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.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.
Real collectors, OTOH, will settle for nothing less than Access.Excel is fine for small collections.
Last year BATFE released new guidelines (see below) for dealers & collectors that addressed electronic record keeping. It does come with some provisions.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.
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 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.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.
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.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)