Every state with scrap metal dealer regulation requires dealers to collect and retain identification from sellers. The requirements govern what forms of ID are acceptable, what information must be recorded, how long records must be kept, and whether records must be submitted electronically to law enforcement. Getting this wrong — particularly on high-value or regulated material transactions — is the fastest path to a compliance violation.
What You Must Collect at Minimum
Even in states with the most basic requirements, dealers should collect and record all of the following from every seller:
- Full legal name — exactly as it appears on ID, not a nickname
- Current residential address — must be a physical address, not a P.O. box
- Government-issued photo ID type and number — driver's license number, state ID number, or passport number
- Date of transaction
- Description of material sold — type, estimated weight, and agreed price
Many states require additional information beyond this baseline. See the state-by-state details below.
Acceptable Forms of ID
| ID Type | Accepted? | Notes |
|---|---|---|
| State driver's license | ✓ Universal | Most common; accepted in all states |
| State-issued non-driver ID card | ✓ Universal | Accepted in all states |
| U.S. Passport or Passport Card | ✓ Universal | Accepted in all states; no address on passport — also collect from seller verbally |
| Military ID | Most States | Accepted in most states; some require driver's license specifically |
| Tribal-issued photo ID | Some States | Accepted in states with significant tribal populations (OK, NM, AZ, MT) |
| Employer photo ID badge | Not Accepted | Not a government-issued ID; never acceptable alone |
| Social Security card | Not Accepted | Not a photo ID; never acceptable as primary identification |
| Foreign passport | Varies | Accepted in some states; others require U.S. government-issued ID |
Record Retention Requirements by State
| State | Retention Period | Format Required | Electronic Reporting |
|---|---|---|---|
| Texas | 2 years | Paper or electronic | No (as of 2025) |
| California | 2 years | Paper or electronic; photos required for converters | No statewide; some counties require it |
| Florida | 2 years | Electronic only for regulated materials | Yes — FDLE reporting system required |
| Georgia | 3 years | Electronic preferred; paper accepted | Yes — GILE system required for converters |
| Virginia | 3 years | Electronic required for converters | Yes — VATIX system |
| North Carolina | 2 years | Paper or electronic | No |
| Tennessee | 2 years | Paper or electronic | No |
| Ohio | 1 year | Paper or electronic | No |
| Michigan | 2 years | Paper or electronic | No |
| Illinois | 2 years | Paper or electronic | Some counties require it |
| Pennsylvania | 1 year | Paper or electronic | No |
| Colorado | 1 year | Paper or electronic | No |
Thumbprint and Photo Requirements
Some states go beyond ID documentation and require biometric or photographic records:
- California: Thumbprint required for all nonferrous metal purchases from individuals
- Florida: Photograph of the seller required for all regulated metal transactions
- Virginia: Photograph of the seller required for catalytic converter transactions
- Michigan: Photograph of the seller's vehicle required for catalytic converter transactions
- Louisiana: Thumbprint required for copper and catalytic converter transactions
Electronic Reporting Systems
States requiring electronic reporting typically mandate submission within 24–72 hours of the transaction. Major systems currently in use:
- LeadsOnline — Used in many jurisdictions across the southeast and midwest; integrates with most scrap management software
- FDLE Secondhand Dealer System — Florida-specific; required for all regulated Florida dealers
- VATIX (Virginia) — Virginia-specific system for catalytic converter and regulated metal reporting
- GILE (Georgia) — Georgia Interface for Law Enforcement; required for catalytic converter transactions
Check with your state's enforcement agency for approved reporting systems. Using a non-approved system does not satisfy the reporting requirement even if data is being captured.
FAQ
Seller ID requirements are set by state statute and vary significantly. This guide reflects requirements as of early 2025. Verify current requirements with your state's licensing agency before making compliance decisions. This is not legal advice.