of that appliance must keep records documenting the following for three years", "text_sha256": "1433aba66716f4b9d1eff5e06a0e123bc15e423556ee049cc56ad1dbaa3d4492" }, { "subject": "40 CFR 82.156(a)(3)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156", "document": "40 CFR 82.156 Proper evacuation of refrigerant from appliances", "question": "who_keeps", "answer": "technician-or-firm", "answer_text": "the technician or the servicing company", "status": "stated", "retrieved_at": "2026-10-08", "quote": "technicians evacuating refrigerant from appliances with a full charge of more than 5 and less than 50 pounds of refrigerant for purposes of disposal of that appliance must keep records", "text_sha256": "1433aba66716f4b9d1eff5e06a0e123bc15e423556ee049cc56ad1dbaa3d4492" }, { "subject": "40 CFR 82.156(a)(3)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156", "document": "40 CFR 82.156 Proper evacuation of refrigerant from appliances", "question": "period_kind", "answer": "fixed-years", "answer_text": "a fixed number of years", "status": "stated", "retrieved_at": "2026-10-08", "quote": "must keep records documenting the following for three years", "text_sha256": "1433aba66716f4b9d1eff5e06a0e123bc15e423556ee049cc56ad1dbaa3d4492" }, { "subject": "40 CFR 82.156(a)(3)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156", "document": "40 CFR 82.156 Proper evacuation of refrigerant from appliances", "question": "rule_text", "answer": "stated", "answer_text": "As of January 1, 2018, technicians evacuating refrigerant from appliances with a full…", "status": "stated", "retrieved_at": "2026-10-08", "quote": "As of January 1, 2018, technicians evacuating refrigerant from appliances with a full charge of more than 5 and less than 50 pounds of refrigerant for purposes of disposal of that appliance must keep records documenting the following for three years:", "text_sha256": "1433aba66716f4b9d1eff5e06a0e123bc15e423556ee049cc56ad1dbaa3d4492" }, { "subject": "40 CFR 82.157(l)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157", "document": "40 CFR 82.157 Appliance maintenance and leak repair", "question": "record_kind", "answer": "refrigerant", "answer_text": "refrigerant recovery, leak inspection, repair or disposal records", "status": "stated", "retrieved_at": "2026-10-26", "quote": "Owners or operators must keep records of leak inspections that include the date of inspection, the method(s) used to conduct the leak inspection", "text_sha256": "b8f42407b20799e31b099b80f376df0384ae43e4bf06ba532c9087d5bd6fd49f" }, { "subject": "40 CFR 82.157(l)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157", "document": "40 CFR 82.157 Appliance maintenance and leak repair", "question": "who_keeps", "answer": "owner-operator", "answer_text": "the owner or operator of the equipment or building", "status": "stated", "retrieved_at": "2026-10-26", "quote": "Owners or operators must keep records of leak inspections", "text_sha256": "b8f42407b20799e31b099b80f376df0384ae43e4bf06ba532c9087d5bd6fd49f" }, { "subject": "40 CFR 82.157(l)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157", "document": "40 CFR 82.157 Appliance maintenance and leak repair", "question": "period_kind", "answer": "fixed-years", "answer_text": "a fixed number of years", "status": "stated", "retrieved_at": "2026-10-26", "quote": "All records identified in this paragraph must be kept for at least three years in electronic or paper format, unless otherwise specified.", "text_sha256": "b8f42407b20799e31b099b80f376df0384ae43e4bf06ba532c9087d5bd6fd49f" }, { "subject": "40 CFR 82.157(l)", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157", "document": "40 CFR 82.157 Appliance maintenance and leak repair", "question": "rule_text", "answer": "stated", "answer_text": "Owners or operators must determine the full charge of all appliances with 50 or more…", "status": "stated", "retrieved_at": "2026-10-26", "quote": "Owners or operators must determine the full charge of all appliances with 50 or more pounds of refrigerant and maintain the following information for each appliance until three years after the appliance is retired:", "text_sha256": "b8f42407b20799e31b099b80f376df0384ae43e4bf06ba532c9087d5bd6fd49f" }, { "subject": "40 CFR 82.161", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161", "document": "40 CFR 82.161 Technician certification", "question": "record_kind", "answer": "technician", "answer_text": "technician certification records", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Technicians