Are propane test records kept for one year or five years in Colorado and Texas?
Are propane test records kept for one year or five years in Colorado and Texas?
Both periods appear in state rules. Colorado requires employers to keep the specified leak-check record for at least one year. Texas requires LP-gas licensees and other covered registrants to keep pressure- and leakage-test records for at least five years.
Choose a retention policy for the operation you run
Colorado section 3-2(d) gives its minimum for the leak-check record. Texas section 9.4(a) separately gives the five-year minimum for test records and copies of customer records. The Texas provision is in the state’s LP-gas Safety Rules. Neither minimum means that every record can safely be destroyed on that anniversary.
Before setting a deletion schedule, have the person responsible for your records consider other applicable duties, insurer requirements, contracts and any legal hold. Keep a multi-state policy clear about which records and locations it covers.
As an office check, retrieve an older completed test and confirm that the customer, date and result remain readable. A written retention policy is useful only if the records can still be found.
FAQ
Is one year a nationwide rule?
No. The one-year period cited here is Colorado’s specified minimum, while Texas has a different requirement.
Should software automatically delete a record at the minimum?
Do not set that policy from this comparison alone. Confirm the full retention requirements and any preservation duty first.
Primary source: Colorado LP-gas rule, section 3-2(d).
Review Tank Spotter against your approved retention policy. Ask how an older test record would be retrieved.
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