# The records an HVAC company must already keep

> 8 of 13 record-keeping rules read for HVAC work set a fixed number of years, newest read 31 October 2026.

Sell HVAC Data to AI · https://sellhvacdatatoai.com/datasets/hvac-refrigerant-records/ · computed 2026-10-31

**Rules that set a fixed period:** 8 of 13 rules (13 texts read; 14 named).

## The answers, question by question

- **What record it requires:** refrigerant recovery, leak inspection, repair or disposal records 8, payroll, tax or company accounting records 3, technician certification records 1, gas appliance safety check records 1
- **Who must keep it:** the technician or the servicing company 5, not stated 3, the owner or operator of the equipment or building 3, the employer or the company itself 2
- **How long it is kept:** a fixed number of years 8, not stated 4, until the next check, or the life of the equipment 1
- **What the rule says, in its words:** stated 12, not stated 1

## Every rule

| Rule | What record it requires | Who must keep it | How long it is kept | What the rule says, in its words |
|---|---|---|---|---|
| 29 CFR 516.2 | payroll, tax or company accounting records | the employer or the company itself | not stated | Every employer shall maintain and preserve payroll or other records containing the… |
| 40 CFR 82.155(c) | refrigerant recovery, leak inspection, repair or disposal records | not stated | a fixed number of years | The final processor of a small appliance, MVAC, or MVAC-like appliance must keep a copy… |
| 40 CFR 82.156(a)(3) | refrigerant recovery, leak inspection, repair or disposal records | the technician or the servicing company | a fixed number of years | As of January 1, 2018, technicians evacuating refrigerant from appliances with a full… |
| 40 CFR 82.157(l) | refrigerant recovery, leak inspection, repair or disposal records | the owner or operator of the equipment or building | a fixed number of years | Owners or operators must determine the full charge of all appliances with 50 or more… |
| 40 CFR 82.161 | technician certification records | the technician or the servicing company | a fixed number of years | Technicians certified under this section must keep a copy of their certificate at their… |
| 40 CFR 84 subpart C | refrigerant recovery, leak inspection, repair or disposal records | the owner or operator of the equipment or building | a fixed number of years | All records identified in this paragraph must be kept for at least three years in… |
| Companies Act accounting records (GOV.UK) | payroll, tax or company accounting records | the employer or the company itself | a fixed number of years | You must keep records for 6 years from the end of the last company financial year they… |
| EPA leak repair requirements | refrigerant recovery, leak inspection, repair or disposal records | the owner or operator of the equipment or building | not stated | not stated |
| EPA Section 608 recordkeeping | refrigerant recovery, leak inspection, repair or disposal records | the technician or the servicing company | not stated | These are typically field-installed appliances such as residential AC split systems. |
| F-gas Regulation article 6 | refrigerant recovery, leak inspection, repair or disposal records | the technician or the servicing company | a fixed number of years | undertakings carrying out the activities referred to in point (e) of paragraph 1 for… |
| Gas Safety Regulations 1998 reg 36 | gas appliance safety check records | not stated | until the next check, or the life of the equipment | ensure that a record in respect of any appliance or flue so checked is made and retained |
| GOV.UK F gas guidance | refrigerant recovery, leak inspection, repair or disposal records | the technician or the servicing company | not stated | Record and report F gas and equipment pre-charged with F gas |
| IRS record periods | payroll, tax or company accounting records | not stated | a fixed number of years | The length of time you should keep a document depends on the action, expense, or event… |

