Cataloging your collection?

Discussion in 'Transformers Toy Discussion' started by Sixshot, Jul 11, 2010.

  1. Sixshot

    Sixshot Jeff Goldbluman Group

    Joined:
    Jul 1, 2002
    Posts:
    3,166
    News Credits:
    1
    Trophy Points:
    206
    Likes:
    +1
    Hello all.

    Lately I've started to catalogue my collection. I've started doing it for two reasons: 1. morbid curiosity :)  and 2. so that I can properly insure it (got some good info on that from http://www.tfw2005.com/boards/tutorials-how-tos/278828-insuring-protecting-your-collection.html).

    So far I've been keeping an excel spreadsheet of all of the different figures line by line, noting their condition and any other notes. I've also been taking pictures of everything. So far I've been going through my MISB stuff, I am thinking I will take video of my displayed loose collection to make it easier than moving everything. I've got a lot of stuff to slog through still. This is going to take forever...

    So how do you all do it, keeping track of your collection that is? Any ideas, comments, or suggestions are appreciated.

    One question I had in particular, when I go through cataloging my loose stuff, should I dig out the packaging that I kept? For instance, should I whip out cards and instruction manuals and take pictures of that along with a transformer in question?
     
  2. Th0r4z1n3

    Th0r4z1n3 The F*cking Lizard King! Veteran

    Joined:
    Dec 20, 2006
    Posts:
    4,054
    News Credits:
    6
    Trophy Points:
    161
    Likes:
    +9
    I keep a database in Open Office with several categories in it:

    • Name
    • Toy Line
    • Series
    • Size Class
    • Affiliation
    • Sub-Group
    • Alt Mode
    • Complete
    • Instruction
    • Import/Exclusive
    • Notes

    I use the Notes area to write any thing I need to note about the figure, like what parts its missing if its incomplete or where the toy was exclusive to etc. I can use that as a data source to make a variety of "reports" or spreadsheets depending on what I need to show, but for the most part I just scroll through the database to see what I got and the condition.

    Hope that helps
     
  3. Erector

    Erector I ruined the Hall of Fame

    Joined:
    May 1, 2007
    Posts:
    11,052
    News Credits:
    21
    Trophy Points:
    217
    Likes:
    +21
    Yeah, I use an MS Access database:

    • Series
    • Character
    • State (ie loose, MISB, MIB, whatever)
    • Package condition
    • Size class
    • Notes
    • Fair market value

    Notes area I put things like if it's complete, if it's exclusive, if it's a combiner team which combiner it creates, AFA grades etc.
     
  4. SharkyMcShark

    SharkyMcShark Hi. I'm better than you

    Joined:
    Dec 11, 2006
    Posts:
    1,838
    News Credits:
    1
    Trophy Points:
    142
    Likes:
    +14
    I've got like a word document with headings by different TF Line to keep count, but I'm considering going the Access route.
     
  5. Wajo357

    Wajo357 Well-Known Member

    Joined:
    May 24, 2004
    Posts:
    1,644
    News Credits:
    7
    Trophy Points:
    181
    Likes:
    +7
    I use shmax.com for anything official takara/hasbro and I use google docs spreadsheet for anything not on there. This way, if anything happens to my laptop, it is still out on the web.
     
  6. Auto Morph

    Auto Morph Gimmick Bot

    Joined:
    Feb 8, 2010
    Posts:
    8,449
    Trophy Points:
    176
    Likes:
    +0
    Access hurts my brain, so I just use Excel.
    I have a different worksheet for each line I collect (7 in all) and a seperate one for associated merchandise, like comics, stationery and jigsaws.
    By each item, I have an estimated minimum and maximum value and notes about faction, packaging and anything else noteworthy. This is basically for my filters so I can sort through what I've got a bit more easily.
    Especially helpful when you are getting on for 80 ROTF figures!

    The only pics I have of everything are on my PC which I also have on photobucket and zombie-ing it up somewhere in the collection thread of TFW.
    It really needs updating as I have bought and sold quite a bit this year already.
     
  7. Th0r4z1n3

    Th0r4z1n3 The F*cking Lizard King! Veteran

    Joined:
    Dec 20, 2006
    Posts:
    4,054
    News Credits:
    6
    Trophy Points:
    161
    Likes:
    +9
    I really wish i would have thought about putting one for "Price" (either fair market value or what I paid for it) when I started my list, I've got so many in my collection now it'd take forever to sort the price out on all of them.

    I've tried doing the shmax thing soooo many times, I just don't have the patience to re-enter all of my collection by hand again.

    I never thought about using google docs to backup my collection list though, I always worry about what would happen if something happened to my list. This is an A+ idea, thanks :D 

    I always thought there should be a way/place for people to share their collection lists if they want to, I wonder if google docs would work for that
     
  8. Spiderus Prime

    Spiderus Prime TFW Spongebob since 2007

    Joined:
    Jul 3, 2007
    Posts:
    11,080
    News Credits:
    8
    Trophy Points:
    237
    Location:
    Walker,La
    Likes:
    +61
    Facebook:
    Twitter:
    Instagram:
    YouTube:
    I use the Spiderus' Index

    0.Big Guys
    1.Primes/Decepticon Leaders
    2.Female Transformers
    3.Non-TF
    4.Animated
    5.Movie/ROTF/TF3
    6.Robot Heroes
    7.Non Movie Charathers
    8.CHUG
    9.UT/BW/RID/PCC/WFC
     
  9. Wajo357

    Wajo357 Well-Known Member

    Joined:
    May 24, 2004
    Posts:
    1,644
    News Credits:
    7
    Trophy Points:
    181
    Likes:
    +7
    Shmax: Yeah... it was rough when the site was slow, but it is much better now. The owner is a great guy who tries really hard to help in any way. PM me if you need any help with it. I decided to take my time in cataloging over 3000 items and it took me months, but I feel like it was worth the effort since Shmax is sooo much more than just a checklist.

