A. Records Kept: Transaction description records shall be kept either as computer files or in a written document approved by the chief of police, or the chief's designee. Written transaction description record documents shall be legible and in ink, and no entry made shall be erased, obliterated or defaced. Licensed precious metal and gem dealers may keep transaction description records as sequentially numbered invoices. Blank or voided invoices kept by precious metal and gem dealers as transaction description records shall be kept in sequence. Computerized files, written documents and invoices of transaction description records shall be open to inspection by the chief of police, or the chief's designee, at any reasonable time. Computerized files, written documents and invoices of transaction description records shall be maintained and retained for one year.
B. Record Information: Transaction description records shall include:
1. The date and time of the transaction.
2. A complete description in English of the item or property pawned, pledged, consigned, exchanged or purchased including when applicable, but not limited to, any trademark, identification number, serial number, model number, brand name, any engraved number, word or initial, a description of any settings, a description by weight and design of the property, other identification marks and inscriptions of a personal nature, whether the property is a male or female item or property.
3. The amount of money loaned or paid.
4. The name, address and date of birth of the person pawning, pledging, exchanging, consigning or selling the item or property.
5. Identification number from and a photocopy of the identification obtained as stipulated in section 5.38.080 of this chapter.
6. A signed, written declaration of ownership from the person pawning, pledging, exchanging, consigning or selling the item or property, separate and apart from any computerized records maintained and on a form approved by the chief of police, or the chief's designee, stating whether the person owns the item(s) or property, how long the person has owned the item or property, whether the person or another found the item or property, and if found, the details of its finding.
C. Photographs:
1. Each transaction description shall include a color photograph or color video recording of:
a. Each customer pawning, pledging, consigning, exchanging or selling an item or property.
b. Every item or property pawned, pledged, consigned, exchanged or sold without a unique serial or identification number permanently engraved or affixed.
2. Photographs shall be at least two inches (2") square.
The major portion of the photograph or the video recording of persons shall include an identifiable facial image. Property photographed or video recorded shall be accurately depicted. The licensee shall inform the person that he or she is being photographed or video recorded by displaying a sign of sufficient size in a conspicuous place on the premises. The licensee shall keep the photograph or video recording for three (3) months.
D. Signature: The person pawning, pledging, consigning, exchanging or selling the item or property shall electronically sign the computerized record, or sign an alternate form approved by the chief of police, or the chief's designee, if computerized records are maintained, or sign the written document transaction descriptions record or the invoice.
E. Other Information: Transaction records shall include any other reasonable information the chief of police may from time to time require. (Ord. 1347, 2011)