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2016 Department of Energy Efficiency
HVAC Record Retention Requirements

The Department of Energy Efficiency is now requiring record retention for all split-system central air conditioner and single package air conditioner installations made specifically in the Southeast and the Southwest regions.

CONTRACTOR RESPONSIBILITIES

For all installations in the South and Southwest, beginning 30 days after issuance of a final rule in this rulemaking, contractors must retain:

  • For split-system central air conditioner condensing units: the manufacturer name; model number; serial number; location of installation, including the street address, city, state, and ZIP code; the installation date; and the party from whom the unit was purchased, including the person’s name, full address, and phone number.
  • For split-system central air conditioner indoor coils or air handlers, not including uncased coils sold as replacement parts: the manufacturer name; model number; location of installation, including street address, city, state, and ZIP code; date of installation; and the party from whom the unit was purchased, including the person’s name, full address, and phone number.
  • For single-package central air conditioners: the manufacturer name; model number; serial number; location of installation, including street address, city, state, and ZIP code; date of installation; and party from whom the unit was purchased, including the person’s name, full address, and phone number.

DOE HVAC Record Retention Requirements

DISTRIBUTOR RESPONSIBILITIES

Beginning July 1, 2016, a distributor must retain:

  • For split-system central air conditioner condensing units: the manufacturer; model number; serial number; date the unit was purchased from the manufacturer; party from whom the unit was purchased, including person’s name, full address, and phone number; the date the unit was sold to a dealer or contractor; the party to whom the unit was sold, including person’s name, full address, and phone number; and, if delivered to the purchaser, the delivery address.
  • For single-package central air conditioners: the manufacturer; model number; serial number; the date the unit was purchased from the manufacturer; the party from whom the unit was purchased, including the person’s name, full address, and phone number; the date the unit was sold to a dealer or contractor; the party to whom the unit was sold, including the person’s name, full address, and phone number; and, if delivered to the purchaser, the delivery address.

How Long Should You Obtain These Records?

Contractors should retain records for 48 months after the date of installation, distributors should retain records for 54 months after the date of sale, and manufacturers should retain records for 60 months after the date of sale. Retaining records allows each entity to archive records as long as they are not deleted or disposed of. The records-retention requirements neither mandate that contractors, distributors, or manufacturers create new forms for the purpose of tracking central air conditioners nor require records to be electronic.

Information courtesy of the U.S. Department of Energy (DOE).