What Is an Air-Gapped Recordkeeping System—and Does Your FFL Need One?

In the firearms industry, compliance isn't just a matter of paperwork—it's the backbone of your entire operation. Whether you're manufacturing rifles for government contracts or running a high-volume retail FFL, your acquisition and disposition (A&D) records need to be secure, accurate, and readily available for ATF inspections. For many businesses, that means using an eBound system. But for some, even that’s not enough.

Enter the air-gapped recordkeeping system—a high-security solution that’s starting to gain traction among firearms manufacturers and high-risk FFLs.

So, What Is an Air-Gapped System?

An air-gapped system is a computer or network that is physically isolated from the internet and any other unsecured networks. It’s not connected via Wi-Fi, Ethernet, Bluetooth, or anything else that might allow outside access. This isolation creates a literal and figurative “air gap” between your sensitive data and the external world.

For recordkeeping purposes, that means your A&D records, serialized inventory logs, NFA documentation, and ATF compliance data are stored on a device that can’t be accessed remotely. Not by hackers. Not by malware. Not even by you unless you're physically in the room with it.

Why Would an FFL Use One?

Most FFLs today use cloud-based eBound software like FastBound, Orchid, or FFL Boss, which makes a lot of sense for ease of use, mobility, and automated backups. But for certain operations, that convenience comes second to control.

Air-gapped systems are most commonly used by:

• Firearms and ammunition manufacturers with government contracts

• FFLs dealing with large volumes of NFA items

• Companies concerned with CMMC, ITAR, or other federal cybersecurity frameworks

• Gun stores that are actually secret entrances to underground lairs, high-tech fitting rooms, and British spy agencies (just making sure you're still awake)

• Businesses that simply want to minimize their exposure to cyber threats

If you can’t afford to lose control of your records—or risk unauthorized access during an audit or inspection—air-gapping can offer peace of mind.

How Does It Work?

A typical air-gapped recordkeeping setup might look like this:

A dedicated computer or server is installed onsite. Your eBound software (usually a locally hosted or on-premise version) is installed. The system has no internet access—and likely no wireless capabilities at all. Updates and backups are done manually, often using encrypted USB drives or removable media. Access is tightly controlled to a select few individuals.

Pros of Air-Gapped Systems

✅ Maximum security: No outside access means no remote hacking or ransomware risk.
✅ Total control: You own and maintain every part of the system. No surprise changes or outages from a third-party provider.
✅ Meets high-security compliance standards: Fits well into environments governed by strict data handling rules (CMMC, ITAR, DFARS).
✅ Audit confidence: Clean, offline systems are easier to present during an ATF inspection without risking accidental internet exposure.

Cons of Air-Gapped Systems

❌ No remote access: You have to be physically onsite to access your records.
❌ Manual backups and updates: Requires IT support for things cloud providers usually handle.
❌ Harder to scale: Multi-location businesses will need careful planning or a hybrid approach.
❌ More maintenance: You’ll need a reliable IT team to ensure everything stays patched, secure, and running smoothly.
❌ Not 100% bullet-proof: The air gap can be infected by external hardware like USBs.

Is an Air-Gapped System Overkill for Your FFL?

Short answer?
If your biggest digital threat is someone spilling coffee on the point-of-sale computer...
👉 Yes. Definitely overkill.

But if you manufacture weapons for the government, deal with NFA items like it’s your day job, or your IT guy has ever uttered the phrase “CMMC Level 2 compliance,”
👉 Then it might be exactly what you need.

Think of It Like This:

If you’re a retail gun shop with a few terminals and a solid eBound system, installing an air-gapped server is like building a panic room to store bubble wrap. It’ll work—but it’s probably more than you need.

But if your operation feels more like:

• “We can’t show you what we make unless you have clearance,” or

• “Our CAD files are more sensitive than a CIA lunch menu,”
  then a completely offline, locked-down system starts to make a lot of sense.

Air-gapping keeps your A&D records, serialized inventory, sensitive blueprints, and compliance data sealed off from the internet—and ransomware, breaches, or surprise midnight audits from fictional spy agencies.

Bottom Line?

If you're a high-risk FFL or a manufacturer who needs to keep the bad guys out, the regulators happy, and your IP protected, then yeah—air-gapped recordkeeping might not be overkill. It might be insurance.

How TotalCare IT Supports Air-Gapped FFLs

Chances are, you probably don't need this Indiana Jones level of data protection—unless your A&D records are stored 230 feet underground in a Pennsylvania limestone mine, guarded by 22,000 filing cabinets and a temperamental elevator. 😉

That being said, At TotalCare IT, we understand that not every firearms business has the same risk tolerance. That’s why we help FFLs and manufacturers implement and maintain secure, compliant air-gapped environments—without compromising usability. Whether you’re working toward CMMC certification, dealing with sensitive government contracts, or just want ultimate secrecy, we can:

• Set up and maintain isolated, secure recordkeeping environments

• Monitor and verify backup integrity (yes, even for offline systems)

• Manage patching and manual updates through secure protocols

• Train your staff on secure data handling practices

• Help you prepare for ATF or government audits with confidence

If you're not sure whether an air-gapped system is the right move for your FFL, let’s talk. We’ll evaluate your risk profile, compliance needs, and current setup to help you choose the best path forward.

Because in this industry, protecting your records means protecting your license, your business, and your future.