Keeping track of the inventory?

[Butlercustom]

I have to admit my matchbox collection is out of control. I have so many in so many different cases I don't even know where to begin with cataloging them all. I keep coming up with ideas but the task is so big I get over whelmed or keep trying to find an easier way.
Would anyone care to comment on how you keep track of your collections? How do you mark the individual cars so you know which is which? My plan is to keep one or two of the best ones along with variations then start selling off the excess.

Thanks in advance
Greg

[motorman]

You're not the only one who doesn't know where to start.

I recently bought some software off the internet called "Model Vehicle Catalogue" which looks not bad and relatively easy to use to catalogue collections of diecast. The big downside is that it will take an infinity to input my entire collection and quite frankly i would rather spend my time adding to my collection.

Lets all chant in unison "Collecting is good, Cataloging is BAD"

Only kidding , cataloging is equally important especially if you have no intention of selling your collection while you are alive.

I know that my wife would sell my entire collection for £1 if she had the chance!!!! So in that regard it could be very important from an insurance/inheritance perspective to ensure a detailed resume of your collection is on record IMHO.

[fixer]

collecting is good, cataloging is BAD........oooh that feels good

[motorman]

collecting is good, cataloging is BAD........oooh that feels good

Yes repeat after me:

Collecting is good, cataloging is BAD, Collecting is good, cataloging is BAD, Collecting is good, cataloging is BAD, Collecting is good, cataloging is BAD, Collecting is good, cataloging is BAD.

[johnboy]

I have to admit my matchbox collection is out of control. I have so many in so many different cases I don't even know where to begin with cataloging them all. I keep coming up with ideas but the task is so big I get over whelmed or keep trying to find an easier way.
Would anyone care to comment on how you keep track of your collections? How do you mark the individual cars so you know which is which? My plan is to keep one or two of the best ones along with variations then start selling off the excess.

Thanks in advance
Greg

I feel you're pain Greg! It does depend on how organized you want to be. I must admit that I'm approaching it the other way round, I'm selling off what I know I no longer need or want (checking as I go) and hoping that what's left is more manageable. Rome wasn't built in a day, so whatever you decide, break the job up and set yourself small achievable targets. I did start an excel spreadsheet long ago and I used tags to identify the models back to the spreadsheet (each one numbered uniquely), but I soon discovered it took too much effort and it would eat into the fun time. That said, if you get real pleasure from the fine detail and recording everything, then perhaps that's the way for you to go. Personally, I decided to slim my records down and I identified the models that were important to me or were key variations and I also made a list of those that I still yearned after. The "Yearn" list does change, but that's what I try and concentrate on.

[Butlercustom]

My thought was to use index cards. Put each model number on a card (example 23a or 45d) then list the variations on the same card. But the part I don't like is tagging all the cars. You can't use anything sticky or a marker so you have to tag it. But I don't like the way they look when they are displayed with the tags.
Then I thought I would try the motto "collecting is good, cataloging is BAD!" That does feel good! Thanks Motorman!

But seriously I need to find a system because I get tired if buying the same cars multiple times forgetting I already have it.

[GHOSTHUNTER]

Collecting is good, Cataloging is BAD........But essential.

I would not say my collection is catalogued in the true sense of 'Catalogued Collections' such as Coins, Medals or Stamps etc, because each collection is different in the owner's eyes.

But I do list everything in a book, with 'Airfix', 'Aurora' and 'Academy-Minicraft' under the 'A' section and 'Bandai', 'Burago' and 'Budgie' under the 'B' section and so forth.

This is because the collection is a specialist type, made up of Rolls-Royce and Bentley. When it comes to my 'Corgi', Dinky' and 'Matchbox' collections, they are included in the same book under the relevant alphabetical pages, so the 'Matchbox' models are mixed in with the 'Mebetoys', 'Monogram' and 'Mercury' models, but because there are so many variations to the 'Corgi', Dinky' and 'Matchbox' models, they have their own seperate listings in further books or paper based documentation. It is only since the early 2000's that I have been adding most of this paper based information onto a computer (Well three laptops and a desktop PC, to be more accurate), and my coding system is constantly being fine tuned and updated and providing I amend the matching model's companion paper label, folded sheet or sticky label to match the paper version, I do not have too many problems.

Each model is given a sticky label or folded paper sheet and on this, I record all that particular model's specification, all the usual details that we members are always reading about on this forum, like wheel colour, thick casting brace, hollow 'Superfast' rims etc, etc and providing the information matches across the various media, all is well.

I don't have any experience of 'Brand' specific collecting such as most of the forum members, with just Matchbox collections, so I am not sure how you do record and catalogue them, but it would be nice to actually visit someones Matchbox collection and see how they have managed to operate a cataloging system, providing they don't mind showing this to another collector...("Johnboy", are you reading this, your only in Hertfordshire, I'll be round your house knocking on your door to see yours tomorrow night, OK!).

Ghosty.

[tractorboy]

Like johnboy I run an Excel spreadsheet as an inventory of my collection (runs to 1,300 rows) with various colour codings to help keep track.
I have a focus on the 1949 - 1969 range of Lesney products.
Every so often print off a hardcopy so if something did happen to me my wife/auctioneer/whoever would have record of models.

Inventory Shot.jpg (59.23 KiB) Viewed 631 times

Blue filled in cell means it's boxed.
The insurance value enables me to get a value every few years to update my insurance cover (separate from house & contents).
Slowly updating variation (V) details to match Nick's
Another page lists more details of boxed items - box type, condition, repairs, etc.

box.jpg (73.51 KiB) Viewed 631 times

Doesn't take too much to maintain with updating bought items - biggest problem is remembering to delete models sold!
Mostly a matter of cut & paste - wondering if there would be any interest in my making a template that just has the ONE model e.g. 1A, 1B, 1C etc

Covered are the:

1-75 Series
Major Pack
King Size
Catlaogues
Books
Accessory Pack
Roadways
Motorways
Fire Station
Garages
Gift Sets
Badges
Collectors Cases
Jig Saws

[Taniwha]

Greg,

Like Rodger, I maintain a couple of Excel spreadsheets with my collection documented. Yes, they will take a while to set up, but I am a nerd, and work with Excel a lot for my day job, so it was straightforward for me to do (a couple of hours at a time over a few weekends). I set it up the first one with my collection at around 500 pieces - it's around treble that now. I found it fun to go back through all my models and checking Stannard codes and the like, so it has become a pleasurable aspect of collecting for me. Now it is set up, it takes no time at all to update - I usually wait until I have a few new acquisitions and spend only 5 to 10 minutes each time.

It is very handy to have when searching online for new items for the collection - I can very quickly check if I have a certain variation or box when my memory fails me. Not so good for swapmeets, as I don't have this on a mobile device, but these are few and far between these days...

Cheers,
Gavin

[kwakers]

Your last statement is one of the biggest problems Gavin. Without an 'old school' paper copy of a collection's contents at hand, any stop to an antique shop, Toy Show, swap meet, etc. is a huge guessing game. If you are a 'type' collector, dealer, or a newer collector, that may just be O.K. to shop by eye, you can sell your mistakes or just buy for re-sale. Without my paper guide, I would be lost as a 'completest' collector.
I have just now started the tag system with string tags that has been influenced by Brad Pitiful's pictures of his models. That is a very slow process, just like cataloging, so maybe in five years I may have that done. kwakers