The CFP and the CFO will not be providing any ledgers or templates for the recording of this information. The businesses can decide how they will record and retain the required information whether it be in hard copy or electronically.
Note: CSAAA is researching record keeping options and we will be providing our members with user friendly and secure record-keeping options.
From the Chief Firearms Office of Ontario on record keeping with Bill C-71 regulations:
Thank you for reaching out. In relation to your question pertaining to how businesses should be keeping their records, there is nothing in the Firearms Act or the Regulations prescribing the format in which the records are to be kept. The CFP and the CFO will not be providing any ledgers or templates for the recording of this information. The businesses can decide how they will record and retain the required information whether it be in hard copy or electronically.
All firearms businesses now have the following conditions on their licences and are required to record and retain this information for a period of 20 years.
Effective May 18, 2022 :
(1) The business must record and, for a period of 20 years beginning on the day on which the record is created, keep the following information relating to the business’ possession and disposal of all non-restricted firearms:
(a) the classification of the firearm;
(b) the date and an indication of any business activity related to the possession or the disposal of the firearm, including, if applicable, its purchase, sale, bartering, gifting, consignment, importation, exportation, repair, alteration, deactivation, destruction, manufacture, pawn broking, storage and display;
(c) the firearm’s manufacturer, make, model, type, action, gauge or caliber, barrel length and, in the case of a fixed magazine, magazine capacity;
(d) all serial numbers displayed on the firearm’s frame or receiver;
(e) the name and address of the individual or business to which the firearm was sent, or from which the firearm was received, in the course of any business activity referred to in paragraph (b) other than an activity that relates to a transfer of the firearm, if applicable; and,
(f) if the business caused the firearm to be shipped by another person, the name of the shipper or carrier, their licence number or permit number, if applicable, and the package tracking number of the shipped firearm.
(2) The business must record and, for a period of 20 years from the day on which the business transfers a non-restricted firearm, keep the following information in respect of the transfer:
(a) the reference number issued by the Registrar;
(b) the day on which the reference number was issued;
(c) the transferee’s licence number; and
(d) the firearm’s make, model and type and, if any, its serial number.
(3) The business must, unless otherwise directed by a chief firearms officer, transmit any records containing the information referred to at conditions (1) or (2) above to the Registrar of Firearms if it is determined that the business will cease to be a business.
I was also going to get in touch with you this week regarding the CSAAA Q & A that was published on May 16, 2022.
It is an informative piece, but there were two small points that I want to bring to your attention.
1. Individuals do not have to keep the records for 20 years that is the condition added to business licenses under SOR/2022-91. Individuals are however responsible for obtaining the reference number from the Registrar for the transfer of non-restricted firearms by phone (1-800-731-4000 , select language preference and option # 6) or through Individual Web Services, (IWS).
2. There is not a requirement to obtain a reference number when loaning a firearm as a business or an individual. A business loaning a firearm to another business does have to adhere to the record keeping requirements in the regulations and the activity must be logged on both the lender and the borrowers records.
As new information comes forward regarding the regulations, CFP will be sharing updates with the businesses and individuals, via their website and social media platforms (Twitter and Facebook).
Visit https://www.csaaa.org/whyjoin to join the Canadian Sporting Arms and Ammunition Association.