If an equipment has been registered in the FOKA database, then all subsequent handling operations related to the equipment must also be registered.
Handling operations may be registered by persons authorised by the owner of the equipment in the first part of the equipment registration form. If the equipment is maintained by an authorised company holding a handling licence, the operations can be registered by the employees marked in the handling licence application of the company.
Every handling operation related to the registered equipment must be registered in the FOKA registry within five working days as of the operation. The following handling operations must be registered:
- installation of equipment;
- leakage control;
- elimination of leakage;
- adding a substance into the equipment;
- recovery (removal from equipment) and delivery of substance;
- maintenance works;
- installation, control and repairing of automatic leakage identification system;
- reconstruction of equipment (increasing or decreasing the amount of substance contained in the equipment, switch to new substance).
As an exception, in the case of equipment containing fluorinated greenhouse gases as a solvent, only the registration of the removal and the delivery of the substance and the adding of the substance is required. In the case of electricity switchyards, the registration of the equipment installation operation is not required. A more detailed composition of data of the handling operations to be registered is provided in Annexes 5–8 of regulation No. 25 of 11 July 2012 of the Minister of the Environment.
If the maintainer of the equipment has registered reconstruction of the equipment, in the course of which the amount of substance contained in the equipment has been changed or the substance contained in the equipment has been replaced by some other substance (fluorinated gas), then a new equipment with new technical parameters is automatically created in the FOKA registry with a new marking. The owner of the equipment has to supplement the data and confirm the registration of a new device within 2 weeks. Until the owner of the equipment has not confirmed the reconstructed equipment, this is not displayed to the maintainer of the equipment.
In the case of each equipment, a date when the next leakage control has to be carried out at the latest is displayed in the registry. The required frequency of performing a leakage control of the equipment containing fluorinated gases is provided in regulation (EU) No. 517/2014 of the European Parliament and the Council and the required frequency of performing a leakage control of the equipment containing ozone depleting substances is provided in regulation (EC) No. 1005/2009 of the European Parliament and the Council.