Cataloguing my collection....

[Mongo 1]

This part of the forum looks lonely!

I am starting a spreadsheet to record my coin collection. Hopefully this will make it easier for me to check dates, grades etc. so I do not buy duplicates as my collection grows. It should also help me, when the time comes for those "upgrades" I hear you all talk about!

What details are helpful to record? So far I have started out with: Monarch, Date, Description, Grade, Date Purchased and Price Paid.

Would anyone advise of anything else?

Edited July 5, 2012 by Mongo

[Nick 325]

This part of the forum looks lonely!

I am starting a spreadsheet to record my coin collection. Hopefully this will make it easier for me to check dates, grades etc. so I do not buy duplicates as my collection grows. It should also help me, when the time comes for those "upgrades" I hear you all talk about!

What details are helpful to record? So far I have started out with: Monarch, Date, Description, Grade, Date Purchased and Price Paid.

Would anyone advise of anything else?

You might also want to include: reference numbers (eg Spink, Davies etc), seller, value, advertised grade and a link to a picture.

[TomGoodheart 373]

Mine are straightforward, all being the same monarch and denomination, but I have a space for the Spink reference number (and one for the specialised notation suggested by Michael Sharp for Charles I shillings. No point checking, thinking 'Oh, I have an 1873 shilling already' only to find out you have an A1-B and have just missed out on a B1-A (I made up those for illustration, but you get the idea))

I also, it being a spreadsheet, keep a running total of how much I have spent. When I sell on a coin and upgrade it I delete the initial entry and price and put in the new one. Hopefully you'll never need to tell an insurance company the value of your collection (which is of course, not the same as what you spent!), but a total might be useful one day.

(Actually I have two spereadsheets, one in Spink/type/date of minting order so I can check if I have a particular variety, the other in date purchased order which tells me how much of my budget I have left to spend. I guess most people spend out of income so maybe that's not relevant, but I have a fixed amount and it's useful to know at a glance how much is there.)

The other things I do are keep a photographic record of all my coins. Partly against loss, but mainly so I can check a photo against a potential purchase. If you have one of those new-fangled mobile devices you can carry around with your records on a memory stick or card, all the handier.

Finally, each coin has a ticket. A few came with one, (some came with bloody irritating square ones that don't fit my storage trays, thank you DNW et al!) but I always write one myself. It sits under the felt at the bottom of the tray hole, but less and less people seem to use them, so it's more of a quirk than a useful thing I guess!

[Peter 615]

You might want to add "source" and other comments such as provenance,mintage,rarity,

You can always add other columns as you see fit.

[Accumulator 52]

Mine are straightforward, all being the same monarch and denomination, but I have a space for the Spink reference number (and one for the specialised notation suggested by Michael Sharp for Charles I shillings. No point checking, thinking 'Oh, I have an 1873 shilling already' only to find out you have an A1-B and have just missed out on a B1-A (I made up those for illustration, but you get the idea))

I also, it being a spreadsheet, keep a running total of how much I have spent. When I sell on a coin and upgrade it I delete the initial entry and price and put in the new one. Hopefully you'll never need to tell an insurance company the value of your collection (which is of course, not the same as what you spent!), but a total might be useful one day.

(Actually I have two spereadsheets, one in Spink/type/date of minting order so I can check if I have a particular variety, the other in date purchased order which tells me how much of my budget I have left to spend. I guess most people spend out of income so maybe that's not relevant, but I have a fixed amount and it's useful to know at a glance how much is there.)

The other things I do are keep a photographic record of all my coins. Partly against loss, but mainly so I can check a photo against a potential purchase. If you have one of those new-fangled mobile devices you can carry around with your records on a memory stick or card, all the handier.

Finally, each coin has a ticket. A few came with one, (some came with bloody irritating square ones that don't fit my storage trays, thank you DNW et al!) but I always write one myself. It sits under the felt at the bottom of the tray hole, but less and less people seem to use them, so it's more of a quirk than a useful thing I guess!

