Transitioning from paper police registers to software: a user's guide

The numbered and initialed paper register is no longer the only option. A police logbook maintained electronically is acceptable, provided certain specific rules are followed. Here they are, and how to organize the process.

What the texts say

For the register of second-hand items, Since 2013, the Penal Code has allowed automated processing in place of the numbered and initialed register (art. R. 321-6-1, resulting from decree no. 2013-287). It must include all mandatory information and guarantee the integrity, immutability, and security of the recorded data.

For the precious metals register, Annex IV of the French General Tax Code (article 56 J sexdecies) also authorizes software:

• for the new books, a permanent stock management software that guarantees the chronology of entries, where any modification requires a new, justified entry, and which allows only data relating to precious metals to be edited daily; ;
• for the second-hand books, a software with non-editable records, with a specific directory and a control number on the pages.

Customs officials clarify that they do not approve of any specific register. The register may be kept on paper, using secure software, or integrated into the accounting system, under the conditions stipulated by law.

Points to check on a software

• All mandatory information The following are required: identity of the seller and references of their identity document, description of the item, order number, price and method of payment, weight and fineness for precious metals.
• The inscriptions are chronological. and cannot be modified or deleted once validated: an error is corrected by a new registration.
• The register is edited quickly, to be presented during an inspection.
• The data is kept for 10 years. after their registration, the planned duration for the electronic register.

Organize the transition to the software

1. Choose a switchover date, preferably at the beginning of the month.
2. Stop the paper register at that date, after the last entry, and keep it: 5 years after its closure, 6 years if it contains transactions on precious metals.
3. Ensure that the items already in stock remain linked to their registration in the old register by their order number.
4. Train the team to enter at the time of the operation, and not at the end of the day.
5. To do a test export to verify that the register is formatted correctly.

For details of the information and obligations, see our page on the electronic police logbook and, for the purchase of gold, Buying back gold and precious objects: your obligations, step by step.

Sources: Penal Code, Articles R. 321-6 and R. 321-6-1 (Decree No. 2013-287 of April 4, 2013); Appendix IV of the French General Tax Code, Article 56 J sexdecies; douane.gouv.fr, "Keeping a police register". This article is for informational purposes only and does not replace applicable laws or legal advice.