certified under this section must keep a copy of their certificate at their place of business.", "text_sha256": "18d7f517ed616f0f00c361789b6d415bf0f633bf8659c91d78e3c5e95438c341" }, { "subject": "40 CFR 82.161", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161", "document": "40 CFR 82.161 Technician certification", "question": "who_keeps", "answer": "technician-or-firm", "answer_text": "the technician or the servicing company", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Technicians must maintain a copy of their certificate until three years after no longer operating as a technician.", "text_sha256": "18d7f517ed616f0f00c361789b6d415bf0f633bf8659c91d78e3c5e95438c341" }, { "subject": "40 CFR 82.161", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161", "document": "40 CFR 82.161 Technician certification", "question": "period_kind", "answer": "fixed-years", "answer_text": "a fixed number of years", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Technicians must maintain a copy of their certificate until three years after no longer operating as a technician.", "text_sha256": "18d7f517ed616f0f00c361789b6d415bf0f633bf8659c91d78e3c5e95438c341" }, { "subject": "40 CFR 82.161", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161", "document": "40 CFR 82.161 Technician certification", "question": "rule_text", "answer": "stated", "answer_text": "Technicians certified under this section must keep a copy of their certificate at their…", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Technicians certified under this section must keep a copy of their certificate at their place of business.", "text_sha256": "18d7f517ed616f0f00c361789b6d415bf0f633bf8659c91d78e3c5e95438c341" }, { "subject": "40 CFR 84 subpart C", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C", "document": "40 CFR 84 subpart C Management of Regulated Substances", "question": "record_kind", "answer": "refrigerant", "answer_text": "refrigerant recovery, leak inspection, repair or disposal records", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Owners or operators must keep records of leak inspections that include the date of inspection, the method(s) used to conduct the leak inspection", "text_sha256": "0ea9f952c9c3f2b92ae2151cd6009c3283e0cee7d74d9809d8587f2c0ce2af87" }, { "subject": "40 CFR 84 subpart C", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C", "document": "40 CFR 84 subpart C Management of Regulated Substances", "question": "who_keeps", "answer": "owner-operator", "answer_text": "the owner or operator of the equipment or building", "status": "stated", "retrieved_at": "2026-10-31", "quote": "owners or operators must determine the full charge of all refrigerant-containing appliances with 15 or more pounds of refrigerant", "text_sha256": "0ea9f952c9c3f2b92ae2151cd6009c3283e0cee7d74d9809d8587f2c0ce2af87" }, { "subject": "40 CFR 84 subpart C", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C", "document": "40 CFR 84 subpart C Management of Regulated Substances", "question": "period_kind", "answer": "fixed-years", "answer_text": "a fixed number of years", "status": "stated", "retrieved_at": "2026-10-31", "quote": "All records identified in this paragraph must be kept for at least three years in electronic or paper format, unless otherwise specified.", "text_sha256": "0ea9f952c9c3f2b92ae2151cd6009c3283e0cee7d74d9809d8587f2c0ce2af87" }, { "subject": "40 CFR 84 subpart C", "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C", "document": "40 CFR 84 subpart C Management of Regulated Substances", "question": "rule_text", "answer": "stated", "answer_text": "All records identified in this paragraph must be kept for at least three years in…", "status": "stated", "retrieved_at": "2026-10-31", "quote": "All records identified in this paragraph must be kept for at least three years in electronic or paper format, unless otherwise specified.", "text_sha256": "0ea9f952c9c3f2b92ae2151cd6009c3283e0cee7d74d9809d8587f2c0ce2af87" }, { "subject": "Companies Act accounting records (GOV.UK)", "url": "https://www.gov.uk/running-a-limited-company/company-and-accounting-records", "document": "Running a limited company: company and accounting records", "question": "record_kind", "answer": "payroll-tax", "answer_text": "payroll, tax or company accounting records", "status": "stated", "retrieved_at": "2026-10-30", "quote": "You must keep accounting records that include:", "text_sha256": "018f4e317ac16ed5cc934cff84dea18b5696d6f60555804b28b90d2cf3f1c2e2" }, { "subject": "Companies