Actually that is one of the most important requirements to me. I have photos on the website and back this up with a spreadsheet. The insurance company can view the photos and I give them a cut down version of the spreadsheet so, hopefully, there would be no argument should anything nasty happen.

[Mongo 1]

Thanks guys! Most helpful, as usual

I was thinking of using the "Description" column for some of the details you suggested, so an example would be: Farthing, High Tide, Big Nose variety, sexy legs issue, Darkened, Spink 99999999.... etc..

I may do the photo reference too, but will have to wait until I get a decent camera.

[Peckris 579]

This part of the forum looks lonely!

I am starting a spreadsheet to record my coin collection. Hopefully this will make it easier for me to check dates, grades etc. so I do not buy duplicates as my collection grows. It should also help me, when the time comes for those "upgrades" I hear you all talk about!

What details are helpful to record? So far I have started out with: Monarch, Date, Description, Grade, Date Purchased and Price Paid.

Would anyone advise of anything else?

There have been several threads which have addressed that subject in this forum. If you dig a little, you will find where people have listed all the fields they have on their spreadsheet or database. For example, I use FileMaker Pro and my database has many fields some of which are unique to my collecting interests, for example Seaby/Spink values for about 9 or 10 different years ranging from the late 60s to current.

Just make sure that whatever solution you adopt, it's expandable for future needs. You really wouldn't want to start all over again in a year or few.

[declanwmagee 122]

I've had a right good cull of my stupid database recently, so I've got the number of fields down to 69 for an individual coin.

The lookup table that holds information about all the possible coins I could get is still a bit out of hand though: 148 fields

[Paulus 1,942]

Thanks guys! Most helpful, as usual

I was thinking of using the "Description" column for some of the details you suggested, so an example would be: Farthing, High Tide, Big Nose variety, sexy legs issue, Darkened, Spink 99999999.... etc..

I may do the photo reference too, but will have to wait until I get a decent camera.

I also like to record the seller info in several fields and comments, such as what was their grading, original asking price or BIN price etc. This helps (especially for new sellers and dealers) to establish who is really fair regarding pricing and grading, (extremely important! - there are some ( a very few!) I trust enough to buy a coin without seeing even the pics!!)

[Colin G. 147]

Farthing, High Tide, Big Nose variety, sexy legs issue, Darkened, Spink 99999999

I can't believe you have one of those already, I have been looking for years

[declanwmagee 122]

I also like to record the seller info in several fields and comments, such as what was their grading, original asking price or BIN price etc. This helps (especially for new sellers and dealers) to establish who is really fair regarding pricing and grading, (extremely important! - there are some ( a very few!) I trust enough to buy a coin without seeing even the pics!!)

that's a good idea.

oh crikey

[Paulus 1,942]

I also like to record the seller info in several fields and comments, such as what was their grading, original asking price or BIN price etc. This helps (especially for new sellers and dealers) to establish who is really fair regarding pricing and grading, (extremely important! - there are some ( a very few!) I trust enough to buy a coin without seeing even the pics!!)

that's a good idea.

oh crikey

What's the maximum no. of columns in your version of Excel Declan?

[declanwmagee 122]

I also like to record the seller info in several fields and comments, such as what was their grading, original asking price or BIN price etc. This helps (especially for new sellers and dealers) to establish who is really fair regarding pricing and grading, (extremely important! - there are some ( a very few!) I trust enough to buy a coin without seeing even the pics!!)

that's a good idea.

oh crikey

What's the maximum no. of columns in your version of Excel Declan?

255

I bet you've got 107 more good ideas...

[Rob 2,998]

I have two databases.

The first is the collection by reference number which links to a file on that specific coin, but also has the denomination, date, description, acquisition date, cost, source, reference (Peck/Freeman/Spink etc), catalogue value (for insurance purposes) and collection note which details the appropriate collection criteria.

The second lists the collection criteria together with all the components of those criteria which are person in whose name a coin was struck (including episcopal issues), denomination, metal type, metal provenance, minting process, error/fault, attributed designer, initial or privy mark including overstruck marks, minting location, type examples, sundries and finally too nice to sell even if it means duplication. So for example, there are over 200 rulers or bishops in whose name a coin was struck, or nearly 200 attributed designers.

