Collecting and Shooting the Surplus Rifle - NM Gun Collector Software

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If you are a C&R collector/license holder like me and are also a really bad record keeper, you know the two do not go well together. The ATF requires C&R type 03 license holders to keep inventory, purchase, and disposition records of all firearms purchased using your type 03 FFL license. Although I have never actually seen an ATF agent nor have had my records requested, this does not mean it would never happen. If you are found not to be compliant with your records keeping then the penalties and fines can be pretty stiff.

ATF CURIO & RELIC LICENSE

A collector of curios or relics may obtain a Collector's License under the Gun Control Act of 1968, 18 U.S.C. Chapter 44 and the regulations issued thereunder in 27 CFR Part 178. The privileges conferred by this license extend only to curio or relic transactions.

RECORDS KEEPING REQUIREMENTS

The following excerpts are taken directly from the THE GUN CONTROL ACT OF 1968, PUBLIC LAW 90-618 TITLE 18, UNITED STATES CODE, CHAPTER 44 found at:

http://www.atf.gov/pub/fire-explo_pub/guncoact.pdf

The Secretary may inspect the inventory and records of a licensed collector without such reasonable cause or warrant.
It shall be unlawful for any licensed importer, licensed manufacturer, licensed dealer, or licensed collector knowingly to make any false entry in, to fail to make appropriate entry in, or to fail to properly maintain, any record which he is required to keep pursuant to section 923 of this chapter or regulations promulgated thereunder.
Each licensed collector shall maintain in a bound volume the nature of which the Secretary may by regulations prescribe, records of the receipt, sale, or other disposition of firearms. Such records shall include the name and address of any person to whom the collector sells or otherwise disposes of a firearm. Such collector shall not be required to submit to the Secretary reports and information
with respect to such records and the contents thereof, except as expressly required by this section.
The Secretary may authorize such record information to be submitted in a manner other than that prescribed in subparagraph (A) of this paragraph when it is shown by a licensee that an alternate method of reporting is reasonably necessary and will not unduly hinder the effective administration of this chapter. A licensee may use an alternate method of reporting if the licensee describes the proposed alternate method of reporting and the need therefore in a letter application submitted to the Secretary, and the Secretary approves such alternate method of reporting.

FIREARMS RECEIPT AND DISPOSITION BY LICENSED COLLECTORS

The following is taken directly from the PART 178-COMMERCE IN FIREARMS AND AMMUNITION found at:

http://www.atf.gov/pub/fire-explo_pub/part178.pdf

Each licensed collector shall enter into a record each receipt and disposition of firearms curios or relics.

The record required by this paragraph shall be maintained in bound form under the format prescribed below.

The purchase or other acquisition of a curio or relic shall, except as provided in paragraph (g) of this section, be recorded not later than the close of the next business day following the date of such purchase or other acquisition.

The record shall show the date of receipt, the name and address or the name and license number of the person from whom received, the name of the manufacturer and importer (if any), the model, serial number, type, and the caliber or gauge of the firearm curio or relic.

The sale or other disposition of a curio or relic shall be recorded by the licensed collector not later than 7 days following the date of such transaction. When such disposition is made to a licensee, the commercial record of the transaction shall be retained, until the transaction is recorded, separate from other commercial documents maintained by the licensee, and be readily available for inspection . The record shall show the date of the sale or other disposition of each firearm curio or relic, the name and address of the person to whom the firearm curio or relic is transferred, or the name and license number of the person to whom transferred if such person is a licensee, and the date of birth of the transferee if other than a licensee.

In addition, the
licensee shall�

(1) Cause the transferee, if other than a licensee, to be identified in any manner customarily used in commercial transactions (e.g., a driver's license), and note on the record the method used, and

(2) In the case of a transferee who is an alien legally in the United States and who is other than a licensee�

(i) Verify the identity of the transferee by examining an identification document (as defined in �178.11), and

(ii) Cause the transferee to present documentation establishing that the transferee is a resident of the State (as defined in � 178.11) in which the licensee�s business premises is located if the firearm curio or relic is other than a shotgun or rifle, and note on the record the documentation used or is a resident of any State and has resided in such State continuously for at least 90 days prior to the transfer of the firearm if the firearm curio or relic is a shotgun or rifle and shall note on the record the documentation used. Examples of acceptable
documentation include utility bills or a lease agreement which show that the transferee has resided in the State continuously for at least 90 days prior to the transfer of the firearm curio or relic.

FORMAT REQUIRED FOR THE RECORD OF RECEIPT AND DISPOSITION OF FIREARMS BY COLLECTORS IS AS FOLLOWS:

Description of firearm:
Manufacturer and/or importer	Model	Serial No.	Type	Caliber or gauge

Receipt:
Date	Name & address or name and license No.

Disposition:
Date	Name and address or name and license No.	Date of birth if non-licensee	Driver�s license No. or other identification if non-licensee

NM Gun Collector Software

If you are looking for a simple way to keep your C&R records or you are just wanting a way to document your collection for posterity or possibly even insurance reasons, then I have found a really great way of accomplishing this.

