Dealer Inventory and Business Holdings

An investor may visit twice a year. A dealer may need something out this week and something else in next week, and every movement has to be recorded well enough that the inventory reconciles at year end. Storage designed for a static holding does not serve that at all.

Reconciliation is the operational requirement that distinguishes business holdings from private ones. A dealer needs the vault record to match their own books at any moment, which means movements have to be recorded as they happen rather than reconciled periodically.

• Frequent access on reasonable notice, without a negotiation each time.
• Movement records that reconcile to your own inventory system.
• Named authorized individuals, with changes documented.
• Segregation from your personal holdings if you keep both.
• Records an accountant or auditor can read without needing us.

Item-level records, a movement log showing what came in and out and when, evidence of segregation from other clients' holdings, and confirmation that the recorded position matches what is physically present.

Establish what your auditor requires before the arrangement starts rather than in the week before a year end. It is considerably easier to record correctly from the beginning than to reconstruct.

1. 01Set access arrangements and named individuals at the outset.
2. 02Record every movement in and out, timestamped and signed.
3. 03Keep business and personal holdings separately identified.
4. 04Provide movement reports on a set cadence.
5. 05Support an external audit without obstruction.

Keep business and personal metal separately identified from day one, even in the same vault. Disentangling them later — for an accountant, an auditor, or a sale of the business — is far harder than keeping them apart at intake.

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