By trying not to duplicate types or designs, it should end up as a nice eclectic mix with a bit of everything encompassing most of the things seen on British coins. Some duplication is inevitable.

Edited July 5, 2012 by Rob

[Peter 615]

Save this info to a spare hard drive.My business accounts nearly went AWOL with out this 5 minute exercise

[Accumulator 52]

Save this info to a spare hard drive.My business accounts nearly went AWOL with out this 5 minute exercise

The best thing I have done recently is subscribe to an automated off-site back up facility. All of the data on my pc (actually I choose which) is constantly backed up in the background, and I can log in at any time and download the backed-up data. I can even access it from my iPhone or an iPad. The initial backup took about a month to complete (80Gb in my case) but subsequent backups happen almost in real time.

The system I use is Carbonite, but I know there are others. Well worth a few pounds a month!

[Mongo 1]

Farthing, High Tide, Big Nose variety, sexy legs issue, Darkened, Spink 99999999

I can't believe you have one of those already, I have been looking for years

I have two! Not for sale at any price

[Mongo 1]

I have two databases.

The first is the collection by reference number which links to a file on that specific coin, but also has the denomination, date, description, acquisition date, cost, source, reference (Peck/Freeman/Spink etc), catalogue value (for insurance purposes) and collection note which details the appropriate collection criteria.

The second lists the collection criteria together with all the components of those criteria which are person in whose name a coin was struck (including episcopal issues), denomination, metal type, metal provenance, minting process, error/fault, attributed designer, initial or privy mark including overstruck marks, minting location, type examples, sundries and finally too nice to sell even if it means duplication. So for example, there are over 200 rulers or bishops in whose name a coin was struck, or nearly 200 attributed designers.

By trying not to duplicate types or designs, it should end up as a nice eclectic mix with a bit of everything encompassing most of the things seen on British coins. Some duplication is inevitable.

Now you are just showing off! Makes my spreadsheet look like something I done at Playschool!

Lots of nice ideas for me to add now, thanks everyone. Like it has been suggested, the good thing about spreadsheets, is the ease of being able to add more columns as I need to.

I guess recording the coins you have is all part of the fun of collecting!

[Rob 2,998]

I have two databases.

The first is the collection by reference number which links to a file on that specific coin, but also has the denomination, date, description, acquisition date, cost, source, reference (Peck/Freeman/Spink etc), catalogue value (for insurance purposes) and collection note which details the appropriate collection criteria.

The second lists the collection criteria together with all the components of those criteria which are person in whose name a coin was struck (including episcopal issues), denomination, metal type, metal provenance, minting process, error/fault, attributed designer, initial or privy mark including overstruck marks, minting location, type examples, sundries and finally too nice to sell even if it means duplication. So for example, there are over 200 rulers or bishops in whose name a coin was struck, or nearly 200 attributed designers.

By trying not to duplicate types or designs, it should end up as a nice eclectic mix with a bit of everything encompassing most of the things seen on British coins. Some duplication is inevitable.

Now you are just showing off! Makes my spreadsheet look like something I done at Playschool!

Lots of nice ideas for me to add now, thanks everyone. Like it has been suggested, the good thing about spreadsheets, is the ease of being able to add more columns as I need to.

I guess recording the coins you have is all part of the fun of collecting!

It's not a question of showing off, rather finding a means of recording the data relevant to your collection in an easily viewable and retrievable manner. As long as you have the ability to sort data, the important consideration is the number of fields you might need to sort. If you don't need to sort data, keep that in a file dedicated to the specific item.

[Mongo 1]

I have two databases.

The first is the collection by reference number which links to a file on that specific coin, but also has the denomination, date, description, acquisition date, cost, source, reference (Peck/Freeman/Spink etc), catalogue value (for insurance purposes) and collection note which details the appropriate collection criteria.

