FFL Bound Books, or Acquisition & Dispositions (A&D) Records is not just a best practice but a legal obligation for every Federal Firearms Licensee (FFL). Whether in paper form or stored electronically by firearms compliance software with FastBound, it’s important to maintain a working relationship with your local Industry Operations Investigators (IOIs) from the ATF.
If you’re a firearms dealer, manufacturer, or licensed importer, you must record the acquisition and disposition of firearms within certain time frames, and in a particular format in your A&D Book. You must enter the information that is marked on the actual firearm, which is what the law enforcement officer will use to request a firearm trace. It’s important to note that the requirements change if the firearm is imported from outside of the United States.
FastBound maintains a knowledge base of articles on topics like timings, markings, and many other common questions, tips, and tricks, all supported by FFLGuard. If you need assistance, FastBound is the industry leader in technical and ATF compliance support.
FFL Bound Books
Your bound books or firearm acquisition information must include:
-
- Manufacturer
- Importer (if any)
- Country of Manufacturer (optional, but required if you’re an importer)
- Model
- Serial Number
- Type
- Caliber or Gauge
- Acquisition Date
- Name and Address or Name and License No. (if licensee)
The disposition information in your ATF Bound Book must include:
-
- Disposition Date
- Name
- Address or License Number (if licensee), or ATF Form 4473 Serial Number (if form 4473 filed numerically)
Additional Considerations
There are also time limits that your bound book entries must be recorded within, depending on the type of acquisition. The date is the actual date you acquired or disposed of the firearm, not the date that you made the firearms receipt. If you need to correct, FastBound ensures that your FFL Bound Book records comply with the latest ATF rulings and regulations.
Paper records and FFL logbooks are legal, but using electronic bound book software for your A&D record keeping can save you a lot of time, provide more accurate records, and complete faster audits.
Do I Need Help to Run My FFL?
The Code of Federal Regulations (white book) is more than two inches thick. You can call the ATF and ask questions, but FFLGuard counsels all clients with this advice: make sure you get everything in writing. What happens if you don’t do something correctly? How do you remember all of those code sections? How do you stay up to date with regulations, new rulings, and memos?
The easiest way to manage your FFL is to start with a firearms compliance software vendor like FastBound. The ATF is a governmental entity that doesn’t verify or validate software. Since FastBound started in 2010, competitors have hidden behind endorsements or statements like “we’ve never had a problem” or “our customers have passed audits.” That logic is like saying that pointing a muzzle in an unsafe direction is acceptable because you’ve never had a negligent discharge. It’s not acceptable for firearms safety, and it’s not acceptable for firearms compliance, especially when FFLs are under more scrutiny than ever.
ATF Bound Book FAQs
What is a Bound Book For an FFL?
This permanently bound book is a physical or electronic record that Federal Firearms Licensees (FFLs) are required by law to maintain. The bound book contains a detailed record of all firearm transactions that occur through the licensee's business. This includes the acquisition and disposition of firearms and information about the buyers and sellers involved in the transactions. The purpose of the bound book is to allow the ATF (Bureau of Alcohol, Tobacco, Firearms and Explosives) to trace firearms used in crimes and ensure that licensed dealers comply with federal laws and regulations.
FastBound improves the process by providing a user-friendly and efficient way to create and maintain compliant records of firearm transactions. We eliminate hand-written paper records, help ensure compliance with federal laws and regulations, and enable efficient record-keeping. This allows for easy searching, filtering, and sorting of data, generating reports, and exporting data to other systems. FastBound streamlines the process, reducing potential errors and improving compliance with federal regulations.
What is FFL Software?
FastBound's software helps Federal Firearms Licensees manage firearm transactions and comply with federal regulations. FastBound provides a user-friendly and efficient way to create and maintain records of firearm transactions, simplifying the process of creating and maintaining the acquisition and disposition records. We allow FFLs to easily record and track firearms transactions, manage ATF Form 4473s on paper or electronically, and stay on top of multiple sale reports. In this process, we protect you and your staff from potential compliance issues.
