What is the Required Format of the A&D

Written by Jarad on March 20, 2023

Here is a Q&A from FFLGuards HelpDesk.

Q: We would like to verify the bound book layout of a software we are considering.

A: You should be able to look at the pages of the bound book layout in the software you are considering and ensure that the software pages conform to the example given in the 2014 ATF Federal Firearms Regulations Reference Guide, Section 478.125(e). If you have this edition (the white book), look on page 66, Table 4: Firearms Acquisition and Disposition Record (the example is at the bottom of the page). After you have compared software layout to the ATF Regulation, if you still have a question then feel free to forward it to the HelpDesk.
FFLGuard highly recommends FastBound as an electronic bound book and 4473.

When you look in the ATF reference guide, the header row of the bound book should look exactly like this. No other format is acceptable without a variance.

The CSV file should also only contain this information. The CSV file is required if the FFL ever discontinues business or surrenders their FFL. See #13 and #14 on ATF Ruling 2016-1 Requirements to Keep Firearms Records Electronically.

Upon discontinuance of business, the licensee must send required records to the ATF Out-of-Business Center in accordance with 27 CFR 478.127. The licensee must print out the required records or download them to a physical storage device (as defined in paragraph 5) or, at the discretion of the licensee, both. The complete printout or download must provide an American Standard Code for Information Interchange (ASCII) text file (in conformity with industry standards) containing all acquisition and disposition records, and a file description. The complete printout or downloaded ASCII text file (and file description) must contain all information prescribed by regulation. The NTC converts these files into image files not searchable by name.

Any other format or any extra information in either of these reports could cause administration action against the FFL during an inspection.

Once an FFL discontinues business or surrenders their FFL for any reason they are no longer responsible for the accuracy or contents of the records.