The dealer record-keeping obligations ensure that every movement of a firearm can be traced.

Dealer licence holders have obligations to record both receipt and supply of a firearm (from Arms Regulation 1992, 7(2) and 7(4)).

This is regardless of the time between the receipt and supply of the same firearm. For example, even if for a short time, hours or days.  

Dealers have always had the obligation to record certain information for every firearm they receive, including when receiving for sale, repair or modification. Then again, when they deliver (hand over or supply). This has previously been done in their dealer record book (whether a physical book or electronic record).

In June 2023, the required format of this record keeping changed, as Regulation 7F(5) required dealers to provide their dealer records directly into the Dealer Transaction Form.

The particulars that need to be recorded by a dealer, and when, has not changed, but the format they are required to be provided to the Firearms Safety Authority has.

Record dealer transactions online

Dealer record keeping complements licence holder Registry obligations

Dealer record keeping is a separate obligation to a firearms licence holder’s Registry obligation.

However, the dealer record keeping via the Dealer Transaction Form helps inform the Authority when an individual licence holder has received or supplied a firearm, and whether that transfer is a temporary transfer or not.

Temporary transfers versus enduring transfers

If, through the Dealer Transaction Form, the Authority sees that the transfer was a temporary transfer (because there will be a dealer record of the receipt of a firearm and then the supply back of the same firearm to the licence holder), then the licence holder will not have an activating circumstance.

However, if through the Dealer Transaction Form, the Authority sees that the transfer to the dealer was not temporary, then this will trigger an activating circumstance for the licence holder. The Authority will be able to follow-up with the licence holder if they fail to complete their Registry obligations.

Before 24 June 2027, or soon after, firearms dealers will need to provide information about their dealer stock of arms for the Firearms Registry.

The exact date you’ll be required to do this will depend on when the Commissioner decides you should be brought into the Registry, and the type and frequency of your dealer activities.

You’ll be required to register your dealer stock:

• when an ‘activating circumstance’ occurs, and
• whichever of the following is earlier:
  • the date that the Commissioner determines for you to be brought into the Registry – this will be considered case by case, where practical, after discussion with the dealer
  • 24 June 2027.

Learn about activating circumstances

If you’re a dealer, you can expect Te Tari Pūreke to contact you with more information about what you need to do.

We'll work with each dealer to:

• get information so the Commissioner can determine a reasonable time frame for you to start operating in the Registry
• make sure you have the information you need to register your dealer stock.

Once you have registered your dealer stock, you must update your information in the Registry every time you supply, receive or manufacture a specified arms item.