Firearm and Ammo Inventory Management

[stoky]

long ago

 

[bassjam]

I’m happy with Excel. I know when and where I bought each firearm, the amount I paid, the serial number, and pictures shrunk down to fit inside cells next to each line item (but could be enlarged to read serial numbers or other details if needed). I can sort by caliber, date, manufacturer, etc. I also track anything I’ve sold or traded. I can’t see an app doing any better than that, plus I trust that this file is secure.

The file is saved on an encrypted work computer, with another copy on a thumb drive, and a hard copy is printed and stored in a fire safe separate from my gun safe.

 

[Telekinesis]

I'm not sure I would personally trust an app to be secure (unless it's an app from a security/privacy based company). I would stick with either an excel spreadsheet or an access database that is local and encrypted.

Emailing it to yourself is a good idea as well, but I would recommend using an encrypted email. If you're looking for security, gmail and yahoo are not your friend (I hear good things about ProtonMail).

As a C&R collector I'm required to keep a bound notebook to record all pertinent firearm information although I have been told you can use something like Excel if you want.

May want to check on that. My understanding is that Excel is not allowed to substitute for a bound book because it does not preserve an audit trail (i.e. You go back and make a change and there's no easy way to see when or who made a change, and what it started as and what it was changed to.) Excel can certainly be used in addition to a bound book or legit software approved by the ATF though. For my C&R guns, I have a bound book (to cover the legal requirement) but also keep the guns listed in my excel spreadsheet for ease of tracking.

 

[Dr.Rob]

Excel is fine for small collections.

I know that I've had fits with it when using it on my dad's train collection.

 

[stoky]

Having brought Gun Tracker through three compuker crashes/upgrades, it seems like Excel or it's non proprietary Accel cousin are a good idea.
backup backup backup

Excel is fine for small collections.

Real collectors, OTOH, will settle for nothing less than Access.

 

[Trunk Monkey]

I only have 6 guns, we made a list and gave photos to our insurance agent. Other than that there's really not enough to bother with an inventory

 

[Nanook]

I also use Excel. My minor wrinkle on it is to hyperlink to the pictures of any guns I've photographed. It works for me.

 

[Alte Schule]

May want to check on that. My understanding is that Excel is not allowed to substitute for a bound book because it does not preserve an audit trail (i.e. You go back and make a change and there's no easy way to see when or who made a change, and what it started as and what it was changed to.) Excel can certainly be used in addition to a bound book or legit software approved by the ATF though. For my C&R guns, I have a bound book (to cover the legal requirement) but also keep the guns listed in my excel spreadsheet for ease of tracking.

Last year BATFE released new guidelines (see below) for dealers & collectors that addressed electronic record keeping. It does come with some provisions.
I'm old school and, like you, also prefer to use the bound book for C&R as that's how I started.

https://www.atf.gov/firearms/docs/r...keep-firearms-records-electronically/download

 

[Telekinesis]

Ah, thanks. I wasn't aware of the new guidance. I remember their system audit requirements, but section c (below) looks new to me.

c.
If a spreadsheet program (e.g., excel) is being utilized, the system must be able to track any edits/corrections/amendments in a “notes” column. Any edits/corrections/amendments may overwrite the original entry so long as the “notes” column explains any edits/corrections/amendments and/or tracked changes (i.e., what was changed, who made the change, and why the change was needed).

I'm not really convinced that having a "notes" column to keep track of edits really serves the audit trail function from a technical standpoint (it seems like it would be too easy for someone to just make a change and not put anything in the notes), but if the ATF is ok with it, sounds like we can use excel for record keeping!

I'll probably still stick with my bound book as the "official" record just because that's what I have been using, but it's always good to keep up with the new ATF guidance.

 

[Hardtarget]

I don't have enough to lose track of...so its easy. (I've got the red button). Pencil and index card...just like Jack R.

Mark

 

[Alte Schule]

Ah, thanks. I wasn't aware of the new guidance. I remember their system audit requirements, but section c (below) looks new to me.



I'm not really convinced that having a "notes" column to keep track of edits really serves the audit trail function from a technical standpoint (it seems like it would be too easy for someone to just make a change and not put anything in the notes), but if the ATF is ok with it, sounds like we can use excel for record keeping!

I'll probably still stick with my bound book as the "official" record just because that's what I have been using, but it's always good to keep up with the new ATF guidance.

I believe the revision was inevitable and they (BATF) probably realized they had to get in front of the curve..Grade school children are now issued laptops or I-Pads and teaching cursive writing is an afterthought. Like you I'll stick with a paper ledger bound book and keep a separate electronic file for ALL my firearms.

 

[wally]

I'm not really convinced that having a "notes" column to keep track of edits really serves the audit trail function from a technical standpoint (it seems like it would be too easy for someone to just make a change and not put anything in the notes)

The software can essentially keep a "keystroke logger" internally so the sequence of entries/changes can be tracked independent of if you add a "note" or not.

This reminds me I need to send in my '03 renewal!