Sample Firearms Screen Shots

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Question ... Do you really want to store your personal firearms inventory on the cloud? If your answer is "yes," perhaps this article will change your mind: Understanding Snowdens Impact On IT

Please Note:

• There is an option to easily ENCRYPT the database.  These screen captures show what the screens look like when the database is not encrypted.  The message serves as a warning that the database is not encrypted in case you think it is.
  
• I am often asked if NM Collector Software will meet the approval of a BATFE C&R FFL inspection.   Given the new BATFE requirements for alternate records (found here), which require that every edit to an entry be logged so every edit you make can be audited by BATFE inspectors, the answer is "no".  However, given the BATFE definition for a "Bound Book" (found here) you can print a C&R report from NM Collector Software and assemble the pages to make up your bound book.
• The rulings and interpretations of the law may change at any time.  It is up to you to keep track of the latest BATFE rulings and make your own decision as to the suitability of this software for your purposes.
• Here are some screen shots of the Firearms template in use including Sample A&D report

Identification Tab ... Enter key identification information including bar codes.

 

Description Tab ... Add key information to describe the item. Add additional fields if you wish. See the "More tab" below for additional custom fields.

 

Pictures Tab ... Add one or more pictures and Notes for each picture. More features will be added in the future for zooming and resizing.

 

Receipt Tab ... Enter who you acquired the item from, the date you acquired it and how much you paid for it. Include additional custom fields if you wish. This is not available in the free version.

 

Disposition Tab ... Enter who you disposed the item to, the date you disposed of it and how much you were paid for it. Include additional custom fields if you wish.  This is not available in the free version.

 

Maintenance Tab ... Create and track maintenance logs.

 

Events Tab ... Create and track events.

 

Data SheetTab ... Keep detailed data sheets when appropriate.

 

More Tab ... Add even more custom fields.

 

Statistics Screen ... Review summary information and detailed information for each item. Double click any line to go to the corresponding item. Click a heading to sort by that column.  You can also export your data to Comma Delimited (MS Excel) and XML files from this page.  Ideal for gun collecting!

 

Sample Report ...

 

Sample A&D Report ... A must for any gun collector.  Based on the well established format used in NM Gun Collector.  This report is designed primarily for the licensed gun collector.

I am not an attorny so I am not offering legal advice.  Please seek your own legal advice before making any decisions regarding your compliance with BATFE regulations.

ATF ruling requirements to be used as an alternate method for A&D ... excerpts included here ... I think these are unreasonal expectations and will not be acceptable to most any gun collector.  It seems the use of software to aid the licensed gun collector for alternate record keeping is a little less reasonable now than it was in the past.

ATF has determined that acquisition and disposition records required by 27 CFR Part 478,
Subpart H, and §§ 478.121, 478.122, 478.123, and 478.125(e), in computerized form,
satisfy the standard of permanency and are substantially equivalent to paper records if they
meet the following criteria:

1. All data entered into the computer system must be recorded into the database and
cannot be capable of being edited or modified at a later date without generating an
audit trail. The software system must retain any correction of errors as an entirely
new entry, without deleting or modifying the original entry. The system may allow
for entries in a notes column to explain any correction. (emphasis mine)

Note:  A gun collector will love the fact that they can't edit their data without a record of their changes! 

2. The system must have a reliable daily memory backup capability to protect the data
from accidental deletion or other system failure.
3. The system must meet the regulatory requirements for recording pertinent
information.
4. The system must allow queries by serial number, acquisition date, and name of the
manufacturer or importer. Commonly recognized trade names may be used when
recording the manufacturer/importer in the firearm description.
5. The FFL must periodically print all records from the system. Specifically, the
records must be printed:
(a) at least semiannually,
(b) upon request of an ATF officer,
(c) when the database is purged, and
(d) when the license is terminated
Printouts must be retained until the next printout is prepared.
The printouts must be limited to only the information required and specified by
regulation.
6. The FFL may download the required acquisition and disposition records to portable
storage devices such as Compact Discs (CDs), Digital Versatile Discs (DVDs), and
USB Flash Drives, instead of conducting the periodic printout of those records,
provided that the FFL presents the records in a printed format at ATF’s request. ATF
recognizes that printed records take up space and are not as easy to search as records
maintained in a digital format.
7. The computer printouts must contain firearms in inventory as well as all firearms
transferred during the period covered, sequentially by date of acquisition.
8. The system must record both the manufacturer and the importer of foreign-made
firearms.
9. Printouts may include antique firearms, but cannot include other merchandise.
However, antique firearms must be identified as “ANT” in the “firearm type” column.
10. The name and FFL number (if licensee) or name and address (if non-licensee) of the
supplier/consigner and the purchaser/transferee must be included in the computer
data. An ATF Form 4473 transaction number may be used in lieu of the address for
recording the transfer of a firearm to a non-licensee if the Forms 4473 are filed
numerically.

Note: 
It seems crazy to me for a gun collecting software package to keep a record of every change!  NM Gun Collector Software and NM Collector Software are not like that.  NM Collector Software may not meet current ATF requirements for alternate records but can still generate paper reports that do meet ATF requirements.  If you are a licensed gun collector, please decide for yourself if the reports are acceptable or not for your ATF bound book of your gun collection.  Here is an applicable ATF Reference site: http://www.atf.gov/firearms/faq/licensees-records-required.html#bound-book - however, it is already out of date with regard to computer records in lieu of the “bound book?” so do your own research and decide for yourself if the reports are acceptable.

11. The system cannot rely upon invoices or other paper/manual systems to provide any
of the required information.
12. All required records including acquisition and disposition records, must remain at the
licensed premises.
13. Upon termination of a license, the FFL must provide an American Standard Code for
Information Interchange (ASCII) text file (in conformity with industry standards) and
a file description, in addition to printouts of all records, to the ATF Out-of-Business
Records Center. The printout and ASCII text file must contain the information as
prescribed by regulation. All records must be forwarded to the ATF Out-of-Business
Records Center in accordance with 27 CFR 478.127, including complete printouts,
and ASCII text file (and file description) of the A&D records, and all ATF Forms
4473.