A refrigerant leak in refrigeration and air-conditioning (RAC) systems and heating, ventilation and air conditioning (HVAC) systems becomes a great concern for companies because refrigerant gases that escape are extremely harmful to the environment. For that reason, a refrigerant management program is an important tool for monitoring and maintaining valuable business assets.

There are many factors that could lead to a refrigerant leak in a refrigeration and air-conditioning (AC RAC) system or heating, ventilation and air conditioning (HVAC) system. A valve could weaken, rust could form in the filter dryers or heat pump accumulator, small holes could form on capillary tube as a result of friction, the line set that carries refrigerant from the condenser to the evaporator coil could be damaged, or a flare connection could fail.

When a refrigerant leak occurs, it causes thousands of pounds of gases with ozone depleting substances (ODS) to escape into the air. Among them are hydrochlorofluorocarbons (HCFCs) and chlorofluorocarbons (CFCs), gases which are harmful to the environment and have a high global warming (GWP) potential.

Finding a refrigerant leak could prove difficult because refrigeration and air-conditioning (AC) systems or heating, ventilation and air conditioning (HVAC) systems are so complex. The root location of a refrigerant gas leak might not actual appear where one might think. It could be connect to a RAC system many feet away from the detection site or in a limited access area.

A refrigerant leak could even be in a pressure switch or other operating or safety control. Often refrigerant leaks and the unintentional venting of gas are difficult to find or detect in large, commercial HVAC-R systems, progressive organizations use automated refrigerant management systems. These systems continuously monitor the system and can detect exactly where a leak originates. The results are easily displayed on a monitor for a quick resolution.

In the United States, the Environmental Protection Agency (EPA) has set strict standards for regulating and monitoring a refrigerant leak. The Montreal and Kyoto Protocols are environmental standards and detailed requirements, agreed to by international organizations, as to the proper monitoring and reporting of harmful substances. These regulations include protocols for repairing refrigerant leaks or disposing of systems within a certain time frame.

Often at times, refrigerant or environmental laws overlap or seem to conflict each other requiring compliance managers to organize and distribute multiple reporting records. Facility managers more and more turn to web-based solutions for refrigerant gas management because of the complexity of the regulations. This allows for more cost effective, efficient, and organization wide oversight.

A refrigerant tracking solution allows facilities to keep accurate refrigerant usage records and properly report a refrigerant leak. A refrigerant tracker also ensures that a company is in compliance with all environmental requirements and submits records within the specified reporting periods.

Because a refrigerant leak releases fluorinated greenhouses gases that are harmful to the environment, refrigerant management programs have become essential to companies, building or facility managers, and compliance officers. Refrigerant monitoring and tracking processes track HVAC-R systems that lead and empower service professionals to repair a faulty system before gases are vented. Refrigerant management programs are much faster and accurate than manual systems.

A refrigerant management program offers a number of benefits, including tracking a refrigerant leak. A facility manager or environmental compliance officer can monitor, track, and manage the registration and reporting of refrigerant gas usage across many HVAC-R systems with the proper centralized application. This type of management tool enables companies to work more efficiently and cost-effectively in the facilities management area.