Recordkeeping
Businesses that generate dangerous waste are required to keep records about their waste. Your generator category determines the type of records and length of time you must keep them:
- Medium quantity generators (MQGs) and large quantity generators (LQGs) must keep records, typically for five years.
- Small quantity generators (SQGs) have less requirements but are encouraged to keep records in the same manner as MQGs and LQGs.
What records do you need to keep?
The most common records required are grouped by generator category below. Additional records may be required depending on the type of dangerous waste or dangerous waste activity at your facility. For example:
Guidance on recordkeeping is noted throughout the Dangerous Waste Regulations, but the following sections explain recordkeeping for small quantity generators (SQGs) in the most detail:
- Generator reporting (WAC 173-303-210).
- Requirements for generators of dangerous waste (WAC 173-303-170).
- Conditions for exemption for a small quantity generator (WAC 173-303-171).
- Alternative standards for episodic generation (WAC 173-303-173).
Record type |
SQG Requirement |
Length of time |
---|---|---|
Designation records:
|
Required |
5 years |
Bills of lading and other shipping receipts |
Optional, but highly recommended. Note: Other regulations, such as Department of Transportation (DOT) retention and recordkeeping, may be required. |
Optional; 5 years recommended |
Required if you have an EPA/State Identification (ID) number |
5 years (unless available in TurboWaste, then paper records not required) |
|
Required if you have an EPA/State Identification (ID) number |
5 years (unless available in TurboWaste, then paper records not required) |
|
Required if you treat waste on-site |
5 years |
|
Required if you recycle waste on-site (e.g., on-site distillation). |
5 years |
|
Special waste disposal records |
Required if managed under the special waste conditional exclusion |
5 years |
Episodic event records |
Required for planned and unplanned episodic events |
5 years |
Disposal or laundry facility records that meet the conditional exclusions for solvent-contaminated wipes |
Required if you manage solvent-contaminated wipes under one of the conditional exclusions |
5 years |
Discharge authorization or permit for dangerous waste discharged under the domestic sewage exclusion |
Required if managing under this exclusion |
5 years |
Permit-by-rule (PBR) unit current permit AND original permit application |
Required if you treat waste in a PBR unit |
Ongoing |
Required if you treat waste in a PBR unit |
Ongoing |
Guidance on recordkeeping is noted throughout the Dangerous Waste Regulations, but the following sections explain recordkeeping for MQGs in the most detail:
- Generator reporting (WAC 173-303-210).
- Requirements for generators of dangerous waste (WAC 173-303-170).
- Conditions for exemption for a medium quantity generator (WAC 173-303-172).
- Alternative standards for episodic generation (WAC 173-303-173).
Record type |
MQG Requirement |
Length of time |
---|---|---|
Designation records:
|
Required |
5 years |
Required |
5 years |
|
Required |
5 years |
|
Bills of lading, or other shipping receipts |
Required for wastes that are not shipped on a Uniform Hazardous Waste Manifest (UHWM) |
5 years |
Required |
3 years |
|
Required if you have an EPA/State Identification (ID) number |
5 years (unless available in TurboWaste, then paper records not required) |
|
Required if you have an EPA/State Identification (ID) number |
5 years (unless available in TurboWaste, then paper records not required) |
|
Required |
5 years |
|
Required |
5 years |
|
Required |
5 years |
|
Required |
5 years |
|
Required if storing ignitable or reactive types of waste. |
5 years |
|
Required to be posted in all areas where dangerous waste is generated or stored. |
Ongoing |
|
Documentation of arrangements with local fire and other emergency responders |
Required |
5 years |
Treatment-by-generator (TBG) logs showing date and amount of waste treated on-site |
Required |
5 years |
Required if you recycle waste on-site (e.g., on-site distillation). |
5 years |
|
Required |
5 years |
|
Special waste disposal records |
Required if managed under the special waste conditional exclusion |
5 years |
Episodic event records |
Required for planned and unplanned episodic events |
5 years |
Disposal or laundry facility records meeting the conditional exclusions for solvent-contaminated wipes |
Required if you manage solvent-contaminated wipes under one of the conditional exclusions |
5 years |
Discharge authorization or permit for dangerous waste discharged under the domestic sewage exclusion |
Required if managing under this exclusion |
5 years |
Permit-by-rule (PBR) unit current permit AND original permit application |
Required if you treat waste in a PBR unit |
Ongoing |
Required if you treat waste in a PBR unit |
Ongoing |
Guidance on recordkeeping is noted throughout the Dangerous Waste Regulations, but the following sections explain recordkeeping for LQGs in the most detail:
- Generator reporting (WAC 173-303-210).
