An example service log

Who needs to keep the records?

Under the European F Gas Regulation (842/2006) owners of stationary refrigeration and air conditioning equipment containing HFC refrigerants have an obligation to maintain system records.

If you are involved in service and maintenance work, you should be familiar with this obligation, and if your customers do not currently have a system record for their equipment, a sample log can be downloaded here.  This can be adapted so that you can supply copies for owners of the equipment you service as required. 

What information needs to be recorded?

Records must be kept about each system with more than 3 kg of HFC refrigerant. This was a legal obligation from 4 July 2007. The records must include the following information:

1.       The quantity and type of F gas refrigerants installed in each system

2.       Any quantities of refrigerant added

3.       The quantity of refrigerant recovered during servicing, maintenance and final disposal.

4.       Other relevant information including the identification of the company or technician who performed the servicing or maintenance, as well as the dates and results of leakage checks and leakage detection system checks, name of the Operator.

5.       Relevant information specifically identifying the separate stationary equipment containing 30kg or more of refrigerant.

These records shall be made available on request to the competent authority and to the Commission.

What format should the log take?

You can download an example log sheet below. The form of the record does not have to be prescribed at EC level although the Commission may make some suggestions about a useful common format.  In February 2007 UK Government issued  Supplementary Guidance for Stationary Refrigeration, Air conditioning and heat pump users which included this suggested log sheet.

The full UK Guidance, which also includes a calculator to help estimate the charge size within a system if the owner is not sure whether it is less than 3 kg or if appropriate paperwork does not already exist, is available from the DEFRA.  You should check the DEFRA regularly for updates to this Guidance.

http://www.defra.gov.uk/environment/climatechange/uk/fgas/index.htm

DOWNLOAD THE UK SAMPLE LOG HERE