Marking your collection for inventory/catalog

Ferguson · 17th April 2017, 03:54 PM

I would like to inventory my collection for insurance and estate purposes. I plan to mark each piece and take a picture of it, then put it in a spreadsheet. Have any of you done this? If so, how do you prefer to label them. I've considered, tags with string, paint marker, and adhesive labels. The tags wouldn't look very nice for those pieces that are displayed, and I worry that the adhesive stickers might come loose. Thoughts?

Thanks,
Steve

Jens Nordlunde · 17th April 2017, 04:43 PM

It is a very good idea, both for yourself and for the insurance, as you have documentation of what have - if the computer is not stolen at the same time.
I have tags with a string, as they can always be removed when needed, some use a painted number, which likely can be removed by thieves. Adhevise labels I dont like, as they may fall of when the glue dries out, and they will make a mark on the blade, or wherever you put it.
I wrote down all that I know about every weapon in the collection, and had a book printed, so I am sure there is enough documentation out there, to satisfy any insurance man.

Miguel · 17th April 2017, 04:50 PM

Quote:

Originally Posted by Ferguson

I would like to inventory my collection for insurance and estate purposes. I plan to mark each piece and take a picture of it, then put it in a spreadsheet. Have any of you done this? If so, how do you prefer to label them. I've considered, tags with string, paint marker, and adhesive labels. The tags wouldn't look very nice for those pieces that are displayed, and I worry that the adhesive stickers might come loose. Thoughts?

Thanks,
Steve

Hello Steve,
I'm glad you've asked this question as I am considering doing the same and will be interested in the replies. I wasn't going to mark mine just using the photo of the item.

Miguel

kino · 17th April 2017, 06:44 PM

Here's a link to a pdf that details marking objects with a pen.
It would have been good to have done this early on the collecting game. Currently its tags for me.

http://www.okmuseums.org/sites/oma2/...ers_Part_I.pdf

Battara · 17th April 2017, 08:18 PM

I put pictures in a separate flash drive and print them out along with detailed write ups on each (including research).

Ian · 18th April 2017, 02:59 AM

Hi Ferguson:

Great questions. I have always used tags. I started with small price tags which simply had a catalog number. Then moved to larger tags that have the catalog number, brief description, date of acquisition, the price I paid, and the price I would like to get if I sold it.

The catalog numbers are referenced to Excel files that contain a more detailed description, notes, and a small picture of each item. For the more important pieces, I have an individual Word file for each item, with entries such as Jens has shown, and a series of high resolution pics. The completed Word files are converted to PDF files that are compressed and stored on thumb drives (kept in a safe) and also uploaded to a secured online lock box. I back up my computer once a week to an external hard drive for additional safekeeping.

This may seem excessive, but back in 1997 I had my entire collection stolen plus my computer and disks. The only records I had for insurance purposes were purchase receipts. While I recovered the monetary cost for most of my collection, I had no visual records (all pics were on my stolen computer and disks). I recovered none of what was stolen, and I have not seen a single piece come on the market. It seems someone knew what they were taking.

My records are for multiple purposes, but mainly for whoever comes after me to know the what, when, and how much.

Ian.

Ferguson · 18th April 2017, 07:26 PM

Thank you all for your help and suggestions! Time for me to get started.

Steve

DaveA · 26th April 2017, 11:55 AM

I use the tags with string, but I'm way behind and some have fallen off. Each item has a four character code. The first two are letters indicating geographical origin, the last two characters are numbers indicating order of acquisition. I keep all the identification and purchase information in a spreadsheet. I also periodically update the kinds of prices I'm seeing for similar items. Not sure how useful that will be, but family asked me to do it. I photograph everything according to the guidelines published in the forum. Sometimes a previous collector will provide reasonably good photos. I've documented almost every item in my website, along with other things I learn. Http://Atkinson-swords.com/

17th April 2017, 03:54 PM	#1
Ferguson Member Join Date: Dec 2004 Location: Kernersville, NC, USA Posts: 793	Marking your collection for inventory/catalog I would like to inventory my collection for insurance and estate purposes. I plan to mark each piece and take a picture of it, then put it in a spreadsheet. Have any of you done this? If so, how do you prefer to label them. I've considered, tags with string, paint marker, and adhesive labels. The tags wouldn't look very nice for those pieces that are displayed, and I worry that the adhesive stickers might come loose. Thoughts? Thanks, Steve

17th April 2017, 04:43 PM	#2
Jens Nordlunde Member Join Date: Dec 2004 Location: Europe Posts: 2,718	It is a very good idea, both for yourself and for the insurance, as you have documentation of what have - if the computer is not stolen at the same time. I have tags with a string, as they can always be removed when needed, some use a painted number, which likely can be removed by thieves. Adhevise labels I dont like, as they may fall of when the glue dries out, and they will make a mark on the blade, or wherever you put it. I wrote down all that I know about every weapon in the collection, and had a book printed, so I am sure there is enough documentation out there, to satisfy any insurance man. Attached Images

26th April 2017, 11:55 AM	#8
DaveA Member Join Date: Apr 2007 Location: Wisconsin, USA Posts: 413	Inventory records I use the tags with string, but I'm way behind and some have fallen off. Each item has a four character code. The first two are letters indicating geographical origin, the last two characters are numbers indicating order of acquisition. I keep all the identification and purchase information in a spreadsheet. I also periodically update the kinds of prices I'm seeing for similar items. Not sure how useful that will be, but family asked me to do it. I photograph everything according to the guidelines published in the forum. Sometimes a previous collector will provide reasonably good photos. I've documented almost every item in my website, along with other things I learn. Http://Atkinson-swords.com/

17th April 2017, 06:44 PM	#4
kino Member Join Date: Dec 2004 Posts: 1,002	Here's a link to a pdf that details marking objects with a pen. It would have been good to have done this early on the collecting game. Currently its tags for me. http://www.okmuseums.org/sites/oma2/...ers_Part_I.pdf

17th April 2017, 08:18 PM	#5
Battara EAAF Staff Join Date: Dec 2004 Location: Louisville, KY Posts: 7,220	I put pictures in a separate flash drive and print them out along with detailed write ups on each (including research).

18th April 2017, 02:59 AM	#6
Ian Vikingsword Staff Join Date: Dec 2004 Location: The Aussie Bush Posts: 4,200	Hi Ferguson: Great questions. I have always used tags. I started with small price tags which simply had a catalog number. Then moved to larger tags that have the catalog number, brief description, date of acquisition, the price I paid, and the price I would like to get if I sold it. The catalog numbers are referenced to Excel files that contain a more detailed description, notes, and a small picture of each item. For the more important pieces, I have an individual Word file for each item, with entries such as Jens has shown, and a series of high resolution pics. The completed Word files are converted to PDF files that are compressed and stored on thumb drives (kept in a safe) and also uploaded to a secured online lock box. I back up my computer once a week to an external hard drive for additional safekeeping. This may seem excessive, but back in 1997 I had my entire collection stolen plus my computer and disks. The only records I had for insurance purposes were purchase receipts. While I recovered the monetary cost for most of my collection, I had no visual records (all pics were on my stolen computer and disks). I recovered none of what was stolen, and I have not seen a single piece come on the market. It seems someone knew what they were taking. My records are for multiple purposes, but mainly for whoever comes after me to know the what, when, and how much. Ian.

18th April 2017, 07:26 PM	#7
Ferguson Member Join Date: Dec 2004 Location: Kernersville, NC, USA Posts: 793	Thank you all for your help and suggestions! Time for me to get started. Steve