Cataloging Your Collection

[vintagebrett]

Hi

I was wondering if anyone here keeps a database or inventory of their collection digitally? I've been meaning to do this for a while and wanted to see if there were any recommended software that someone has experience with. I've thought about doing this with Excel or Access but wanted to see what else is out there. Thanks

[mjkm90]

The road to hell is paved with good intentions and I'm driving the bus based on my intentions to catalog my collection. I need a week with no kids, wife, dog, or job to do it...ha ha. I would probably video tape or photograph along with a simple excell spread sheet.

[ebbets55]

Hi Brett,

Yes, I keep mine meticulously on an Excel file. I list and track everything along with every glove I traded or sold so I have a complete list of every glove I have ever owned along with how much I have paid for them. Every time I sell or trade one, I take that same row and cut and paste it to the traded section down below. The columns are as follows: era, type (fielders, basemans, catchers), manufacturer, model #, endorser, color, type of back, type of web, description, $ how much it's worth and $ how much I paid or trade basis. I then run a couple of formulas to see how much I'm into my collection for (ouch) and then keep an average value and an average cost. I can then see the statistical trends in my collection.

This is all on Sheet 1. Sheet 2 is called Balls, Sheet 3 is Bats, Sheet 4 is Masks, etc. so it's all on one file with multiple sheets.

I also have a folder of a lot of my glove pictures that people have asked me for in the past or I have taken for some reason or another. My next project will be to link the two so I can have pictures come up in my Excel file or point to a URL that will bring up a picture of the glove.

I'm the anal accountant/financial type as you can probably tell. Since I have been doing this from the beginning, it only takes about 5 seconds to add or move a glove. If you have never done it before, the initial setup will take some time but will be well worth it. You can find things easier, run sorts and searches and do a lot of other things. I simply chose Excel over Access because I'm so much more comfortable with it and it can do all the same stuff just on a smaller scale. Access would be cumbersome and overkill in my opinion. Hope this helps.

JD
(The Excessive Compulsive Glove Collector)

[vintagebrett]

JD,
Thanks for the info. Access isn't that big of pain once you get used to it. Your Excel file is pretty much how I thought I would do it if I decide to go down that path. The picture thing is key for me - i would like to have the pictures right with the information. Using Excel, you can link to them or insert them but that would make the lines a little big. Access is a bit picky about pictures as well.

[KeyMan]

Hi

I was wondering if anyone here keeps a database or inventory of their collection digitally? I've been meaning to do this for a while and wanted to see if there were any recommended software that someone has experience with. I've thought about doing this with Excel or Access but wanted to see what else is out there. Thanks

Hello Brett,

My website was started as a way of keeping track of my personal collection, and the information that went along with each item. Never writing anything down I got tired of having to research an item to find out what I already knew at one time. Beside cataloging my collection it also gave me the opportunity to access my collection from anywhere sharing it with other collectors. Interacting with other collectors is half the fun of collecting. That's what your forum is all about.

You are welcomed to catalog as many items from your collection as you wish on my website. You have a place to store pictures, and information, and I will get the extra data for my website for other collectors to access. I could set up a Showcase Room for you (a new feature I've been working on) listing your items on a page as an index and links leading to an information page for each item. if you're interested send me a PM. and I'll fill you in with the details. all collectors are welcomed.

[ScottWNJ]

I was going to ask this very question about making an inventory catalog, but doing a search brought me to this thread. Since I'm just getting started, I'll give the Excel a try and use JD's example. Not one of my favorite programs, but I'll muddle through. Thanks.

[vintagebrett]

I use Excel and it works out pretty well - I looked into some other programs but I settled on Excel because I could control it more than the others.