Every secondhand dealer shall keep a record relating to transactions involving the said items, which record system guidelines shall he established in conjunction with the Chief of Police for the purpose of promoting uniformity and accessibility to the Police Department with minimum inconvenience to both the dealer and the Department. However, under no circumstances will a loose-leaf system be considered to be a proper medium for record keeping.
The record of all transactions shall be written in the English language and in a clear legible manner.
The record maintained by the secondhand dealer shall be made at the time of the transaction and shall set forth the following information:
(1) Name, age, sex, distinguishing marks or characteristics, as well as the individual's residence and his signature on the receipt and permanent record kept by the dealer;
(2) Confirmation of identification, by also securing a driver's license number along with the state of issuance of such license, military identification card number and the account number of a major credit card account, if used for purchases. This number shall be recorded along with the information herein above designated;
(3) The price or consideration paid or received at the time of the transaction;
(4) A description of every article of gold, silver, precious metals and gems received, purchased, sold, or exchanged by the dealer giving the manufacturer's name and other marks of identification appearing on the article including, but not limited to, the serial number, if any, on the article;
(5) All entries in the record shall be signed by the person making the entry; and
(6) Such records shall be retained for a period of one year from the date of the transaction.