## The sentence each answer rests on (52)

- 29 CFR 516.2, [29 CFR 516.2 Employees subject to minimum wage or overtime provisions](https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2), read 2026-10-31, What record it requires: "Every employer shall maintain and preserve payroll or other records containing the following information and data with respect to each employee"
- 29 CFR 516.2, [29 CFR 516.2 Employees subject to minimum wage or overtime provisions](https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2), read 2026-10-31, Who must keep it: "Every employer shall maintain and preserve payroll or other records"
- 29 CFR 516.2, [29 CFR 516.2 Employees subject to minimum wage or overtime provisions](https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2), read 2026-10-31, How long it is kept: Not addressed: the text read on 2026-10-31 (5,430 characters) is silent on this.
- 29 CFR 516.2, [29 CFR 516.2 Employees subject to minimum wage or overtime provisions](https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2), read 2026-10-31, What the rule says, in its words: "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:"
- 40 CFR 82.155(c), [40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155), read 2026-10-31, What record it requires: "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"
- 40 CFR 82.155(c), [40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155), read 2026-10-31, Who must keep it: Not addressed: the text read on 2026-10-31 (4,112 characters) is silent on this.
- 40 CFR 82.155(c), [40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155), read 2026-10-31, How long it is kept: "in hard copy or in electronic format, for three years."
- 40 CFR 82.155(c), [40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155), read 2026-10-31, What the rule says, in its words: "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."
- 40 CFR 82.156(a)(3), [40 CFR 82.156 Proper evacuation of refrigerant from appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156), read 2026-10-08, What record it requires: "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"
- 40 CFR 82.156(a)(3), [40 CFR 82.156 Proper evacuation of refrigerant from appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156), read 2026-10-08, Who must keep it: "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"
- 40 CFR 82.156(a)(3), [40 CFR 82.156 Proper evacuation of refrigerant from appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156), read 2026-10-08, How long it is kept: "must keep records documenting the following for three years"
- 40 CFR 82.156(a)(3), [40 CFR 82.156 Proper evacuation of refrigerant from appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156), read 2026-10-08, What the rule says, in its words: "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:"
- 40 CFR 82.157(l), [40 CFR 82.157 Appliance maintenance and leak repair](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157), read 2026-10-26, What record it requires: "Owners or operators must keep records of leak inspections that include the date of inspection, the method(s) used to conduct the leak inspection"
- 40 CFR 82.157(l), [40 CFR 82.157 Appliance maintenance and leak repair](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157), read 2026-10-26, Who must keep it: "Owners or operators must keep records of leak inspections"
- 40 CFR 82.157(l), [40 CFR 82.157 Appliance maintenance and leak repair](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157), read 2026-10-26, How long it is kept: "All records identified in this paragraph must be kept for at least three years in electronic or paper format, unless otherwise specified."
- 40 CFR 82.157(l), [40 CFR 82.157 Appliance maintenance and leak repair](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157), read 2026-10-26, What the rule says, in its words: "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:"
- 40 CFR 82.161, [40 CFR 82.161 Technician certification](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161), read 2026-10-31, What record it requires: "Technicians certified under this section must keep a copy of their certificate at their place of business."
- 40 CFR 82.161, [40 CFR 82.161 Technician certification](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161), read 2026-10-31, Who must keep it: "Technicians must maintain a copy of their certificate until three years after no longer operating as a technician."
- 40 CFR 82.161, [40 CFR 82.161 Technician certification](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161), read 2026-10-31, How long it is kept: "Technicians must maintain a copy of their certificate until three years after no longer operating as a technician."
- 40 CFR 82.161, [40 CFR 82.161 Technician certification](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161), read 2026-10-31, What the rule says, in its words: "Technicians certified under this section must keep a copy of their certificate at their place of business."
- 40 CFR 84 subpart C, [40 CFR 84 subpart C Management of Regulated Substances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C), read 2026-10-31, What record it requires: "Owners or operators must keep records of leak inspections that include the date of inspection, the method(s) used to conduct the leak inspection"
- 40 CFR 84 subpart C, [40 CFR 84 subpart C Management of Regulated Substances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C), read 2026-10-31, Who must keep it: "owners or operators must determine the full charge of all refrigerant-containing appliances with 15 or more pounds of refrigerant"
- 40 CFR 84 subpart C, [40 CFR 84 subpart C Management of Regulated Substances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C), read 2026-10-31, How long it is kept: "All records identified in this paragraph must be kept for at least three years in electronic or paper format, unless otherwise specified."
- 40 CFR 84 subpart C, [40 CFR 84 subpart C Management of Regulated Substances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C), read 2026-10-31, What the rule says, in its words: "All records identified in this paragraph must be kept for at least three years in electronic or paper format, unless otherwise specified."
- Companies Act accounting records (GOV.UK), [Running a limited company: company and accounting records](https://www.gov.uk/running-a-limited-company/company-and-accounting-records), read 2026-10-30, What record it requires: "You must keep accounting records that include:"
- Companies Act accounting records (GOV.UK), [Running a limited company: company and accounting records](https://www.gov.uk/running-a-limited-company/company-and-accounting-records), read 2026-10-30, Who must keep it: "You can be fined £3,000 by HMRC or disqualified as a company director if you do not keep accounting records."
- Companies Act accounting records (GOV.UK), [Running a limited company: company and accounting records](https://www.gov.uk/running-a-limited-company/company-and-accounting-records), read 2026-10-30, How long it is kept: "You must keep records for 6 years from the end of the last company financial year they relate to, or longer if:"
