Switching from Paper to Electronic 4473: The Complete Migration Guide
You've decided to make the switch. You're moving from paper 4473s to E4473 on Bravo Store Systems, and you want to know exactly what that process looks like — not the sales pitch, the real step-by-step.
How do you notify the ATF? What happens to your existing paper records? How do you manage the transition? What will your first inspection look like?
This guide walks through the process from pre-migration planning to your first ATF inspection using an electronic system.
Before You Start: What's Changing — and What Isn't
What Changes
Form 4473 completion moves from paper to electronic entry via E4473
Completed 4473s are stored digitally in E4473 Cloud Storage
Your Acquisition & Disposition (A&D) record moves to an electronic bound book
NICS responses are recorded within the digital workflow
Firearm data may auto-populate from inventory records (depending on configuration)
Multiple-sale detection can be system-assisted
What Does NOT Change
Your FFL license and responsibilities
The legal requirements of ATF Form 4473
The 20-year retention requirement for completed 4473s
The 5-year retention requirement for denied/cancelled transactions
ATF inspection authority
Your obligation to maintain accurate A&D records
Your requirement to retain existing paper records
ATF permits both paper and properly configured electronic systems under current rulings. The compliance obligation remains the same — the format changes.
Electronic systems must meet ATF requirements for:
Record accuracy
Retention
Backup
On-site availability
Audit trail capability
Export/print functionality upon request
E4473 is designed to support those requirements when properly implemented.
Phase 1: Pre-Migration (1–2 Weeks Before Go-Live)
Notify the ATF
Under ATF Ruling 2016-1, FFLs must notify their local ATF Industry Operations Area Office before implementing an electronic A&D system. ATF Ruling 2022-01 addresses electronic storage of completed 4473 forms.
Your notification should include:
FFL number
Business name
Licensed premises address
Statement of transition to electronic A&D and electronic 4473 storage
Software platform name (Bravo Store Systems / E4473)
Intended go-live date
Responsible contact person
This is a notification — not a request for approval.
There is no mandated waiting period, but providing advance notice demonstrates professionalism and allows your local office to update records.
Hardware & System Preparation
Minimum requirements typically include:
Customer-facing tablet or kiosk
POS terminal for dealer completion
Secure internet connection
Configured local backup (as required under 2016-1)
Electronic A&D systems must:
Maintain daily backups
Ensure records are available at the licensed premises
Allow printing or export upon ATF request
Confirm your vendor documents these safeguards. Bravo Store Systems handles backup configuration as part of your implementation.
Inventory Load & Accuracy
If your system auto-populates firearm information on 4473 forms, inventory accuracy becomes critical.
Before go-live:
Confirm serial numbers
Verify manufacturer and model
Confirm firearm type and caliber
Electronic systems reduce transcription errors, but only if the underlying data is accurate. Bravo's physical inventory toolscan help reconcile your existing stock before launch.
Staff Preparation
Electronic workflows differ from paper.
Best practices:
Identify one internal compliance lead
Schedule training close to go-live
Run test transactions before launch
Set clear expectations for the transition date
E4473 validates required fields at entry, which can significantly reduce common omissions compared to handwritten forms.
Audit Your Paper Records
Before switching:
Organize paper 4473s
Reconcile your paper A&D book
Resolve discrepancies
Set a clear cutoff date
Every transaction before that date remains in paper records. Every transaction after that date is electronic.
Avoid running dual systems simultaneously unless absolutely necessary.
Phase 2: Go-Live (Day 1)
Your First Electronic 4473
A typical workflow:
Initiate the firearm sale in Bravo POS
Customer completes Section A/B electronically
Required fields are validated before completion
Dealer reviews ID and verifies entries
Firearm data populates from inventory (if configured)
NICS check is conducted
NICS response is recorded
Dealer certification completed
Form is stored digitally in E4473 Cloud Storage
A&D record updates upon disposition
The first transaction may take slightly longer as staff adjust. Most dealers report transaction times normalize within several days.
