CoBIS: FAQs
Licensed Dealer In Firearms' Requirements
Q - What are the responsibilities of a licensed dealer in firearms upon receipt of pistols and revolver into inventory?
A dealer in firearms that receives a new pistol or revolver from a manufacturer on or after March 1, 2001, shall upon receipt, ensure that the firearm is accompanied by a properly completed and sealed approved container enclosing a ballistic sample.
Q - Does this mean that guns received from out-of-state wholesalers aren't affected by this law because they're not received directly from a manufacturer?
No, for purposes of this section, the term "Manufacturer" includes any person, firm or corporation outside this state engaged in the business of supplying pistols or revolvers to licensed dealers in firearms in this state.
Q - Do these requirements apply to guns that were in inventory prior to March 1, 2001?
No, any pistol or revolver that was in inventory of a New York State licensed dealer in firearms prior to March 1, 2001 is exempt from these regulations. Upon transfer to another dealer, the dealer who held the gun in inventory prior to March 1, 2001 must certify this fact.
Q - What are a gun dealer's options if the manufacturer fails to ship a cartridge casing with a pistol or revolver?
A licensed dealer in firearms has two choices in such cases. Within 10 days of receipt of the firearm he or she can either:
- Send the gun back to the manufacturer (or distributor or importer) and inform them of the obligation to provide a cartridge; or
- Take the gun to a regional CoBIS Center operated by the State Police, where it will be test fired and the cartridges will be submitted directly to the CoBIS databank.
Q - When does a licensed dealer in firearms have to submit a cartridge supplied by a manufacturer, and to whom must it be sent?
Within 10 days after retail sale and delivery of the pistol or revolver, the licensed
firearms dealer must send the cartridge casing along with the usual P-12 form to:
New York State Police CoBIS Center
Building 30, 1220 Washington Avenue
Albany, NY 12226-3000
Q - May a gun dealer sell a firearm if the cartridge supplied by the manufacturer is lost?
Yes, but the dealer must first obtain another cartridge. This can be accomplished by participation at one of the regional CoBIS centers operated by the State Police.
Q - What are their hours of operation?
Regional CoBIS centers shall operate between the hours of 8:00 AM and 4:30 PM, except on Saturdays, Sundays and Holidays.
Q - Is an appointment required to participate at a regional CoBIS center?
Yes, dealers must contact a regional CoBIS center to arrange an appointment prior to collection of any ballistic sample. The regional CoBIS staff may limit the number of firearms to be processed to ensure that all dealers receive equal access.
Q - What kind of ammunition does a dealer need to supply to participate at a regional CoBIS center?
A dealer must supply two rounds of ammunition in the appropriate caliber for each firearm from which a sample is required. Ammunition must be SAAMI certified, full metal jacket or total metal jacket, and must be made with lead free primers unless ammunition with lead free primers is not available in the particular caliber required.
Q - Will the cartridge casings be retained by the State Police when they are collected at a regional CoBIS center, or will they be returned to the dealer to keep until retail sale of the firearm?
The cartridge casings will be retained by the State Police and forwarded to the databank. The dealer will be given a Certificate of Compliance which must be retained with the gun until retail sale.
Q - When does a licensed dealer in firearms have to submit a Certificate of Compliance obtained at a regional CoBIS center, and to whom must it be sent?
Within 10 days after retail sale and delivery of the pistol or revolver, the licensed firearms dealer must complete the dealer section of the Certificate of Compliance and send it to:
New York State Police CoBIS Center
Building 30, 1220 Washington Avenue
Albany, NY 12226-3000
The Certificate of Compliance will also serve as the P-12 form in these cases, and will be the only paperwork necessary to send to the State Police.
Gun Manufacturers' Requirements
Q - Are gun manufacturers required to include a cartridge casing with every gun they ship to New York State after March 1, 2001?
On and after March 1, 2001, any manufacturer that ships, transports or delivers a pistol or revolver to New York State must include a cartridge casing of a bullet or projectile fired from the pistol or revolver in the container with the gun. This does not apply to rifles and shotguns, only to handguns. Failure to do so is punishable as a violation for a first offense and as a misdemeanor for subsequent offenses.
Q - How many cartridge casings should be included with the gun?
Two cartridge casings would be preferred, but only one is required by the statute.
Q - Is there a specific method by which the cartridge casings must be collected?
Each manufacturer must devise a method that is best for their particular operation. However, the manufacturer is responsible for insuring that the casings are correctly identified and packaged. By signing the envelope and initialing across the seal, the person collecting the cartridge(s) signifies that the contents were discharged from the firearm identified on the envelope and that all information is accurate.
Q - What are the packaging and labeling requirements for the cartridge casing(s).
The cartridge casing(s) must be sealed in a #5 kraft coin envelope, which can be obtained at almost any stationery supplier. The envelope must be sealed closed with tape and the person collecting the cartridge casing must place his or her initials across the tape. The front of the envelope must include the following identifying information - a line labeled:
- "Make" shall identify the make or brand name under which the firearm is marketed and which is displayed on such firearm.
- "Model" shall identify the model name or number assigned by the manufacturer and under which the firearm is marketed.
- A "Caliber" shall identify the caliber of ammunition the firearm is designed to discharge.
- "Serial£" shall identify the unique serial number assigned to the firearm by the manufacturer as required by federal regulation.
- "Gun Type" shall identify the firearm as either a Pistol or a Revolver.
- "Collector" shall identify the name of the person collecting the ballistic sample.
- "Signature" shall contain the signature of the person collecting the ballistic sample. The signature appearing on this line shall signify that the enclosed ballistic sample is the one discharged by the manufacturer from the identified firearm and that all information on the container is accurate.
- "Date" shall identify the date of collection of the ballistic sample.
Q - Where must the information be placed on the envelope?
The information must be placed on the front of the envelope (the side without the flap). However, it must not be placed within one inch of the top (the end with the flap). This space is reserved for State Police use only.
Q - Can the information be hand written?
No, the information must be machine printed by a typewriter, computer printer, label maker or similar mechanical printing device.
Q - Can the information be placed on a label or sticker affixed to the envelope?
Yes, but the label or sticker must be non-removable.
Q - The State of Maryland also requires manufacturers to supply cartridge casings, but requires slightly different information on the #5 kraft envelope. Does a manufacturer have to use a different envelope for New York State shipments?
As long as all of the information required by New York State appears on the envelope, additional information required by another jurisdiction may also appear on it.