If you receive an item that has a serial number marked on it that contains a Space, a Hyphen, a Period, or a Special Character you must know how to properly record the item in your A&D record. Below we will go over the process for properly recording these into your A&D record.
Serial Contains a Space
ATF HQ has confirmed that spaces should not be recorded when entering the serial into the A&D record.
Serial Contains a Hyphen
ATF HQ has noted that the only approved non-alphanumeric is a Hyphen (-). If the serial number has a Hyphen, it must be recorded in the A&D Record.
Serial Contains a Special Character or a Period
An item cannot be manufactured with a special character or a period in the serial number unless the manufacturer has a variance from the ATF allowing them to do so.
If you receive an item with a special character or a period you must log this serial number into your A&D record WITHOUT the special character(s). Then you need to contact the manufacturer to see if they have a variance allowing for a special character or period in the serial number.
If they DO have a variance, you will need to edit the item and ADD the special character or period to the serial number. This will create an audit trail showing that you added the special character or period to the serial number. It is recommended that you document this in the notes of the item and keep a record of the correspondence from the manufacturer.
If they DO NOT have a variance, you will simply leave the item logged in without the special character or period in the serial number. It is recommended that you add a note to the item saying that you contacted the manufacturer and they do not have a variance so you did not record the special character or period.