Act accounting records (GOV.UK)", "url": "https://www.gov.uk/running-a-limited-company/company-and-accounting-records", "document": "Running a limited company: company and accounting records", "question": "who_keeps", "answer": "employer", "answer_text": "the employer or the company itself", "status": "stated", "retrieved_at": "2026-10-30", "quote": "You can be fined £3,000 by HMRC or disqualified as a company director if you do not keep accounting records.", "text_sha256": "018f4e317ac16ed5cc934cff84dea18b5696d6f60555804b28b90d2cf3f1c2e2" }, { "subject": "Companies Act accounting records (GOV.UK)", "url": "https://www.gov.uk/running-a-limited-company/company-and-accounting-records", "document": "Running a limited company: company and accounting records", "question": "period_kind", "answer": "fixed-years", "answer_text": "a fixed number of years", "status": "stated", "retrieved_at": "2026-10-30", "quote": "You must keep records for 6 years from the end of the last company financial year they relate to, or longer if:", "text_sha256": "018f4e317ac16ed5cc934cff84dea18b5696d6f60555804b28b90d2cf3f1c2e2" }, { "subject": "Companies Act accounting records (GOV.UK)", "url": "https://www.gov.uk/running-a-limited-company/company-and-accounting-records", "document": "Running a limited company: company and accounting records", "question": "rule_text", "answer": "stated", "answer_text": "You must keep records for 6 years from the end of the last company financial year they…", "status": "stated", "retrieved_at": "2026-10-30", "quote": "You must keep records for 6 years from the end of the last company financial year they relate to, or longer if:", "text_sha256": "018f4e317ac16ed5cc934cff84dea18b5696d6f60555804b28b90d2cf3f1c2e2" }, { "subject": "EPA leak repair requirements", "url": "https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements", "document": "EPA Stationary Refrigeration Leak Repair Requirements", "question": "record_kind", "answer": "refrigerant", "answer_text": "refrigerant recovery, leak inspection, repair or disposal records", "status": "stated", "retrieved_at": "2026-10-26", "quote": "Owners or operators of appliances that exceed the trigger rate must conduct initial and follow-up verification tests at the conclusion of any repair efforts.", "text_sha256": "9d694e7c6d7a593161d8efd2a2e35fc5a00bf4f00409aba956f4d943b26fcfcb" }, { "subject": "EPA leak repair requirements", "url": "https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements", "document": "EPA Stationary Refrigeration Leak Repair Requirements", "question": "who_keeps", "answer": "owner-operator", "answer_text": "the owner or operator of the equipment or building", "status": "stated", "retrieved_at": "2026-10-26", "quote": "Owners or operators of appliances that exceed the trigger rate must conduct initial and follow-up verification tests", "text_sha256": "9d694e7c6d7a593161d8efd2a2e35fc5a00bf4f00409aba956f4d943b26fcfcb" }, { "subject": "EPA leak repair requirements", "url": "https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements", "document": "EPA Stationary Refrigeration Leak Repair Requirements", "question": "period_kind", "answer": "not-stated", "answer_text": "not stated", "status": "not-stated", "retrieved_at": "2026-10-26", "quote": "Not addressed: the text read on 2026-10-26 (8,020 characters) is silent on this.", "text_sha256": "9d694e7c6d7a593161d8efd2a2e35fc5a00bf4f00409aba956f4d943b26fcfcb" }, { "subject": "EPA leak repair requirements", "url": "https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements", "document": "EPA Stationary Refrigeration Leak Repair Requirements", "question": "rule_text", "answer": "not-stated", "answer_text": "not stated", "status": "not-stated", "retrieved_at": "2026-10-26", "quote": "Not addressed: the text read on 2026-10-26 (8,020 characters) is silent on this.", "text_sha256": "9d694e7c6d7a593161d8efd2a2e35fc5a00bf4f00409aba956f4d943b26fcfcb" }, { "subject": "EPA Section 608 recordkeeping", "url": "https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration", "document": "EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration", "question": "record_kind", "answer": "refrigerant", "answer_text": "refrigerant recovery, leak inspection, repair or disposal records", "status": "stated", "retrieved_at": "2026-10-24", "quote": "Technicians disposing of appliances containing between 5 and 50 pounds of refrigerant must keep records of the