Common Day-One Questions
What if the customer struggles with the tablet? Staff can assist. E4473 guides the customer field by field.
What if I select the wrong firearm? Correct before finalizing. Electronic systems reduce permanent strike-through corrections seen on paper. See our guide on how to correct errors on a completed 4473 for more detail.
What if NICS is delayed? Same legal process as paper. E4473 tracks delay dates and notifies staff of eligible transfer dates. See our complete guide on how to handle a NICS delay as an FFL dealer.
What if I make a dealer-section mistake? Most systems allow corrections before finalization. After finalization, changes should generate a documented audit trail.
Phase 3: First 30 Days
Build Habit Consistency
Process all firearm transfers electronically
Review delayed transactions daily
Reconcile inventory weekly during the first month
Monitor exception logs
Consistency builds compliance confidence.
What Happens to Your Paper Records?
Nothing changes legally.
Paper 4473s remain subject to retention
Paper A&D books remain legal records
You are not required to back-enter historical data
Do not destroy paper records early
During inspections, IOIs will review:
Legacy paper records
Current electronic records
Both must be organized and accessible.
Configuring the Auditor Login
E4473 Cloud Storage includes a restricted, read-only ATF Audit Portal for inspector access.
Setup:
Configure access before your first inspection
Ensure it provides search capability
Confirm session logging
Confirm export functionality
Electronic records should be searchable, legible, complete, and exportable upon request.
Your First ATF Inspection After Migration
Expect the IOI to:
Access electronic 4473s via the ATF Audit Portal
Review A&D entries in the electronic bound book
Compare serial numbers against physical inventory
Sample transactions across both paper and electronic records
Electronic systems often make records easier to search and retrieve. Many dealers report inspections are more efficient when records are searchable and legible, though inspection length ultimately depends on scope and findings. For a full breakdown of what to expect, see our guide on how to prepare for an ATF inspection in 2026.
Internet Outage Planning
Electronic A&D systems must:
Maintain backups
Ensure records remain accessible at the licensed premises
Allow printing/export during inspection
Discuss your vendor's offline and contingency procedures during onboarding. Bravo Store Systems includes local data caching and automated daily backup as part of its standard configuration.
Common Questions
Can I return to paper? Yes. However, electronic records created in the system must still be retained in their original compliant format.
Do electronic systems eliminate all errors? No system eliminates all human error. However, field-level validation and required data checks significantly reduce common omissions. Learn more about what causes the most 4473 errors.
Does ATF certify electronic systems? No. ATF does not certify POS systems. Compliance responsibility remains with the licensee.
Is inspection time guaranteed to decrease? No guarantees. However, searchable, legible records often streamline record review.
What if I have multiple locations? Bravo Store Systems and E4473 support multi-location operations with centralized compliance management across all licensed premises.
What does it cost? E4473 is included with your Bravo Store Systems subscription. There's no per-transaction fee for 4473 processing. Cloud storage is included. Contact Bravo for current pricing.
Migration Timeline Summary
PhaseTimingActionsPre-Migration1–2 weeksATF notification, setup, training, inventory auditGo-LiveDay 1All new transactions electronicFirst 30 DaysWeeks 1–4Build consistency, monitor logsFirst InspectionAs scheduledPaper + electronic records reviewed
Final Thoughts
Switching from paper to electronic 4473 is not a regulatory shortcut. It's a workflow modernization.
Your obligations remain the same:
Accurate records
Proper retention
Timely A&D updates
NICS compliance
Inspection readiness
What changes is how efficiently you can manage those obligations.
When implemented correctly, electronic systems can:
Reduce handwriting errors
Improve record legibility
Streamline retrieval during inspections
Standardize workflows across staff
Compliance remains your responsibility. The right tools can help you manage it more consistently.
Ready to make the switch? Schedule a free demo to see the full E4473 workflow on Bravo Store Systems, or email us at hello@e4473.com.
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