To keep a clean paper trail for his purchase, Jordan will need to keep several separate pieces of information together: the order confirmation, shipping updates, dealer contact details, and paperwork to complete at transfer. Jordan has described himself as purchasing lawfully, and so organizing his information to assist his responsible ownership of firearms as well as to provide evidence of his previous error assumptions is crucial. His experience illustrates that organizing information to assist in a purchase is not tedious and could be useful.
Start with one private record set
At home, Jordan has created a dedicated digital folder and a corresponding physical folder. The digital folder contains all online retail order confirmations (Order Confirmation), payment receipts (Receipt), shipping notifications (Shipping), as well as all correspondence with transfer dealers (Dealer Correspondence). The physical folder will contain printed copies of the information contained in the online retail order confirmation, shipping notification, and correspondence with transfer dealers that may be required for verification at the transfer dealer's place of business.
For a digital record, don't collect too much information and store it in one place, for later to get lost in a sea of files. The aim of the digital record is to hold a private set of records to aid your identification of a transaction and to answer any questions that may arise. Don't store sensitive account information, such as passwords and access codes, and other personal information within the same file.
In terms of separating seller information from transfer information a purchase record is different from proof of transfer completion (i.e. proof that the seller's confirmation of sale has been completed for transfer). Therefore the retailer's confirmation (order confirmation) needs to be kept separately from the receiving dealer's documentation for the transfer.
Separate seller records from transfer paperwork
For Jordan's example, the seller's confirmation contains the necessary information to verify that Jordan ordered the correct item. The transfer documentation contains information that verify that the correct transfer of firearms took place. The transfer documents can include the seller's business information, communication of arrival, and all of the paperwork required for said transfer.
By separating the confirmation of a purchase made by the seller online with the FFL transfer documentation required for the lawful transfer of firearms between private citizens, it is possible to note the exact requirements for each category of record. For example, the seller confirmation may require verification of the amount paid for the item(s) and verification of the online confirmation of the order for the item(s) being purchased by the buyer. The FFL transfer paperwork has separate and additional requirements for each category of paperwork which are required to be kept by the transfer dealer for varying time periods as required by laws of individual states and local municipalities.
A short note can be made with the receiving dealer's name and the date of last contact. This note will be far more useful than a very long chain of emails forwarded from different accounts that have been managed by different individuals around the household when there is a delay with a shipment, or indeed a number of different household purchases have been made on-line by Jordan.
Verify the order before shipment
Before the package is shipped, the online order confirmation is compared to the purchase(s) that were made to ensure the correct item(s), quantity, shipping to, seller information and dealer information for the FFL transfer are all correct. Any discrepancies must be cleared with the seller before the package is shipped.
Verify the retailer has accepted transfer by the dealer. The online order may be complete by the time the seller ships the goods. As before a dated note will suffice for verification of communication. 'Should be fine' type notes will only create problems in the long run. Short, factual notes will suffice.
If the note contains information which could lead to confusion then it is better to avoid including it in the record. Instead record the fact that the information was communicated, e.g. 'dealer confirmed receipt of transfer information' as opposed to 'should be fine'.
Track changes without creating confusion
So shipping notifications arrive one after another. At first the label is created, then the package goes into shipping. A few days later there are delivery attempts and finally the package has been delivered. This last status update is saved to the file. If there is ever any doubt about a status update, check with the seller or the transfer dealer's verified contact details rather than clicking on an unknown link in the message.
A brief timeline can keep the record readable:
– Order placed and confirmation received
– Transfer dealer contacted
– Shipping information received
– Package marked delivered
– Dealer confirms availability for pickup
– Pickup completed and documents stored
Remember, this is not a substitute for official documentation. This would merely help to assist in remembering a point in time. As stated previously, shipping of a package in transit does not necessarily mean that the transfer of an item for online purchase has taken place.
Use a calm pickup checklist
For the pickup Jordan checks the details for the appointment, identification, payment as well as any documents the dealer may require the buyer to bring. It is best to verify these details directly with the dealer rather than with a checklist used for a previous transaction.
At the counter complete the following checks to verify the item(s) against the order. If any discrepancies are found address these with the dealer prior to completing the forms. Carefully complete all forms in full, taking care to answer all questions truthfully and accurately. If you are unsure of any information, clarify this with the dealer prior to completing the relevant section.
A simple checklist should be used to note safe transport of items purchased. This includes details of how items will be transported in line with local requirements. Note the reason for and subsequent steps of an unsuccessful attempt to complete transfer of an online purchase.
Preserve a useful record after pickup
Once the goods have been picked up from the dealer, the final receipt and any paperwork provided by the dealer should be added to the record set and the timeline marked as complete for the purchase. The purchase record set should be stored safely and apart from the casual shopping email. Access should only be granted to individuals who require it and the documents should contain no personal, financial or identifying information.
I also try to keep maintenance related documents, owner's materials, inspection notes, and range logs in separate but related folders. There is usually one purpose per type of document (i.e. receipt – proof of purchase, owner's material – explanation of how feature works, inspection notes – explanation of any repair work done, etc.). Combining them all into one un-labled file would make them harder to find.
In reality, setting up a system to record even the simplest of online transactions for firearms can be minimal. A folder, some simple notes on a timeline, some verified correspondence with the dealer, and a simple checklist to ensure all the correct steps are followed at pickup are the basic building blocks. The end aim is a simple record which enables identification of any discrepancies, meets current requirements, and treats the purchase as more than just an 'on line purchase' to be discarded at the checkout.
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