Database (1 Viewer)

[snowyowl]

The other day I accidentally duplicated an order. I got that straightened out without any problem but it made me think that this could happen very easily as my collection grows. I decided that a database of my models would be good idea so I've started one containing all the information that I can find on each model. Because I'm still new in the hobby I can do this fairly easily, people who have huge collections would have to do alot of work. I just wondered how other people do keep track? Memory? Mine isn't that good.

 

[4th Hussar]

I have a handwritten spreadsheet broken down by about 10 catagories that I have been keeping for 20 some years. Set name , manufacture, number of pieces, box ( Y/N ?) and a description. What I neglected to include on my list is when/ where acquired and cost. The last exclusion was intentional, I don't like to be reminded of the cost of my hobbies.

 

[Jack]

I don't like to be reminded of the cost of my hobbies.

Very true - I do not like doing the sums either. I am well aware of the worth of this hobby without needing to quantify it. That detracts from its value.

 

[snowyowl]

I debated including cost but I too decided to leave it out.

 

[jazzeum]

I keep a list, just set name and number. Original cost probably makes sense, especially if our families have to sell it when we're taking the proverbial dirt nap.

 

[lancer]

I keep a hand-written record in a notebook. Each manufacturer I own has it's own section with each set listed in the appropriate section and grouped by era if possible. Also included is what the set consists of and what the original retail price was, if known, and what was paid for it. -- Al

 

[Fort-Stamford]

I have been using an Excel Spreadsheet Workbook, creating a spreadsheet tab for each major manufacturer or Manufacturer Series like: Britains - ACW, Britains - WWII, etc.

Then within each tabbed spreadsheet in the workbook I created column headers as follows for example:
Mft.; Period; Series; Cat. No.; Name of Set or Description; On Hand; Paid Each; Retail Each; Replacement Value (On Hand x Retail); Status (NIB, MIB, Exc, Good, Fair, etc.); Num. of Figures (in Set); Issue Yr.; Notes.

Then I created a Total or Summary Spreadsheet that gave me a Summary of each Mft./Category with number of Sets, Replacement Value, Number of Figures.

Included in the Summary sheet is sum number of volumes in my Reference Library and Library Replacement Cost, also totals for Diecast Military Aircraft Model collection, Toy & Model Soldier Collection, Non-Military Figure Collection, War-Gaming (15mm) collection, War-Gaming (25/30mm) collection, Militaria & Masonic Collection.

With each entry or change within an individual spreadsheet, the Summary sheet is linked and is automatically updated. When I go to a Show or see a figure or vehicle for sale, I can immediately see if I have it in my collection or make note of it for future purchase or consideration.

Wall art (e.g. paintings) is not included in this workbook.

 

[Phantom Warrior]

I also use an Excel Spreadsheet Workbook but the pages are organized very differently. One Workbook is for WWII and Spanish Civil War and a second Workbook is for NAPs, FIW and British Empire. In the WWII Book, the pages are Ger Tanks, Ger AFVs, Ger Vehicles, Ger Artillery, Ger Platoon Weapons, Ger Figure Sets with each page having a column for Name of Set (i.e. Pz IV), manufacturer, set number (i.e. AK023) and description. I don't keep info on prices or dates. There is a similar set of pages for US and for Brits/Can/Aus. Russians and Italians fit on one page each.

Each nationality can be sorted by region (North Afrika, Europe, 1939/1940, Eastern Front) so I can see what is available for a particular scene.

At the bottom of each page is a want list for that category.

The sorting helps me from getting too many Pz IVs, or MG34, or grey AFVs.

I don't have a list by manufacturer because that is not how I collect.

Terry

 

[snowyowl]

I chose to use a database rather than a spread sheet or paper because the database is sortable. A couple of clicks and I can sort by manufacturer, cat. no. source or whatever fields I have built into the database. Alphabetical sorting allows all of the Zulu War figures to list together, that sort of thing. Once they are sorted I can print or file an electronic report. One of the fields that I have included is whether the model is Limited Edition or not. I think it might be interesting to include whether or not a model has been retired and a date. I don't know if my choice of method is a good one. I hope it is, time will tell. I do believe that some form of record keeping is important and the time to start keeping track is early in game.

 

[Phantom Warrior]

I chose to use a database rather than a spread sheet or paper because the database is sortable. A couple of clicks and I can sort by manufacturer, cat. no. source or whatever fields I have built into the database. Alphabetical sorting allows all of the Zulu War figures to list together, that sort of thing. Once they are sorted I can print or file an electronic report. One of the fields that I have included is whether the model is Limited Edition or not. I think it might be interesting to include whether or not a model has been retired and a date. I don't know if my choice of method is a good one. I hope it is, time will tell. I do believe that some form of record keeping is important and the time to start keeping track is early in game.

A dBase program has advantages - especially if the collection gets big. Easy sorting is one advantage. And you can include a photo of each set in a dBase. The disadvantage for most people is that a dBase program is more difficult to use than a spreadsheet program and is a lot more work to set up and keep up-to-date.

Terry

 

[snowyowl]

A dBase program has advantages - especially if the collection gets big. Easy sorting is one advantage. And you can include a photo of each set in a dBase. The disadvantage for most people is that a dBase program is more difficult to use than a spreadsheet program and is a lot more work to set up and keep up-to-date.

Terry

That's why I'm trying to get mine set up now while my collection is small and manageable. I haven't included pictures yet because that will take more time but it will happen down the road.