How to Fill Out an FFL Record Book
Filling out an FFL (Federal Firearms License) logbook involves recording detailed information about every firearm transaction. Here are the steps you can follow to fill out an FFL logbook:
- Record the date of the transaction, whether it was acquiring or disposing of the firearm. You must record the name and address when transacting with an individual or organization. You only need their license name and complete FFL number when transacting with another FFL.
- At the time of acquisition, record the manufacturer, importer, model, and serial number of the firearm. Also take note of the caliber, type, and other identifying information that varies by license type.
- If the transaction involves a background check, record the transaction serial number from Form 4473.
- Multiple sales must be reported to the ATF and local law enforcement. This is crucial for preventing illegal firearms trafficking and straw purchases. The criteria vary depending on the state and the type of firearm, but it generally applies to sales of two or more firearms within five business days. Failure to report multiple sales is one of the most commonly cited violations.
How Long Do You Keep a Firearms A&D Book?
Federal Firearms License (FFL) holders in the United States must retain their A&D records for at least 20 years. This requirement was established by the Gun Control Act of 1968, which mandates that FFL holders maintain accurate and complete firearms transaction records.
The 20-year retention requirement applies to all types of A&D records, including paper and electronic records, and records of firearms that were lost, stolen, or destroyed. FFL holders must also ensure that their A&D records are readily accessible for requested ATF inspections. The 20-year retention is the minimum requirement. Some FFL holders may choose to retain their A&D records for more extended periods for business or legal reasons.
Can I Use Excel For My Bound Book?
As an FFL (Federal Firearms License) holder, it's crucial to maintain accurate and complete records of all firearm transactions that occur, including maintaining an A&D record. While spreadsheets are a convenient and cost-effective solution for record-keeping, there are several reasons why spreadsheets are not a suitable choice for an A&D:
- Spreadsheets don't catch mistakes. It's the user's responsibility to make sure the data is accurate, which increases the potential for errors that could result in compliance issues.
- Spreadsheets lack compliant audit trails. Without audit trails, it's impossible to track who made changes to the spreadsheet. This makes it challenging to identify and correct errors.
- Spreadsheets don't satisfy the backup requirements of ATF Ruling 2016-1.
- Google Sheets are limited to 40,000 rows. While Excel allows more rows, it struggles with 100,000 entries. This can be problematic for FFL holders who need more than one person to access records at once or have many transactions. Spreadsheets become slow and are predisposed to corruption at larger sizes.
- Spreadsheets don't have the permissions to manage firearms compliance effectively. It's difficult to control who has access to the data and what they can do with it, which can be a citable violation.
- Spreadsheets don't come with a guaranteed legal defense. The FFL is liable for the failures and shortcomings of the chosen spreadsheet software or template.
Does the ATF Approve Bound Book Software?
FFLs must maintain accurate and complete records of all firearm transactions. While many software solutions are available to assist with record-keeping and compliance, it's necessary to understand that the ATF doesn't approve or endorse any specific FFL software solutions. It's the FFL holder's responsibility to carefully evaluate their options and select reliable software that meets the unique record-keeping and compliance requirements.
FastBound is a leading provider. We retain a firearm attorney during the design and development of our software to ensure compliance from day one. We also provide a guaranteed legal defense against administrative actions related to the use of our software. Relying on a "free" compliance solution does not provide sufficient safeguards for FFL holders and could put you at risk.
What is the Best FFL Bound Book Software?
Depending on an FFL holder's specific needs and circumstances, different software solutions are suitable. It's essential for FFL holders to carefully evaluate their options and choose a provider that meets their specific needs, such as compliance with ATF regulations, legal support, ease of use, data security, and responsive customer support. FFL holders should also consider factors such as software features, pricing, customer reviews, and reputation in the industry when selecting an FFL bound book software provider.
