Tracking Basics

Why Tracking Matters

Refrigerants used in building HVAC systems are climate super-pollutants—commonly 1,000 to 10,000 times more potent than CO₂. Accurate inventory and leak tracking are foundational tools for managing these emissions and complying with federal, state, and voluntary climate reporting programs.

Tracking helps you:

Quantify and reduce Scope 1 emissions

Extend equipment lifespan and reduce downtime

Stay in compliance with EPA Section 608

Prepare for incentives, audits, and ESG disclosures

Enable refrigerant transition planning

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📋 Section 1: Refrigerant Inventory 101

An inventory is a centralized, living record of your HVAC equipment and refrigerants. It improves system performance, informs budgeting, and enables responsible end-of-life decisions.

Inventory Fields to Track:

System name/ID and location

Equipment type and capacity

Manufacturer/model number

Type of refrigerant (e.g., R-410A, R-32, R-1234yf)

Charge amount (lbs)

Date of installation

Most recent service date

Leak detection method and frequency

Notes (planned retrofit, equipment age, performance concerns)

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📘 EPA Requirements for Owners/Operators

Under EPA Section 608, owners/operators of stationary refrigeration and air conditioning equipment must maintain records for:

Refrigerant purchases and usage

Servicing, maintenance, leak inspections, and repairs

Leak rate calculations for systems ≥50 lbs refrigerant

Reclamation and disposal records for recovered refrigerant

🔗 EPA 608 Owner/Operator Recordkeeping Summary

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🔧 Section 2: Leak Logs & Repair Records

A refrigerant leak log tracks service events, helps meet federal and local compliance standards, and supports your Scope 1 emissions inventory.

Fields to Include in a Leak Log:

Date leak was discovered

System ID and refrigerant type

Leak detection method (electronic, visual, automatic)

Estimated refrigerant loss (lbs)

Repair method and completion date

Technician or contractor

Date system was verified as leak-free

Notes and follow-up recommendations

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📘 EPA Requirements for Technicians

Technicians servicing appliances containing ozone-depleting or substitute refrigerants must:

Be EPA-certified

Maintain job-specific records for three years, including:

Type/quantity of refrigerant added or recovered

Leak inspection and repair verification

Refrigerant recovery equipment used

Name of the owner/operator and appliance ID

🔗 EPA 608 Technician Recordkeeping Guide

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🔁 Section 3: Reclamation and End-of-Life Tracking

EPA-certified reclaimers must comply with detailed tracking and reporting requirements, and building operators should maintain documentation to ensure proper handling of recovered refrigerants.

📘 EPA Requirements for Reclaimers & Recovery

Certified reclaimers must keep records of:

The quantity of refrigerant received, reclaimed, or disposed

Source and final destination

Building owners should retain documentation of any refrigerant reclaimed or sent for destruction

🔗 EPA 608 Reclaimer Requirements

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📣 Final Word

Tracking refrigerant inventory and service events isn’t just good business—it’s required by law, critical for emissions reduction, and a stepping stone to smarter, cleaner HVAC systems.

Start where you are. Standardize your data. Track forward with purpose.