disposal.", "text_sha256": "24ed9e578a779a3b62443dec8234ec920d5e0708065eae599d0881f2360db5b4" }, { "subject": "EPA Section 608 recordkeeping", "url": "https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration", "document": "EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration", "question": "who_keeps", "answer": "technician-or-firm", "answer_text": "the technician or the servicing company", "status": "stated", "retrieved_at": "2026-10-24", "quote": "Technicians disposing of appliances containing between 5 and 50 pounds of refrigerant must keep records of the disposal.", "text_sha256": "24ed9e578a779a3b62443dec8234ec920d5e0708065eae599d0881f2360db5b4" }, { "subject": "EPA Section 608 recordkeeping", "url": "https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration", "document": "EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration", "question": "period_kind", "answer": "not-stated", "answer_text": "not stated", "status": "not-stated", "retrieved_at": "2026-10-24", "quote": "Not addressed: the text read on 2026-10-24 (6,907 characters) is silent on this.", "text_sha256": "24ed9e578a779a3b62443dec8234ec920d5e0708065eae599d0881f2360db5b4" }, { "subject": "EPA Section 608 recordkeeping", "url": "https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration", "document": "EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration", "question": "rule_text", "answer": "stated", "answer_text": "These are typically field-installed appliances such as residential AC split systems.", "status": "stated", "retrieved_at": "2026-10-24", "quote": "These are typically field-installed appliances such as residential AC split systems.", "text_sha256": "24ed9e578a779a3b62443dec8234ec920d5e0708065eae599d0881f2360db5b4" }, { "subject": "F-gas Regulation article 6", "url": "https://www.legislation.gov.uk/eur/2014/517/article/6", "document": "Regulation (EU) No 517/2014 (as retained) article 6", "question": "record_kind", "answer": "refrigerant", "answer_text": "refrigerant recovery, leak inspection, repair or disposal records", "status": "stated", "retrieved_at": "2026-10-28", "quote": "undertakings carrying out the activities referred to in point (e) of paragraph 1 for operators shall keep copies of the records referred to in paragraph 1 for at least five years.", "text_sha256": "97265b77e2034977c7028905577f08c8bbd12648762fdf0ab6c5cfc04d8068bb" }, { "subject": "F-gas Regulation article 6", "url": "https://www.legislation.gov.uk/eur/2014/517/article/6", "document": "Regulation (EU) No 517/2014 (as retained) article 6", "question": "who_keeps", "answer": "technician-or-firm", "answer_text": "the technician or the servicing company", "status": "stated", "retrieved_at": "2026-10-28", "quote": "undertakings carrying out the activities referred to in point (e) of paragraph 1 for operators shall keep copies of the records", "text_sha256": "97265b77e2034977c7028905577f08c8bbd12648762fdf0ab6c5cfc04d8068bb" }, { "subject": "F-gas Regulation article 6", "url": "https://www.legislation.gov.uk/eur/2014/517/article/6", "document": "Regulation (EU) No 517/2014 (as retained) article 6", "question": "period_kind", "answer": "fixed-years", "answer_text": "a fixed number of years", "status": "stated", "retrieved_at": "2026-10-28", "quote": "the operators referred to in paragraph 1 shall keep the records referred to in that paragraph for at least five years;", "text_sha256": "97265b77e2034977c7028905577f08c8bbd12648762fdf0ab6c5cfc04d8068bb" }, { "subject": "F-gas Regulation article 6", "url": "https://www.legislation.gov.uk/eur/2014/517/article/6", "document": "Regulation (EU) No 517/2014 (as retained) article 6", "question": "rule_text", "answer": "stated", "answer_text": "undertakings carrying out the activities referred to in point (e) of paragraph 1 for…", "status": "stated", "retrieved_at": "2026-10-28", "quote": "undertakings carrying out the activities referred to in point (e) of paragraph 1 for operators shall keep copies of the records referred to in paragraph 1 for at least five years.", "text_sha256": "97265b77e2034977c7028905577f08c8bbd12648762fdf0ab6c5cfc04d8068bb" }, { "subject": "Gas Safety Regulations 1998 reg 36", "url": "https://www.legislation.gov.uk/uksi/1998/2451/regulation/36", "document": "Gas Safety (Installation and Use) Regulations 1998 regulation 36", "question": "record_kind", "answer": "gas-safety", "answer_text": "gas appliance safety check records", "status": "stated", "retrieved_at": "2026-10-31", "quote": "ensure that a record in respect of any