- Requirements for generators of dangerous waste (WAC 173-303-170).
- Conditions for exemption for a large quantity generator (WAC 173-303-200).
- Preparedness, prevention, emergency procedures and contingency plans (WAC 173-303-201).
Record type |
LQG Requirement |
Length of time |
---|---|---|
Designation records:
|
Required |
5 years |
Required |
5 years |
|
Required |
5 years |
|
Bills of lading, or other shipping receipts |
Required for wastes that are not shipped on a Uniform Hazardous Waste Manifest (UHWM) |
5 years |
Required |
3 years |
|
Required if you have an EPA/State Identification (ID) number |
5 years (unless available in TurboWaste, then paper records not required) |
|
Required if you have an EPA/State Identification (ID) number |
5 years (unless available in TurboWaste, then paper records not required) |
|
Required |
5 years |
|
Required |
5 years |
|
Required if storing ignitable or reactive types of waste. |
5 years |
|
Required |
Ongoing for current employees, and 3 years for former employees |
|
Required |
5 years |
|
Required if contingency plan was implemented |
5 years |
|
Required |
5 years |
|
Treatment-by-generator (TBG) logs showing date and amount of waste treated on-site |
Required |
5 years |
Required if you recycle waste on-site (e.g., on-site distillation). |
5 years |
|
Special waste disposal records |
Required if managed under the special waste conditional exclusion |
5 years |
Required |
5 years |
|
Required |
5 years |
|
Required |
5 years. |
|
Disposal or laundry facility records meeting the conditional exclusions for solvent-contaminated wipes |
Required if you manage solvent-contaminated wipes under one of the conditional exclusions |
5 years |
Discharge authorization or permit for dangerous waste discharged under the domestic sewage exclusion |
Required if managing under this exclusion |
5 years |
Permit-by-rule (PBR) unit current permit AND original permit application |
Required if you treat waste in a PBR unit |
Ongoing |
Required if you treat waste in a PBR unit |
Ongoing |
You can keep digital records as long as you can provide hard copies upon request. We do, however, highly recommend you keep a hard copy of the following items in the event of an emergency:
- Written contingency plans.
- Quick reference guides.
Uniform hazardous waste manifests provide a record of your waste shipments and proof that your dangerous waste reached its designated facility. The designated facility must send you a signed copy of your manifest (in Item 20 of the form) documenting they received the waste.
If you don’t get the final signed copy of your manifest within the timeframes listed below, take these steps:
- Within 35 days: Contact your transporter or designated facility for the status of the dangerous waste shipment.
- Within 45 days: Submit an exception report to Ecology.
Track your dangerous waste shipments to ensure you receive all signed copies of your manifests within the required deadlines. Keep all your manifests on-site for at least five years from the date the initial transporter accepted the waste.
What’s an exception report?
If a signed manifest is not received, medium and large quantity generators must submit the following documents (which make up your exception report):
- A copy of the manifest (sometimes called the transporter copy).
- A cover letter explaining the efforts you made to determine what happened to your shipment and the results of those efforts.
Where to send exception reports
Submit exception reports via mail or email to your:
- Last compliance inspector,
OR - Regional office (Attention: HWTR).
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Contact information
Need help?
Contact a dangerous waste inspector in your region