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Migrate to Gun StoreMaster™A&D Bound Book Migration

Implementing Gun StoreMaster: Electronic A&D Bound Book Records.

Deciding to move from an existing A&D Bound Book to a new Gun StoreMaster system is the most difficult part of migration.  Now that you’ve made the decision, what's the best way to start migrating?  We'll explore alternatives in this Best Practice article.

Elements of an A&D Bound Book migration include:

  • Old A&D Bound Book Type: Hand-written or electronic?
  • Keep old A&D Bound Book records or ship them to ATF?
  • Number of OPEN firearm records (not disposed yet) in the old A&D Bound Book.
  • Number of DISPOSED firearms records in the old A&D Bound Book

Let's take a closer look:


Decision:  Migrate ALL or just OPEN firearm records to Gun StoreMaster?

Choice Cost Benefit Notes
Migrate ALL Firearm Records to Gun StoreMaster - keep your old Bound Book.
  • Effort to enter historical firearm records (both ACQUIRED and DISPOSED).

 

  • All requirements for maintaining, securing, backing up, etc. must be continued for the old Bound Book.  This includes Form 4473 records.
  • Easy & convenient access to historical firearm information via Gun StoreMaster.

 

  • Automatically creates Gun StoreMaster TouchPoints for future transactions.

If electronic records exist for your old system, take advantage of the free firearm record import service. 

Click here for more information on our FREE migration service.

Migrate ONLY OPEN (firearms in your possession) Records to Gun StoreMaster - keep your old Bound Book.
  • Will need to DISPOSE OPEN firearms out of the old A&D Bound Book and enter the original ACQUISITION information into Gun StoreMaster.

 

  • All requirements for maintaining, securing, backing up, etc. must be continued for the old Bound Book.  This includes Form 4473 records.
  • Fewer records to enter into Gun StoreMaster.

 

  • Manual entry is generally easy to do.

If electronic records exist for your old system, take advantage of the free firearm record import service. 

Click here for more information on our FREE migration service.

Migrate ONLY OPEN (firearms in your possession) Records to Gun StoreMaster.  Close out and send old A&D Bound Book records to ATF.
  • Access to historical transaction history could be inaccessible.

 

  • Effort to identify, package, ship and confirm receipt with ATF.

 

  • OPEN firearms still need to be logged out of the old system and logged into Gun StoreMaster before sending the old data to ATF.
  • Once transferred to ATF, responsibility for maintaining historical records for disposed firearms in the old system is passed to ATF.

 

  • Less file space is needed to keep old firearm records.

Any OPEN firearms will be logged out of the old system by noting "Firearm transferred to new computer system on [date]" or similar language.

Method 1:  Use Both Gun StoreMaster and your old Bound Book at the same time.

Enter newly acquired firearms in Gun StoreMaster while continuing to dispose old inventory from the old Bound Book system.   Over time, your old system’s Bound Book will have less OPEN firearms, allowing you to easily transfer the few remaining to Gun StoreMaster.  While the transition time to your electronic bound book is a bit longer, you will not have to move a large number of OPEN inventory to Gun StoreMaster.

NOTE: Identify firearms in Inventory with their Bound Book
As you dispose of firearms, you will need to ensure that you are using the bound book that is associated with each firearm.  We suggest printing new price tags for firearms that are in the Gun StoreMaster system. That way you can quickly identify and dispose of the firearm. Old price tag = old system.  New Price Tag = Gun StoreMaster.

Method 2:  Move your inventory into the Gun StoreMaster eSAFE Bound Book.

If you plan to move your current OPEN inventory to Gun StoreMaster, there are a few things to consider as you make the transition.

  1. Physical Inventory - now or later? 
    Before moving your firearm records from your old system to Gun StoreMaster, consider if a physical inventory should be done first.  Some stores prefer to do inventory while still on their old system, in order to migrate with a "clean slate."  Others feel migration to Gun StoreMaster allows inventory adjustments to be easily tracked.  This is mostly a personal choice.
  2. Consider purchasing a Bound Book Migration Ink Stamp.
    If you have a lot of OPEN inventory and use a hand-written Bound Book, this inexpensive solution can save you time and money.  The ink stamp is used for your old hand-written Bound Book to show that a firearm has been logged out to the new computer system.  Using an ink stamp saves you from hand-writing the same information for every disposition to the new system.  Some FFL dealers have used an ink stamp that said "Logged out to computer system on".  The ink stamp is used in their old Bound Book to show the firearm was transferred.  They hand-write the date that the firearm was transferred.  Local office supply stores sell self-inking stamps for around $20.
  3. Log the firearm out of the old hand written bound book. 
    The old Bound Book will have a disposition indicating that it was logged out to the computer system and the date that the log out was done.
  4. Enter the firearm into the new Gun StoreMaster electronic Bound Book. 
    Use the same acquisition information that was in the original book, including the original acquisition date to keep your records accurate and intact.
  5. Don't forget to keep your old Bound Books
    Don't throw away those old books just because the data was transferred to the electronic version.  They are still records that you must keep by regulation unless they are closed out and sent to ATF.
  6. Print new price/ID tags. 
    When you add the firearm to Gun StoreMaster, a unique Firearm ID (FID) number will be assigned.  This is a good time to print a new barcode price tag for the firearm.  The tag will have the FID printed on it as well.  Gun StoreMaster offers a simple and inexpensive way to print tags by using DYMO's LabelWriter 450.  For more information on tag printing, Click Here

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