What records do you keep of your collection?

[Ian]

Hi kai,

Thanks for your thoughtful responses.

Originally Posted by kai

Hello Ian,

Definitely make sure that the numbers are unique, e.g. starting with a different digit. It’s also common usage to put your initials in front of any code which helps to refer to collections later on. ...

My alpha-numeric system provides unique identifiers, but the numeric part may not be unique because I start each alpha-group from the number 1000 to avoid leading zeros.

... As indicated by Ken, keeping records of buyers may pose a security issue in case of any data breach and will be illegal under some jurisdictions. ...

This is something that I raised with my tax accountant. He said that the ATO in Australia might want this information if I was audited and suggested encrypting the data, which I have done. Is there anything further I should do?

... I’d suggest to always list the materials utilized as well as possible legal ramifications like CITES.

It seems preferable to specify all data separately for each component since age/etc. may differ widely: blade, hilt, scabbard, and accessories (if any). ...

This information is contained in my "Notes" column, which can become quite lengthy for some items. In addition to the materials used, I record whether the hilt, scabbard, etc. appears to be a replacement.

Ian

[fernando]

This is what i call my 'INVENTORY', which i have put up a several years ago, in a manner i found adequate with my collector profile.
The basic purpose is to have (A) a record, for what the word means, (B) a source for my own consultation when i don't recall a particular detail, (C) a resource for my wife and daughter to have some data for when eventually i kick the bucket and (D) a listing to supply the insurance company when i update its items and values, which (actual) total value i declare, under a status of 'special' specific contents, added to my global home insurance policy; to whom i also send a set of global pictures that i take around the house where the pieces are hanging or kept.
In this excel sheet, i have three separate pages; firearms, white arms and various. Each is titled in the same fashion, as follows:

1 - The # number is the position in the inventory page and not the number of the piece tag; when i deaccess an item, i re-number the position of the others in the page. I didn't find that, physically labeling the items with a connected number, would be a practical procedure: call it an option.
2 - Type of the piece; musket, sword, lance ...
3 - Country of actual origin, not where bought... when known.
4 - Model, style, pattern.
5 - Serial number, when available.
6 - Marks, inscriptions, when short.
7 - Dealer or person whom i get the piece from, either swapped, paid for ... or offered.. I omit this column to the Insurance company; prefer to keep it private.
8 - Date the piece was made; precise, approximate or unknown.
9 - Description of the piece, as exhaustive as possible; historic, long inscriptions, construction, materials, detailed measurements, weight.
10 - Price bought; or 'O' when offered.
11 - Year acquired.
12 - Hyperlink to detailed photos, kept in collection image files.

PS
When i mention 'actual' value for the Insurance company, is the price i 'actually' paid and not one inflated.


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[Ibrahiim al Balooshi]

I know one collector who just chucks it all in the cupboard!

[Kubur]

Originally Posted by Ibrahiim al Balooshi

I know one collector who just chucks it all in the cupboard!

I know another one like that!
Only with a rough market valuation for his wife in case of problems...

[Jim McDougall]

Originally Posted by Ibrahiim al Balooshi

I know one collector who just chucks it all in the cupboard!

Kinda like all my books, notes etc. in the RV (NO room for pointy things)….stuffed in every cabinet, drawer and open space.....they don't call it the BOOKMOBILE for nuthin'

Great and interesting entries here, and great topic Ian. I think as many of us are reaching uh, 'maturity' (?) OR NOT we do need to plan for the itemized handling of our precious ones to relieve the family of the enormous pressure.

I think the best method is basically to have each item catalogued by a number system, with a brief categoric description with estimated age and value (and appraisal dates parenthesized) .

Many items will have the 'comp' values but may have outstanding inherent value beyond that due to stellar provenance or rarity.

While condition of course dictates valuation by the numbers for appraisers, many exceptionally rare items (one of a set number known to exist etc) may be regarded as 'whatever market will bear'.

These need to be handled accordingly in an auction setting probably and with high reputation auctioneers or dealers.

While I have not collected in years, there are still some of my stalwart 'friends' left, and it would be so hard to place monetary value on them, as in 'collectors parlance', they're just ugly ducklings but historically priceless.

Whatever the case, and it will vary by each person, the main thing is that we are brought be think of this inevitability, and act accordingly.

Nicely placed topic Ian, thank you.