Illinois Administrative Code › Title 20 - CORRECTIONS, CRIMINAL JUSTICE, AND LAW ENFORCEMENT › Part 1232 - FIREARM DEALER LICENSE CERTIFICATION ACT › Section 1232.100 - Electronic-based Recordkeeping

Current through Register Vol. 48, No. 28, July 12, 2024
a)
On or before January 2, 2020, each certified licensee operating a
			 retail location shall implement a
searchable
electronic record
			 system to track its changing inventory by updating the
date a firearm
			 was received or sold, the name and address or the name and FOID card number of
			 the person from whom the firearm was received or sold, the name of the
			 manufacturer and importer (if known),
make, model, caliber or gauge,
			 and serial number of each firearm that it receives or sells.
(Section
			 5-65 of the Act)
b) The electronic
			 record system must permit inventory queries by firearm serial number,
			 acquisition date of the firearm, name of the manufacturer or importer, name of
			 the purchaser, address of the purchaser or other transferee, and ATF Form 4473
			 transferor's transaction serial number. Use of commonly recognized trade names
			 or abbreviations are acceptable when denoting manufacturer or
			 importer.
c) The electronic record
			 system must denote original entries and must track or include notations of any
			 edits, corrections, amendments or current transactions.
d) The electronic record system must be able
			 to present the necessary information in any column format and may include a
			 notes column to track any edits, corrections, amendments, or other relevant
			 information related to a transaction. If a spreadsheet program (e.g., Excel) is
			 being utilized, the system must be able to track any edits, corrections,
			 amendments, or other relevant information in a "notes" column that explains any
			 changes that were made to the original entries.
e) The electronic record system must be
			 backed up to a physical storage device separate from the primary system (e.g.,
			 hard drive, Compact Disc (CD), Digital Versatile Disc (DVD), or Universal
			 Serial Bus (USB) Flash Drive) at the licensee's business premises.
f) The electronic record system may be stored
			 on a computer server or physical storage device owned and operated by the
			 licensee, or contracted/leased by the licensee through a host facility such as
			 a remote server or cloud storage provider. The electronic record system must be
			 readily accessible through a computer server or device owned and operated by
			 the licensee at the licensed premises during regular business hours. If a host
			 facility is used, that facility must have a business premises within the United
			 States and its territories and be subject to U.S. legal process.
g) The electronic record system must have the
			 capacity to provide records in print or by another portable medium (e.g., hard
			 drive, CD, DVD, or USB Flash Drive), or may be transmitted to ISP by electronic
			 means such as an attachment to email:
1) at
			 least semiannually;
2) upon request
			 by ISP when required by law;
3)
			 when the system memory is purged;
4) when the license is terminated;
			 and
5) sequentially by date of
			 acquisition for all inventory and indicating the date of all sales of inventory
			 conducted during the period covered.