- Companies Act accounting records (GOV.UK), [Running a limited company: company and accounting records](https://www.gov.uk/running-a-limited-company/company-and-accounting-records), read 2026-10-30, What the rule says, in its words: "You must keep records for 6 years from the end of the last company financial year they relate to, or longer if:"
- EPA leak repair requirements, [EPA Stationary Refrigeration Leak Repair Requirements](https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements), read 2026-10-26, What record it requires: "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."
- EPA leak repair requirements, [EPA Stationary Refrigeration Leak Repair Requirements](https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements), read 2026-10-26, Who must keep it: "Owners or operators of appliances that exceed the trigger rate must conduct initial and follow-up verification tests"
- EPA leak repair requirements, [EPA Stationary Refrigeration Leak Repair Requirements](https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements), read 2026-10-26, How long it is kept: Not addressed: the text read on 2026-10-26 (8,020 characters) is silent on this.
- EPA leak repair requirements, [EPA Stationary Refrigeration Leak Repair Requirements](https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements), read 2026-10-26, What the rule says, in its words: Not addressed: the text read on 2026-10-26 (8,020 characters) is silent on this.
- EPA Section 608 recordkeeping, [EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration](https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration), read 2026-10-24, What record it requires: "Technicians disposing of appliances containing between 5 and 50 pounds of refrigerant must keep records of the disposal."
- EPA Section 608 recordkeeping, [EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration](https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration), read 2026-10-24, Who must keep it: "Technicians disposing of appliances containing between 5 and 50 pounds of refrigerant must keep records of the disposal."
- EPA Section 608 recordkeeping, [EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration](https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration), read 2026-10-24, How long it is kept: Not addressed: the text read on 2026-10-24 (6,907 characters) is silent on this.
- EPA Section 608 recordkeeping, [EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration](https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration), read 2026-10-24, What the rule says, in its words: "These are typically field-installed appliances such as residential AC split systems."
- F-gas Regulation article 6, [Regulation (EU) No 517/2014 (as retained) article 6](https://www.legislation.gov.uk/eur/2014/517/article/6), read 2026-10-28, What record it requires: "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."
- F-gas Regulation article 6, [Regulation (EU) No 517/2014 (as retained) article 6](https://www.legislation.gov.uk/eur/2014/517/article/6), read 2026-10-28, Who must keep it: "undertakings carrying out the activities referred to in point (e) of paragraph 1 for operators shall keep copies of the records"
- F-gas Regulation article 6, [Regulation (EU) No 517/2014 (as retained) article 6](https://www.legislation.gov.uk/eur/2014/517/article/6), read 2026-10-28, How long it is kept: "the operators referred to in paragraph 1 shall keep the records referred to in that paragraph for at least five years;"
- F-gas Regulation article 6, [Regulation (EU) No 517/2014 (as retained) article 6](https://www.legislation.gov.uk/eur/2014/517/article/6), read 2026-10-28, What the rule says, in its words: "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."
- Gas Safety Regulations 1998 reg 36, [Gas Safety (Installation and Use) Regulations 1998 regulation 36](https://www.legislation.gov.uk/uksi/1998/2451/regulation/36), read 2026-10-31, What record it requires: "ensure that a record in respect of any appliance or flue so checked is made and retained"
- Gas Safety Regulations 1998 reg 36, [Gas Safety (Installation and Use) Regulations 1998 regulation 36](https://www.legislation.gov.uk/uksi/1998/2451/regulation/36), read 2026-10-31, Who must keep it: Not addressed: the text read on 2026-10-31 (14,404 characters) is silent on this.
- Gas Safety Regulations 1998 reg 36, [Gas Safety (Installation and Use) Regulations 1998 regulation 36](https://www.legislation.gov.uk/uksi/1998/2451/regulation/36), read 2026-10-31, How long it is kept: "until there have been two further checks of the appliance or flue under this paragraph"
- Gas Safety Regulations 1998 reg 36, [Gas Safety (Installation and Use) Regulations 1998 regulation 36](https://www.legislation.gov.uk/uksi/1998/2451/regulation/36), read 2026-10-31, What the rule says, in its words: "ensure that a record in respect of any appliance or flue so checked is made and retained"
- GOV.UK F gas guidance, [F gas in refrigeration, air conditioning and fire protection systems](https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems), read 2026-10-03, What record it requires: "Record F gas in equipment you own or service"
- GOV.UK F gas guidance, [F gas in refrigeration, air conditioning and fire protection systems](https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems), read 2026-10-03, Who must keep it: "Record F gas in equipment you own or service"
- GOV.UK F gas guidance, [F gas in refrigeration, air conditioning and fire protection systems](https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems), read 2026-10-03, How long it is kept: Not addressed: the text read on 2026-10-03 (24,090 characters) is silent on this.
- GOV.UK F gas guidance, [F gas in refrigeration, air conditioning and fire protection systems](https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems), read 2026-10-03, What the rule says, in its words: "Record and report F gas and equipment pre-charged with F gas"
- IRS record periods, [How long should I keep records](https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records), read 2026-10-31, What record it requires: "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."
- IRS record periods, [How long should I keep records](https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records), read 2026-10-31, Who must keep it: Not addressed: the text read on 2026-10-31 (4,686 characters) is silent on this.
- IRS record periods, [How long should I keep records](https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records), read 2026-10-31, How long it is kept: "Keep records for 3 years if situations (4), (5), and (6) below do not apply to you."
- IRS record periods, [How long should I keep records](https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records), read 2026-10-31, What the rule says, in its words: "The length of time you should keep a document depends on the action, expense, or event which the document records."

