Keeping records – second-hand dealer and pawnbroker obligations

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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.

You must:

  • 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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