appliance or flue so checked is made and retained", "text_sha256": "fb86a815423971f900ba0e6b6bf892e56d1334417634e16e4d059786e2e7a157" }, { "subject": "Gas Safety Regulations 1998 reg 36", "url": "https://www.legislation.gov.uk/uksi/1998/2451/regulation/36", "document": "Gas Safety (Installation and Use) Regulations 1998 regulation 36", "question": "who_keeps", "answer": "not-stated", "answer_text": "not stated", "status": "not-stated", "retrieved_at": "2026-10-31", "quote": "Not addressed: the text read on 2026-10-31 (14,404 characters) is silent on this.", "text_sha256": "fb86a815423971f900ba0e6b6bf892e56d1334417634e16e4d059786e2e7a157" }, { "subject": "Gas Safety Regulations 1998 reg 36", "url": "https://www.legislation.gov.uk/uksi/1998/2451/regulation/36", "document": "Gas Safety (Installation and Use) Regulations 1998 regulation 36", "question": "period_kind", "answer": "until-replaced", "answer_text": "until the next check, or the life of the equipment", "status": "stated", "retrieved_at": "2026-10-31", "quote": "until there have been two further checks of the appliance or flue under this paragraph", "text_sha256": "fb86a815423971f900ba0e6b6bf892e56d1334417634e16e4d059786e2e7a157" }, { "subject": "Gas Safety Regulations 1998 reg 36", "url": "https://www.legislation.gov.uk/uksi/1998/2451/regulation/36", "document": "Gas Safety (Installation and Use) Regulations 1998 regulation 36", "question": "rule_text", "answer": "stated", "answer_text": "ensure that a record in respect of any appliance or flue so checked is made and retained", "status": "stated", "retrieved_at": "2026-10-31", "quote": "ensure that a record in respect of any appliance or flue so checked is made and retained", "text_sha256": "fb86a815423971f900ba0e6b6bf892e56d1334417634e16e4d059786e2e7a157" }, { "subject": "GOV.UK F gas guidance", "url": "https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems", "document": "F gas in refrigeration, air conditioning and fire protection systems", "question": "record_kind", "answer": "refrigerant", "answer_text": "refrigerant recovery, leak inspection, repair or disposal records", "status": "stated", "retrieved_at": "2026-10-03", "quote": "Record F gas in equipment you own or service", "text_sha256": "cfa122354047e9e951fafb55dff2a0bfe0c7462f115aa23ff0249d96bd6efcc3" }, { "subject": "GOV.UK F gas guidance", "url": "https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems", "document": "F gas in refrigeration, air conditioning and fire protection systems", "question": "who_keeps", "answer": "technician-or-firm", "answer_text": "the technician or the servicing company", "status": "stated", "retrieved_at": "2026-10-03", "quote": "Record F gas in equipment you own or service", "text_sha256": "cfa122354047e9e951fafb55dff2a0bfe0c7462f115aa23ff0249d96bd6efcc3" }, { "subject": "GOV.UK F gas guidance", "url": "https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems", "document": "F gas in refrigeration, air conditioning and fire protection systems", "question": "period_kind", "answer": "not-stated", "answer_text": "not stated", "status": "not-stated", "retrieved_at": "2026-10-03", "quote": "Not addressed: the text read on 2026-10-03 (24,090 characters) is silent on this.", "text_sha256": "cfa122354047e9e951fafb55dff2a0bfe0c7462f115aa23ff0249d96bd6efcc3" }, { "subject": "GOV.UK F gas guidance", "url": "https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems", "document": "F gas in refrigeration, air conditioning and fire protection systems", "question": "rule_text", "answer": "stated", "answer_text": "Record and report F gas and equipment pre-charged with F gas", "status": "stated", "retrieved_at": "2026-10-03", "quote": "Record and report F gas and equipment pre-charged with F gas", "text_sha256": "cfa122354047e9e951fafb55dff2a0bfe0c7462f115aa23ff0249d96bd6efcc3" }, { "subject": "IRS record periods", "url": "https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records", "document": "How long should I keep records", "question": "record_kind", "answer": "payroll-tax", "answer_text": "payroll, tax or company accounting records", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Generally, you must keep your records that support an item of income, deduction or credit shown on your tax return until the period of limitations for that tax return runs out.", "text_sha256": "8c6d9d63db6ec523bf95690fec11e6bf055bc022560746a160736d31bcee28df" }, { "subject": "IRS record periods", "url": "https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records", "document": "How