Compliance Records
Documentation & Record-Keeping
Required records, volume tracking requirements, and audit preparedness guidelines for commercial solar disposal.
S3399 Documentation & Chain of Custody Requirements
Documentation Failures Are Common Violations
Incomplete or missing documentation is one of the most frequent causes of regulatory enforcement actions. Maintain records proactively.
Required Records
Maintain complete documentation throughout the decommissioning process and for required retention periods.
Pre-Decommissioning
- • Decommissioning plan
- • Contractor qualifications
- • PE-certified cost estimates
- • Bond documentation
During Removal
- • Daily activity logs
- • Panel counts per load
- • Weight tickets (scale house)
- • Photographic documentation
Transportation
- • Bills of lading
- • Transporter ID verification
- • Vehicle/route records
- • Transfer station receipts
Final Disposition
- • Recycler certificates
- • Weight verification
- • Material breakdown reports
- • Final closure documentation
Volume Tracking Methods
Track removed materials using weight OR panel count—maintain consistency throughout the project.
Weight-Based Tracking
- Use certified scales (scale house receipts)
- Weigh each load before transport
- Obtain weight verification from receiving facility
- Reconcile inbound vs. outbound weights (within tolerance)
Panel Count Tracking
- Document total panel count from system specifications
- Count panels loaded per transport vehicle
- Verify counts at receiving facility
- Account for any damaged/broken panels separately
Certified Recycler Documentation
Obtain and retain documentation from the receiving recycling or refurbishment facility.
Required From Recycler:
- Certificate of Receipt (dated, signed)
- Quantity verification (weight or count)
- Facility certifications/permits
- Certificate of Recycling/Destruction (upon processing)
- Material recovery/disposition report
NJDEP Audit Preparedness
Be prepared for regulatory inspections at any time following decommissioning activities.
Inspections May Be Unannounced
NJDEP may conduct inspections without prior notice. Maintain all records in an organized, accessible format.
Audit-Ready Organization:
- Central file for all decommissioning documentation
- Chronological organization with clear indexing
- Both digital and physical copies (redundancy)
- Quick-reference summary sheet with key quantities
- Contact information for all contractors/recyclers
Record Retention Period
Retain all decommissioning and recycling documentation for a minimum of:
Years After Decommissioning
Check municipal requirements—some jurisdictions require longer periods
Documentation Checklist
Download our comprehensive documentation checklist to ensure you capture all required records during decommissioning.