Record Keeping

Keeping track of the round count, function issues and modifications is a must for a beauty like this one. It is just as important for every other gun you own as well.

I have been doing a lot of traveling these last few weeks teaching mostly Armorer courses at various agencies.  One thing that comes to mind immediately when I discuss their programs is how many of them are missing a significant portion of the job.  While being able to service and maintain the weapons is a primary function of the Armorer, maintaining accurate records of each item is even more important.

I believe this applies to us all so I am presenting this as an all-encompassing stream of information.  For the average agency Armorer, the biggest challenge they face is funding.  Money is tight these days, and being able to justify an expense has become increasing more difficult with each passing year of deficit spending.  Record keeping is tool used to justify expenses up the chain of command.  For those of you on the private side maintaining your personal armory, record keeping will save you money in the long term as it helps you keep track of the status of each of your firearms.

The need for maintenance is really not debatable.  It is your life saving tool.  Treat it well and maintain it properly and you will be able to trust it completely.  Ignoring routine or scheduled maintenance is something you do at your own and your family’s peril.   So that being said, ask yourself the following questions:  i)  How many rounds have been fired through my gun in total?  ii) How many rounds have been fired through my gun with the current springs? iii) What is the date, type of ammo used, circumstances, history and type of each gun’s malfunction(s), and iv) Which parts have been replaced, for what reason and by whom?  Now ask yourself if you have recorded things like the serial number, model number, and caliber and do I have a photograph of the weapon?  Are your guns listed on your homeowner’s policy or do you have a separate rider?  If they are on your homeowner’s policy, have you asked if there is a limit to the coverage and have you exceeded that limit?

These are just some of the basic things you need to know for each gun.  Keeping track is up to you.  If maintained on a regular basis, it is a simple task.  It can be overwhelming to start from scratch.  Especially if you have an extensive collection  Just take it one step at a time.  Begin by recording and photo documenting your entire collection.  From this point you can start keeping track of what happened and when for each firearm.  There are a lot of simple apps for smart phones out there and then again there is some major software packages used by some of the larger agencies.  Somewhere in between the minimalist smart phone app approach and the high-end custom software package is common sense.

Typically common sense is found in the form of a simple spreadsheet or database file.  Take the time to create what you need.  Add only the information you feel is necessary.  Just make certain you keep detailed accurate and up to date records and store back ups with a trusted friend or in a safe place separate from the location of the guns.  Doing so could save you a great deal of heartache and a lot of money.

LE agencies document their training and maintenance to protect the agency and their agents.  One of the first things that will be discussed regarding the tools used when deadly force is applied is whether or not the item in question was maintained in accordance with policy and manufacturer guidelines.  Has it been modified and for what reason was it altered?  Who modified it?  Was the person performing the maintenance properly qualified to do the work?  All this applies to the civilian use of deadly force as well.  The world in not short of unscrupulous prosecutors or defense lawyers willing to step all over you to make a name for themselves.  Your ability to produce accurate records can very easily squash any attempts to bring your firearm into question.  Being able to shut down their smoke screen quickly and effectively will allow the trial to remain focused on the actual bad guy instead of an inanimate object.

Accurate and detailed records can save you time and money.  Being able to track round counts, types of ammunition used and modifications will ensure you know exactly in which configuration and with which ammunition each of your guns best performs.  Should the unthinkable happen and part or all of your collection is lost or stolen, having an accurate record will help you through a stressful time and eliminate mistakes.  Most important of all, having detailed maintenance and training records could be just what you need to prove that you knew exactly what you were doing should you ever end up in criminal or civil court.

Stay Safe,