Collection Inventory - How do you keep track of your guys? (1 Viewer)

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sceic2

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We have had this discuss sometime ago, but we have added new members to our discussions and perhaps things have changed with our current members and maybe someone has a better way to skin this critter.

How does everyone keep track of his or her collection:confused:

I have two large 4-inch D-ring binders that are completely packed with page after page after page of my collection. These binders contain an inventory system to keep track of my collection. I use MS Word as my base software. I keep my inventory arranged by manufacturer and then by each series that particular manufacturer sells. Each section is separated from all the others by a divider page. I have also copied all the diorama pictures from the K&C web site and used them to make a front and back cover for each of the binders and a set of pictures appropriately placed in front of their particular series section in the binder. It makes a great homemade book. It’s handy for showing off my collection to my friends before I invite them over for a viewing and I love to show my guys off.

In the binder, the system I have developed is simple. I copy a picture of the set (men, vehicles, or whatever) from a web site that has what I consider to be the best picture (some sites have smaller pictures and they don't look as good as the sites that have the larger pictures). If I cannot find a picture, then I use my digital camera and take a picture. I prefer the manufacturers pictures simply because I am a horrible photographer. I then size the picture onto the MS Word document so that I can have two columns per page. Under each picture, on the first line, I put the manufacturers item number and my cost to acquire it (and shipping, listed separately) and on the second line the name of the item. I also note the quantity I have of each set.

I use this system to help me keep track of what I have and what I what to have and what I have had. It is also a way that I can pass on to my children the value of this collection. I have kept every single original box and I have put a picture of each item associated with a specific box both in the box and taped to the outside of the box for easy identification by someone not familiar with the various sets and the various manufacturer’s numbering systems. I keep them in numerical order so that someone can see the inventory, find the item and then find the box as easily as possible. I have a very large collection and if it were just stored without an inventory system, I pity the person trying to find a specific box for a specific set from among the this large number of sets and boxes:rolleyes:

So, back to my question, “How does everyone keep track of his or her collection:confused:
 
Sounds like you have a very good system Michael. Mine isn't that complicated. I have my collection in a Word document and since it's 98 per cent K & C, it's not much of a big deal. It's broken down by range, in numerical order. However, I don't have prices and photos so my familly would have no idea what set goes with what box.
 
I use Excel for my collection. If I wanted to calculate cost or how many items I have a simple formula will do it. Here is a sample and if you notice towards the bottom of the spreadsheet there are tabs to jump to AK, BBA, WS or whatever inventory I want to see.
 
Alex, I like your system (which I think you shared with us before). I'm not particularly gifted at Excel but I could learn it I'm sure. How did you set it up and import the photos and so forth. I take it you have every K & C in there, not just the ones you acquired.
 
Just go to the cell and choose insert picture. I do have all the item numbers listed and if I acquire it then I mark it with a red X. If you have some knowledge in Excel it should be easy to set your own up.
 
I use Excel but I think Chuck Harris once mentioned that he has an inventory tracking program that works well for toy soliders. (It was quite reasonably priced too).
 
I use Excel for my collection. If I wanted to calculate cost or how many items I have a simple formula will do it. Here is a sample and if you notice towards the bottom of the spreadsheet there are tabs to jump to AK, BBA, WS or whatever inventory I want to see.

Alex

How do you get the photos on the excel page?

Ron
 
Interesting topic! I collect a number of different series from Britains. A while back, I tried to type up a list (in Word) of all the Britain sets produced in each series that I own.

The toughest part was finding a list of sets available! I started by going through my catalogs typing them in one at a time then moved on to some dealer sites that list old sets on the web and did some cutting and pasting.

Anybody know of an easier way? Does a "master" list of Britains exist anywhere?
 
Hi Sam04,

I have a master list of the Durbar Series that I compiled and put into word and then moved to a publishers set up so I could have a "book" that has the set number picture description etc. It was a bit of work to compile and I am still working on it but its in the Durbar Thread here so please take a look. I am a little doubtful that Britains has kept a list that is complete due to the changes in ownership over the past few years. However I could be wrong its not a topic that seems to get discussed very often. One of the other members of the forum hhenry has been a member of the Britains Collectors Club since it was established and may have a better idea on this question. I would also consider contacting the club directly and asking if there is a complete list available somewhere. Another person that could shed some light of this topic is the author James Opie he seems to possess vast research data so he may be able to help but I would send and email to HHenry and see if he has any ideas on how to go about it.

Best of luck.

Dave
 
Thanks Dave,

I took a look at your Durbar list. I've made one similar for the Napoleonic War Series. No pictures yet though.

I borrowed James Opie's "The Great Book of Britains" from the library a while back... wow!

Regards,
sam04
 
I use Excel but I think Chuck Harris once mentioned that he has an inventory tracking program that works well for toy soliders. (It was quite reasonably priced too).

Yes I have the the progam it's called 321. I think it's freeware now. Anyone interested I'll send the exe file.
 
I just wrote an approximately 300 page text detailing every set in my collection as well as the 20 or so figures I don't have, then had my friends Hans and Larry take photos of all of these figures, vehicles and diorama pieces in our collections (bringing the missing figures down to about 10). Now if we can complete the editing process and (with Andy's help) find a publisher, I will have an excellent hard bound inventory of my collection, with a built in "need it" list. Updating this inventory, will, however, be a big problem!
 
Alex - Thanks I will try that. I think this is great for want items list too.

Louis - I am very excited about your book and look for to its release :D

Ron
 
Interesting topic! I collect a number of different series from Britains. A while back, I tried to type up a list (in Word) of all the Britain sets produced in each series that I own.

The toughest part was finding a list of sets available! I started by going through my catalogs typing them in one at a time then moved on to some dealer sites that list old sets on the web and did some cutting and pasting.

Anybody know of an easier way? Does a "master" list of Britains exist anywhere?

Sam,

I don't have a list of the new Britains produced since the 1980s and unfortunately I don't have all my catalogues with me. This is something I've suggested be published on the revised Britains website. Lets see if it happens.
 
I really don't keep track. My collection is only around a thousand pieces. I will probably need to at some point. I guess this is a good a reason to narrow my interests,,hmn?
 

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