Decommissioning Equipment

When equipment is removed from service, proper decommissioning documentation is essential for EPA compliance. RefriTrak tracks decommissioned equipment and maintains historical records for audits.

What is Decommissioning?

Decommissioning means permanently removing equipment from service. This typically happens when:

Equipment is replaced with a new unit
A building is demolished or renovated
Equipment reaches end of life and is scrapped
A customer closes their facility

Important: Decommissioning is permanent and cannot be undone. All refrigerant must be recovered before decommissioning.

When to Decommission

Appropriate Times to Decommission

Equipment Replacement:

Old unit is being replaced with new equipment
Refrigerant has been fully recovered
Unit is being removed from the location

End of Service Life:

Equipment is beyond repair
No longer economical to maintain
Being sent to recycling or disposal

Facility Changes:

Building demolition
Tenant change requiring equipment removal
Remodel removing the equipment

Do NOT Decommission For

Temporary Issues:

Equipment is temporarily offline for repairs
Seasonal shutdown
Waiting for parts

Circuit Changes:

Replacing a single circuit in multi-circuit equipment
Converting refrigerant type
For these, deactivate the circuit instead

Decommissioning Process

Step 1: Recover All Refrigerant

Before decommissioning, ensure:

All refrigerant has been recovered from all circuits
Recovery is documented with a RECOVERY transfer
Proper EPA recovery procedures were followed

EPA Requirement: You must recover refrigerant before decommissioning and maintain records.

Step 2: Navigate to Unit

Go to Units in the sidebar
Search for and click on the unit to decommission
Click Edit on the unit detail page

Step 3: Set Decommission Date

Scroll to the Decommission Information section:

Decommission Date (Optional):

Date the unit was removed from service
Cannot be in the future
If left blank, today's date is assumed

Step 4: Generate Decommission ID

Click Generate ID to create a unique decommission identifier:

ID Format: MMDDYY + last 4 characters of Unit ID

Example: 11092545ABC (decommissioned on 11/09/25, unit ID ending in 45ABC)

Purpose: Provides a unique reference for EPA documentation and internal tracking.

Step 5: Save Changes

Click Save Changes to decommission the unit.

The unit will now be marked as decommissioned throughout the system.

After Decommissioning

What Happens to Decommissioned Units

Unit Status:

Marked with "Decommissioned" badge
Removed from active equipment lists by default
Still searchable in Units page
Cannot be edited further (except notes)

Historical Data Preserved:

All refrigerant transfer records
Service history
Leak reports
Installation and service dates

Reporting:

Included in historical reports
Excluded from active equipment counts
Shown in EPA compliance reports with decommission date

EPA Compliance

Decommissioned equipment records must be maintained for:

EPA audit requirements (typically 3 years minimum)
Proof of proper refrigerant recovery
Historical compliance documentation

Tip: Export decommissioned equipment reports annually for your records.

Viewing Decommissioned Equipment

Finding Decommissioned Units

From the Units page:

Use search to find the unit by name or ID
Decommissioned units show a "Decommissioned" badge
Click to view full details and history

Decommissioned Unit Detail Page

The detail page shows:

Decommission date and ID
All circuits (marked as decommissioned)
Complete refrigerant transfer history
Final charge amounts (should be 0 after recovery)
Service history

Common Questions

Q: Can I undo a decommission?
A: No, decommissioning is permanent. If you decommissioned in error, contact support. This ensures compliance record integrity.

Q: What if I didn't recover all the refrigerant before decommissioning?
A: You can still add recovery transfers after decommissioning to document refrigerant recovery. This is important for EPA compliance.

Q: Do I need to decommission equipment for seasonal shutdowns?
A: No. Decommission only when equipment is permanently removed from service.

Q: Can I delete a decommissioned unit?
A: No. Decommissioned units must be retained for EPA compliance and historical records.

Q: What if I need to decommission a circuit but keep the unit active?
A: Once all refrigerant has been removed from the circuit, an option to deactivate the circuit will appear in the circuit menu.

Q: How long do I need to keep decommissioned equipment records?
A: EPA requires maintaining records for at least 3 years.

Q: What if equipment was decommissioned before I started using RefriTrak?
A: You can create the unit, add historical recovery transfers with past dates, then decommission with the appropriate date. Add notes indicating this is historical data entry.

Q: Is there a report of all decommissioned equipment?
A: Yes, you can filter or export equipment reports to show only decommissioned units.

Best Practices

Document Everything

Before Decommissioning:

Record all refrigerant recovery transfers
Add photos if available
Note final equipment condition
Document disposal method (recycling, scrap, etc.)

Use Notes Field:

Why equipment was decommissioned
Where equipment was taken (scrap yard, recycling facility)
Any special circumstances
Replacement equipment information

Timing

Decommission Promptly:

Mark equipment as decommissioned when removed
Don't wait weeks or months
Use actual removal date for accuracy

Don't Rush:

Ensure all recovery is complete
Verify final charge is 0 lbs
Double-check refrigerant amounts

Record Keeping

Generate Decommission ID:

Always generate a decommission ID
Makes it easy to reference in paperwork
Required for some EPA forms

Export Records:

Periodically export decommissioned equipment reports
Keep backup records of EPA compliance data
Store with other business records