The second lists the collection criteria together with all the components of those criteria which are person in whose name a coin was struck (including episcopal issues), denomination, metal type, metal provenance, minting process, error/fault, attributed designer, initial or privy mark including overstruck marks, minting location, type examples, sundries and finally too nice to sell even if it means duplication. So for example, there are over 200 rulers or bishops in whose name a coin was struck, or nearly 200 attributed designers.

By trying not to duplicate types or designs, it should end up as a nice eclectic mix with a bit of everything encompassing most of the things seen on British coins. Some duplication is inevitable.

Now you are just showing off! Makes my spreadsheet look like something I done at Playschool!

Lots of nice ideas for me to add now, thanks everyone. Like it has been suggested, the good thing about spreadsheets, is the ease of being able to add more columns as I need to.

I guess recording the coins you have is all part of the fun of collecting!

It's not a question of showing off, rather finding a means of recording the data relevant to your collection in an easily viewable and retrievable manner. As long as you have the ability to sort data, the important consideration is the number of fields you might need to sort. If you don't need to sort data, keep that in a file dedicated to the specific item.

I know Rob, was only playing!

It is amazing how many different details can be recorded for a single coin. A long way from when I first started collecting, I used to think a Penny was a Penny... Thanks to this forum, I now know to look closer!

[Peckris 579]

Save this info to a spare hard drive.My business accounts nearly went AWOL with out this 5 minute exercise

The best thing I have done recently is subscribe to an automated off-site back up facility. All of the data on my pc (actually I choose which) is constantly backed up in the background, and I can log in at any time and download the backed-up data. I can even access it from my iPhone or an iPad. The initial backup took about a month to complete (80Gb in my case) but subsequent backups happen almost in real time.

The system I use is Carbonite, but I know there are others. Well worth a few pounds a month!

I use Dropbox, which is free. I only get 3GB but that's enough for everything except music, pictures and movies (for which I have an external HD). But like your solution, it backs up everything invisibly in the background, so worry-free. I have all word processing docs, spreadsheets, databases, emails, and a few selected pictures. Plus all my browser bookmarks and my address book.

[Coinery 926]

Save this info to a spare hard drive.My business accounts nearly went AWOL with out this 5 minute exercise

The best thing I have done recently is subscribe to an automated off-site back up facility. All of the data on my pc (actually I choose which) is constantly backed up in the background, and I can log in at any time and download the backed-up data. I can even access it from my iPhone or an iPad. The initial backup took about a month to complete (80Gb in my case) but subsequent backups happen almost in real time.

The system I use is Carbonite, but I know there are others. Well worth a few pounds a month!

I use Dropbox, which is free. I only get 3GB but that's enough for everything except music, pictures and movies (for which I have an external HD). But like your solution, it backs up everything invisibly in the background, so worry-free. I have all word processing docs, spreadsheets, databases, emails, and a few selected pictures. Plus all my browser bookmarks and my address book.

A job for tomorrow I think!

[Peckris 579]

Save this info to a spare hard drive.My business accounts nearly went AWOL with out this 5 minute exercise

The best thing I have done recently is subscribe to an automated off-site back up facility. All of the data on my pc (actually I choose which) is constantly backed up in the background, and I can log in at any time and download the backed-up data. I can even access it from my iPhone or an iPad. The initial backup took about a month to complete (80Gb in my case) but subsequent backups happen almost in real time.

The system I use is Carbonite, but I know there are others. Well worth a few pounds a month!

I use Dropbox, which is free. I only get 3GB but that's enough for everything except music, pictures and movies (for which I have an external HD). But like your solution, it backs up everything invisibly in the background, so worry-free. I have all word processing docs, spreadsheets, databases, emails, and a few selected pictures. Plus all my browser bookmarks and my address book.

A job for tomorrow I think!

Haha. DO IT NOW!!!

[argentumandcoins 70]

I use pen and paper, it even works in a power cut!

My accounts are done the same way Peter. If my accountants want £750 a year out of me they can bloody well earn it!!

[Peckris 579]

I use pen and paper, it even works in a power cut!

My accounts are done the same way Peter. If my accountants want £750 a year out of me they can bloody well earn it!!

As long as you keep the paper away from the candle flame