Records must be available for inspection during business hours. IOIs do not need advance notice to review A&D records.
Per 27 CFR 478.125, commercial records must be maintained separately and readily available. Commingling with unrelated business files is a violation.
Same-day recording is required. A firearm received but not yet entered is an unrecorded acquisition — one of the most common ATF violations.
Date acquired, name and address of source, manufacturer, model, serial number, caliber/gauge, and firearm type must all be present.
Any firearm that stays on your licensed premises overnight — even temporarily — must be logged as an acquisition regardless of ownership.
NFA items require their own A&D entries. Registration documents (Form 1, 3, 4, or 5) must be kept in chronological order at the licensed premises.
The 7-day rule applies to all dispositions. Recording same-day is best practice — waiting the full 7 days increases error risk.
Date transferred, name and address of transferee, and the 4473 transaction number (for non-licensee transfers) must all be recorded.
Each firearm listed as acquired should either be physically present or have a corresponding disposition entry. Discrepancies must be investigated and documented.
An open acquisition with no matching disposition and no firearm on hand is a missing firearm — requires immediate reporting if theft is suspected.
Electronic bound books must meet standards for accuracy, integrity, searchability, and security. Confirm your software vendor is compliant.
This applies to both paper and electronic records. If your license is discontinued, records must be transferred to ATF within 30 days.
Never erase or obliterate an original entry. Make corrections by drawing a single line through the error, noting the correct information, and initialing the correction.