    Google Docs: glad I can help. I liked it too, although the docs aren't as powerful as the office suite equivalents.

    Share Collection: Shmax allows you to view other people's collections (another reason to use it ;)  )
     
  10. grimlock1972

    grimlock1972 "No Mas" My Wallet

    Joined:
    Apr 20, 2009
    Posts:
    18,185
    News Credits:
    2
    Trophy Points:
    262
    Likes:
    +52
    I have been considering doing this but id like to do something like a G.I.Joe data card for each one I own. with an Image of the figure then the data and a bio.


    It will be alot of work but worth it in the end.
     
  11. Th0r4z1n3

    Th0r4z1n3 The F*cking Lizard King! Veteran

    Joined:
    Dec 20, 2006
    Posts:
    4,054
    News Credits:
    6
    Trophy Points:
    161
    Likes:
    +9
    I've been trying (1/2 assedley) to figure out how to attach an image to each entry in my database for identification purposes, once you get around the 1000 mark it's hard to remember who each and every little mini con and such is.
     
  12. grimlock1972

    grimlock1972 "No Mas" My Wallet

    Joined:
    Apr 20, 2009
    Posts:
    18,185
    News Credits:
    2
    Trophy Points:
    262
    Likes:
    +52
    unless i discover a better method i intend to use Microsoft Works word processor to make my data files as it allows pictures to be attached.

    Now Im trying to decide if i want to go with Photo of each figure or box art.
     
  13. salmonman78

    salmonman78 Mordin, my hero

    Joined:
    Apr 3, 2007
    Posts:
    2,589
    Trophy Points:
    167
    Likes:
    +1
    Ahh, I did this about 3 or 4 years back near the end of Cybertron and haven't updated it since. Figuring lately should since I am moving and redoing my case.

    I just use Excel and list them by series but then have columns for size and faction as well
     
  14. ams

    ams Generation All Veteran

    Joined:
    Feb 10, 2004
    Posts:
    6,806
    News Credits:
    6
    Trophy Points:
    221
    Likes:
    +6
    Ebay:
    For the last ten years, an ever-expanding Excel spreadsheet - over the years I've built in all kinds of crazy sorting options and filters. As nice as some of the options out there are, I maintain that building your own system is the only way to organize the information in exactly the way you want to have and manage it.
     
  15. Easterling Capt

    Easterling Capt I am Vern Schillinger

    Joined:
    Dec 14, 2004
    Posts:
    4,994
    Trophy Points:
    186
    Likes:
    +1
    Ebay:
    my collection is safe in a shurgard storage but ill do this once I get my room in october to get everything up. I will probbaly copy locus ways
     
  16. Lock Cade

    Lock Cade Tarn Fangirl TFW2005 Supporter

    Joined:
    Nov 16, 2006
    Posts:
    26,856
    Trophy Points:
    352
    Location:
    Michigan
    Likes:
    +95
    I've only made a list of all the TF figures and other toys in Microsoft Word that I update after each new purchase.

    Now that I actually stop and think about it, I think I can come up with a better way to catalog my collection... it'll be time-consuming, but the method that I have in mind will be worth it.
     
  17. Grimlock_13

    Grimlock_13 Reformed Geewunner

    Joined:
    Dec 7, 2002
    Posts:
    23,600
    News Credits:
    2
    Trophy Points:
    327
    Location:
    Boise, ID
    Likes:
    +83
    I've been taking pix of my Transformers since 2004 and I started my Excel spreadsheet in 2005 and have faithfully kept up with it. It's a great way to keep track of things.

    As far as the categories I have it by Toy's name, Series, Year it was released, What condition it's in, whether or not I've given it a new name (I enjoy doing that...most of my TFs that have a recycled name and aren't intended to be an update to the original character are gven new names), Where I purchased it (much easier for new toylines...impossible to remember where I most of my G1's from childhood), what year I purchased it and the final column has an asterisk if I've taken the pictures of it for my files. I still have quite a few pictures to catch up on, so that's useful for me.
     
  18. firehawc_69

    firehawc_69 cloppers = ignore list

    Joined:
    Aug 12, 2008
    Posts:
    10,631
    News Credits:
    9
    Trophy Points:
    216
    Likes:
    +10
    I haven't cataloged my collection, mainly because it's split up in 3 different places right now and I'm not sure what I have between G2 and A/E/C. I have, however been putting all my instructions sheets in document protectors and binders, it's a nice little flipable, condensed view of what I have. The one downfall is that Legends and Mini bots aren't in the stack.
     
  19. Hyperoptic

    Hyperoptic G1-Junkie

    Joined:
    Aug 13, 2009
    Posts:
    5,588
    News Credits:
    1
    Trophy Points:
    176
    Likes:
    +6
    For now, I keep detailed spreadsheets.
    I however have future plans of an elaborate website with in depth descriptions and photos of all the pieces in my collection. This will also help when getting to the point of selling.
     
  20. Sixshot

    Sixshot Jeff Goldbluman Group

    Joined:
    Jul 1, 2002
    Posts:
    3,166
    News Credits:
    1
    Trophy Points:
    206
    Likes:
    +1
    I was thinking about adding a portion in there about how much each figure is roughly worth. I am guessing I just need to research ebay and go from there.
     

Share This Page