N.Y. General Business Law Section 875-F
Maintenance of records

Every dealer shall establish and maintain a book, or if the dealer should choose, an electronic-based record of purchase, sale, inventory, and other records at the dealer’s place of business in such form and for such period as the superintendent shall require, and shall submit a copy of such records to the New York state police every April and October. Such records shall at a minimum include the following:

1.

the make, model, caliber or gauge, manufacturer’s name, and serial number of all firearms, rifles and shotguns that are acquired or disposed of not later than one business day after their acquisition or disposition. Monthly backups of these records kept in a book shall be maintained in a secure container designed to prevent loss by fire, theft, or flood. If the dealer chooses to maintain an electronic-based record system, those records shall be backed up on an external server or over the internet at the close of each business day;

2.

all firearms, rifles and shotguns acquired but not yet disposed of shall be accounted for through an inventory check prepared once each month and maintained in a secure location;

3.

firearm, rifle and shotgun disposition information, including the serial numbers of firearms, rifles and shotguns sold, dates of sale, and identity of purchasers, shall be maintained and made available at any time to government law enforcement agencies and to the manufacturer of the weapon or its designee; and

4.

every dealer shall maintain records of criminal firearm, rifle and shotgun traces initiated by the federal bureau of alcohol, tobacco, firearms and explosives (“ATF”). All ATF Form 4473 transaction records shall be retained on the dealer’s business premises in a secure container designed to prevent loss by fire, theft, or flood.

Source: Section 875-F — Maintenance of records, https://www.­nysenate.­gov/legislation/laws/GBS/875-F (updated Dec. 9, 2022; accessed Dec. 27, 2025).

Green check means up to date. Up to date

Verified:
Dec. 27, 2025

Last modified:
Dec. 9, 2022

§ 875-F. Maint. of records's source at nysenate​.gov

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