1. (a) A used oil processor/re-refiner shall keep the following records for at least 3 years from the date of acceptance or shipment, as applicable:

   1. (1) A record of acceptance for each used oil shipment accepted for processing/re-refining, in the form of a log, invoice, manifest, bill of lading, or other shipping document, that includes:

      1. a. The name, address, and EPA identification number of the transporter that delivered the used oil to the processor/re-refiner;
      2. b. The name, address, and if applicable, EPA identification number of the generator or processor/re-refiner from which the used oil was sent;
      3. c. The quantity of used oil accepted; and
      4. d. The date of acceptance;

   2. (2) A record of each shipment of used oil that is shipped to a used oil burner or processor/re-refiner, in the form of a log, invoice, manifest, bill of lading, or other shipping document, that includes:

      1. a. The name, address, and EPA identification number of the transporter that will deliver the used oil to the burner or processor/re-refiner;
      2. b. The name, address, and EPA identification number of the burner or processor/re-refiner that will receive the used oil;
      3. c. The quantity of used oil shipped; and
      4. d. The date of shipment; and
   3. (3) Pursuant to Env-Hw 512.01(a)(1), all manifest copies, including the original generator copy and the copy certified by the designated facility or the foreign receiving facility, for shipments of used oil to a disposal facility.

2. (b) The owner or operator shall record, as it becomes available, and maintain the following information in a written operating record until closure of the facility:

   1. (1) Information gathered and records and results of used oil analyses performed as described in the analysis plan required under Env-Hw 1408.08; and
   2. (2) Summary reports and details of all incidents that require implementation of the contingency plan as specified in Env-Hw 1408.05 and Env-Hw 1408.06.
3. (c) A used oil processor/re-refiner shall complete and submit, by March 1 of each year, Form HWM-12 “Annual Used Oil Processor/Re-refiner Report,” as amended August 2025, that includes information concerning used oil activities during the previous calendar year.
4. (d) The 3-year record retention period in (a), above, shall be extended automatically while any enforcement action is pending.

Source. #14282, eff 8-1-25, EXPIRES: 8-1-35