long should I keep records", "question": "who_keeps", "answer": "not-stated", "answer_text": "not stated", "status": "not-stated", "retrieved_at": "2026-10-31", "quote": "Not addressed: the text read on 2026-10-31 (4,686 characters) is silent on this.", "text_sha256": "8c6d9d63db6ec523bf95690fec11e6bf055bc022560746a160736d31bcee28df" }, { "subject": "IRS record periods", "url": "https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records", "document": "How long should I keep records", "question": "period_kind", "answer": "fixed-years", "answer_text": "a fixed number of years", "status": "stated", "retrieved_at": "2026-10-31", "quote": "Keep records for 3 years if situations (4), (5), and (6) below do not apply to you.", "text_sha256": "8c6d9d63db6ec523bf95690fec11e6bf055bc022560746a160736d31bcee28df" }, { "subject": "IRS record periods", "url": "https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records", "document": "How long should I keep records", "question": "rule_text", "answer": "stated", "answer_text": "The length of time you should keep a document depends on the action, expense, or event…", "status": "stated", "retrieved_at": "2026-10-31", "quote": "The length of time you should keep a document depends on the action, expense, or event which the document records.", "text_sha256": "8c6d9d63db6ec523bf95690fec11e6bf055bc022560746a160736d31bcee28df" } ], "sources": [ { "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156", "label": "40 CFR 82.156 Proper evacuation of refrigerant from appliances", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157", "label": "40 CFR 82.157 Appliance maintenance and leak repair", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155", "label": "40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161", "label": "40 CFR 82.161 Technician certification", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C", "label": "40 CFR 84 subpart C Management of Regulated Substances", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements", "label": "EPA Stationary Refrigeration Leak Repair Requirements", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration", "label": "EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.legislation.gov.uk/eur/2014/517/article/6", "label": "Regulation (EU) No 517/2014 (as retained) article 6 Record keeping", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems", "label": "GOV.UK F gas in refrigeration, air conditioning and fire protection systems", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.legislation.gov.uk/uksi/1998/2451/regulation/36", "label": "Gas Safety (Installation and Use) Regulations 1998 regulation 36", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.legislation.gov.uk/uksi/2012/3118/regulation/11", "label": "Energy Performance of Buildings (England and Wales) Regulations 2012 regulation 11", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "not-terms", "why": "the stored read of EPBR 2012 regulation 11 names no air conditioning inspection record in its text" }, { "url": "https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2", "label": "29 CFR 516.2 Employees subject to minimum wage or overtime provisions", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.gov.uk/running-a-limited-company/company-and-accounting-records", "label": "GOV.UK Running a limited company: company and accounting records", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" }, { "url": "https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records", "label": "IRS How long should I keep records", "license": "cited for reporting; the publisher's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS", "class": "primary-government", "status": "read" } ], "methodology": "Each rule's own the regulators own texts: eCFR, EPA, legislation.gov.uk, GOV.UK, IRS were read through estate-fetch and stored whole (sha256 on every row). For every text, four questions were answered from its own words: what record it requires, who must keep it, how long it is kept, what the rule says, in its words. Every stated answer carries the sentence it rests on, checked against the stored text; 'not stated' means the text read does not address the question. A rule with several texts reads 'varies' where they disagree. 13 rules, 13 texts.", "embed": "
8 of 13 record-keeping rules read for HVAC work set a fixed number of years, newest read 31 October 2026.
The records an HVAC company must already keep, sellhvacdatatoai.com
" }