(A) General. At the time of any reportable transaction other than renewals, extensions, redemptions or confiscations, every licensee must immediately record in English the following information by using ink or other indelible medium on forms or in a computerized record approved by the Police Department:
(1) A complete and accurate description of each item, including, but not limited to, any trademark, identification number, serial number, model number, brand name or other identifying mark on such an item;
(2) The purchase price, amount of money loaned upon or pledged therefor;
(3) The maturity date of the transaction and the amount due, including monthly and annual interest rates and all pawn fees and charges;
(4) Date, time and place the item of property was received by the licensee, and the unique alpha and/or numeric transaction identifier that distinguishes it from all other transactions in the licensee’s records;
(5) Full name, current residence address, current residence telephone number, date of birth and accurate description of the person from whom the item of the property was received, including: sex; height; weight; race; color of eyes; and color of hair;
(6) The identification number and state of issue from any of the following forms of identification of the seller:
(a) Current valid Minnesota driver’s license;
(b) Current valid Minnesota identification card; and
(c) Current valid photo identification card issued by another state or province of Canada.
(7) The signature of the person identified in the transaction; and
(8) (a) Color photos or videos. Effective 60 days from the date of notification by the Police Department of acceptable video standards, the licensee must also take a color photograph or color video recording of:
1. Each customer involved in a billable transaction;
2. Every item pawned or sold that does not have a unique serial or identification number permanently engraved or affixed; and
3. If a photograph is taken, it must be at least two inches in length by two inches in width and must be maintained in such a manner that the photograph can be readily matched and correlated with all other records of the transaction to which they relate. Such photographs must be available to the Chief of Police, or the Chief’s designee, upon request. The major portion of the photograph must include an identifiable facial image of the person who pawned or sold the item. Items photographed must be accurately depicted. The licensee must inform the person that he or she is being photographed by displaying a sign of sufficient size in a conspicuous place in the premises. If a video photograph is taken, the video camera must focus on the person pawning or selling the item so as to include an identifiable image of that person’s face. Items photographed by video must be accurately depicted. Video photographs must be electronically referenced by time and date so they can be readily matched and correlated with all other records of the transaction to which they relate. The licensee must inform the person that he or she is being videotaped by displaying a sign of sufficient size in a conspicuous place on the premises. The licensee must keep the exposed videotape for three months.
(b) Digitized photographs. Effective 60 days from the date of notification by the Police Department, licensees must fulfill the color photograph requirements in this division (A)(8) by submitting them as digital images, in a format specified by the issuing authority, electronically cross-referenced to the reportable transaction they are associated with. Notwithstanding, the digital images may be captured from required video recordings, this provision does not altar or amend the requirements in this division (A)(8).
(B) Renewals, extensions, redemptions and confiscations. For renewals, extensions, redemptions and confiscations, the licensee shall provide the original transaction identifier, the date of the current transaction and the type of transaction.
(C) Inspection of records. The records must at all reasonable times be open to inspection by the Police Department or Department of Licenses and Consumer Services. Data entries shall be retained for at least three years from the date of transaction. Entries of required digital images shall be retained a minimum of 90 days.
(Ord. 508, passed 5-9-2006)