## Read and set aside

- [Energy Performance of Buildings (England and Wales) Regulations 2012 regulation 11](https://www.legislation.gov.uk/uksi/2012/3118/regulation/11): the stored read of EPBR 2012 regulation 11 names no air conditioning inspection record in its text

## 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.

## Sources

- [40 CFR 82.156 Proper evacuation of refrigerant from appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.156) (read)
- [40 CFR 82.157 Appliance maintenance and leak repair](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.157) (read)
- [40 CFR 82.155 Safe disposal of small appliances, MVAC and MVAC-like appliances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.155) (read)
- [40 CFR 82.161 Technician certification](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-82/subpart-F/section-82.161) (read)
- [40 CFR 84 subpart C Management of Regulated Substances](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-C/part-84/subpart-C) (read)
- [EPA Stationary Refrigeration Leak Repair Requirements](https://www.epa.gov/section608/stationary-refrigeration-leak-repair-requirements) (read)
- [EPA Recordkeeping and Reporting Requirements for Stationary Refrigeration](https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration) (read)
- [Regulation (EU) No 517/2014 (as retained) article 6 Record keeping](https://www.legislation.gov.uk/eur/2014/517/article/6) (read)
- [GOV.UK F gas in refrigeration, air conditioning and fire protection systems](https://www.gov.uk/guidance/f-gas-in-refrigeration-air-conditioning-and-fire-protection-systems) (read)
- [Gas Safety (Installation and Use) Regulations 1998 regulation 36](https://www.legislation.gov.uk/uksi/1998/2451/regulation/36) (read)
- [Energy Performance of Buildings (England and Wales) Regulations 2012 regulation 11](https://www.legislation.gov.uk/uksi/2012/3118/regulation/11) (not-terms)
- [29 CFR 516.2 Employees subject to minimum wage or overtime provisions](https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-B/part-516/subpart-A/section-516.2) (read)
- [GOV.UK Running a limited company: company and accounting records](https://www.gov.uk/running-a-limited-company/company-and-accounting-records) (read)
- [IRS How long should I keep records](https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records) (read)

## Cite or embed

- 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).

Cite as: "The records an HVAC company must already keep", updated 2026-10-31, https://sellhvacdatatoai.com/datasets/hvac-refrigerant-records/.

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