Legal requirement to keep records
All second-hand dealers and pawnbrokers must keep accurate and complete records of every transaction involving the receipt of second-hand goods.
You may be fined for failing to comply. For information, view our Penalties – second-hand dealers and pawnbrokers page.
- maintain a computerised record-keeping system or a bound record book for this purpose
- record specific information (see below).
If you use a computerised record-keeping system:
- you no longer need to produce a hard copy of your records on a daily basis
- Victoria Police may request hard copies of your records. If this happens, you will also have to give the police a signed Verifying statement (Word, 9KB). This verifies the copies provided are the same as the original records.
Second-hand dealers must record:
- an accurate description of the goods, including a description of any identifying mark or label
- the identifying mark or number assigned to the goods by the dealer. This must remain affixed to the goods until they are sold or disposed of
- customer's full name and address
- details of the identification provided by the person
- the date and time at which the goods were received
- the price paid for the goods
- the name of the employee, or person acting on behalf of the dealer, who accepted the goods.
Pawnbrokers must record:
- the transaction number - this is also the transaction number placed on the pawn ticket
- an accurate description of the pawned goods, including a description of any identifying mark or label
- the customer's full name and address to which notices are to be sent
- details of the identification provided by the person who pawned the goods
- an alternative address for the service of notices (if requested by the customer)
- the date on which the goods were pawned
- the loan amount
- the charge imposed for the loan transaction
- the amount and date of every payment for the loan
- the loan period
- if the goods are redeemed, the date of redemption
- if the goods are not redeemed and are sold, the date of sale, the price paid and the reasonable costs of sale, or
- if the goods are not redeemed and are not sold, the manner of disposal.
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