For every Federal Firearms Licensee (FFL), maintaining accurate and complete records is essential for smooth operations and ATF inspections.
The ATF Form 4473—the Firearms Transaction Record—is a core part of that responsibility.
Record retention rules for Form 4473 are determined by federal regulation and depend on whether the firearm transfer was completed or not completed.
Two ATF Retention Requirements
Federal law outlines two distinct retention periods for Form 4473 records.
1️⃣ Completed Firearm Transfers (Firearm Transferred)
If the transfer is completed, the FFL must retain the Form 4473 for:
✔ 20 Years
Retention begins on the date the firearm is transferred to the customer.
This long-term requirement supports law-enforcement trace requests and ensures records are available during ATF inspections.
2️⃣ Transactions Not Completed (Denied or Canceled)
If the transaction is not completed—including canceled sales, NICS denials, or incomplete transfers—the FFL must retain Form 4473 for:
✔ 5 Years
Retention begins on the date the transaction was canceled or denied.
🔑 Why Proper Record Retention Matters
Audit Readiness
During inspections, ATF Industry Operations Investigators will review your historical 4473 records to confirm all required forms are present and retained for the correct amount of time.
Trace Requests
Accurate records help ATF trace firearms recovered in investigations. Missing or incomplete files may cause delays.
Avoiding Violations
Missing or misfiled forms—even from many years ago—can be cited and may contribute to patterns of non-compliance.
🗃️ Record Storage Considerations
Managing two decades of physical 4473s can become challenging for growing FFLs. Paper forms take up space, can be misfiled, and are vulnerable to damage.
Many retailers now prefer digital retention solutions that support:
✔ Secure storage
Protected from physical damage or loss.
✔ Fast search capability
Makes it easier to respond to trace requests or prepare for inspections.
✔ Retention aligned with ATF rulings
Digital retention systems help ensure records remain available for the full required period.
If your filing cabinets are reaching capacity or your team struggles with retrieval, it may be time to consider a digital workflow.
🎯 Want to Simplify 4473 Record Retention?
Learn how Bravo Store Systems supports electronic 4473 workflows, digital retention aligned to ATF rulings, and audit-ready access that helps FFLs stay organized every day.