Clay Pryor has written a records management tool, NM Gun Collector Software, that is specifically designed for the gun collector (or it would probably be called something else). It allows you to keep all pertinent information related to a firearm including photos. It also accommodates the receiving and disposition records associated with records keeping duties for the type 03 license.

Product

Cost

UPDATE NOVEMBER 7, 2003

I thought I should let you know that I have changed my marketing strategy. I no longer offer the shareware version.

Now I offer a 30 Day evaluation version that can not be unlocked. Instead, if a person wants to purchase the software they must purchase a CD.

BTW, I also added many new features including a "thumbnails" browser for the pictures and User-defined Custom fields.

Thanks again,

Clay Pryor

www.nmcollector.net

MAIL ORDER CD BASED VERSION

$29.95

NM Gun Collector Software

Clayton J. Pryor
C/O R. B. White, P.C.
9007 Washington NE
Suite A
Albuquerque, New Mexico 87113

Email Address:

cjpryor@nmcollector.net

Web Site Addresses:

NM Gun Collector Software site: http://www.nmcollector.net/nmguncollector/index.htm

My NM Gun Collector Software Buy It Now page: http://www.nmcollector.net/nmguncollector/buyNow.htm

NOTE FROM SOFTWARE DEVELOPER CLAY PRYOR

"BTW, in case you don't know, my software is available from AIM at a great price ... much less than I am willing to sell it for. They can offer it at such a low price because they purchase it from me in large quantities."

AIM's online catalog main page:
http://www.aimsurplus.com/acatalog/

MANUFACTURER'S SYSTEM REQUIREMENTS

PC: 100 MHz Pentium Class

O/S: Windows 95, 98, NT SP4, 2000, ME or XP

Disk Space: 13 MB available disk space (less for Windows 98 and above and for Systems with Microsoft Office and other Microsoft products already installed)

Memory: If you have enough memory to run Windows effectively, you have enough memory to run this software. (The new Windows systems require lots of memory for the operating system alone and memory requirements vary greatly among operating systems. However, once you get the operating system running efficiently, this software will not require much more.)

I downloaded the executable installation file to my local computer and followed the instructions, while accepting the default settings.

After installation you have a standard desktop application. You can make a short-cut on your desktop that makes it simple to access when ever.

NOTE FROM SOFTWARE DEVELOPER CLAY PRYOR

"I tried to make it easy to use while still allowing for advanced functionality for those who need it. I have over 15 years of experience writing database applications software for "novice" computer users. I applied all of that knowledge that I could to the development of this application.

It's not perfect but it seems to be adequate if not superior for the vast majority of users. Over the years I have incorporated lots of feedback from my user community. I still have some outstanding suggestions that I would like to incorporate into future editions." - Clay Pryor

Adding firearm models is easy as shown in figure 4 while entering the Mosin Nagant Model 1891/30. There was a sample record already entered in case I needed a guide.

Adding calibers is easily accomplished (as shown in figure 5). Although I did not have to add any as all of my rifle's calibers already were listed in the database.

Once you have added the information for the manufacturer, model, caliber or gauge, you can now easily build individual records for each of your mil-surp rifles. Most of the data for the record is selected via point and click drop down menus.

I really like the feature of being able to add hi-res color photo files to the record of each of my rifles. In figures 6 and 7, I have entered two different records for Mosin Nagant 1891/30s. The one in figure 6 is a hex type receiver made in 1922, while the rifle pictured in figure 7 is of the round receiver type made in 1933. This is a very nice feature, instead of just describing the firearm's features I have captured the details visually as well as other differentiating features such as the serial number.

You can also add details for each photo including date photo taken.

Figures 8 and 9 cover some of the C&R records keeping specific screens that are important to enter in your required transactional information. Figure 8 shows the screen you would use to enter the receipt information.

Figure 9 shows the screen for entering in the disposition information if you sell a rifle (god forbid!). Hopefully this will be the least used screen by me. Note that there are fields for any contingency; including information collected about identification that the purchaser may have provided to give proof of who they are.

There are a full suite of reports available in NM Gun Collector Software, including collection value if you are tracking appraised values.

As shown in figures 11 and 12 you can print either blank or filled out receipt and disposition forms that when compared are identical to the field and format requirements mandated by the ATF in the examples given in the beginning of this article (FORMAT REQUIRED FOR THE RECORD OF RECEIPT AND DISPOSITION OF FIREARMS BY COLLECTORS).

Figure 13 shows the screen used to keep track of your current type 03 FFL information.

Throughout the application (as shown in figure 14) you can press the F1 key on your keyboard and get extensive help about any feature or function found in the application. This feature includes large color images and easy to follow textual instructions.

Overall I think NM Gun Collector Software is a very well thought out and designed application that is easy to use and understand. Believe me, I have spent far more than $29 on items far less productive and useful when it comes to supporting my mil-surp collecting habit. My wife will surely attest to this!

jlm;