Knife Records and Catalog - Getting Organized

[mwschilling]

I'm interested to hear if/how others keep track of their knife records (CoA's, receipts, description cards, etc). I've kept file folders of loose documents with no particular organization. This weekend I decided to use this solution. The idea was not really mine as JR Cook delivers each knife with a Cert. of Auth in a loose three ringed sleeve. I bought a binder with loose sleeves and put a photo of each knife in a sleeve with the CoA, receipt or description card behind it facing the other side. I keep an excel spreadsheet of knives and I put that in the front of the binder. The entire thing can be stored in my fireproof safe.












I like to hear how other collectors organize all the "stuff" that comes with collecting custom knives.

 

[Murray White]

I have a book with all the info from knives but I do fail to put where I get knives although I do remember most and I also fail to note to whom I may have sold a knife but I also keep a spread sheet and of course I have digital and printed images of all the knives I currently have and since the age of digital, I also have a folder of sold knives since 2001. When I can I try to have an idea of some valuation just in case I am not around unexpectedly. Life would be easier if my kids were as interested as me but I do make sure they see the knives and it will be up to them what happens in the future. For now, myself and my wife will enjoy every day of going to a knife show and an arts/craft show.

 

[Kevin Jones]

Good thread Mark, I keep a binder similar to yours for my photos and certificates of authenticity and keep a 'live' Microsoft excel spreadsheet for tracking and calculating all sorts of info on my collection. Having historic info really comes in handy sometimes.
The below is from a previous thread I posted some time back.

The knife collection management spreadsheet I developed using ms excel came up on another forum and I offered it up so I will of course do the same here. A lot of collectors are already using it as I have been offering it to those who attend my knife collecting/investing seminars for some time.

It's nothing real complicated, however offers a convenient way to accurately store and track a lot of information on your collection including documentation for insurance and estate purposes.

It lists/shows items such as photos, maker information, knife specifications & materials, date and from whom purchased, price paid, price and to whom sold, auto calculates projected ROI for collection, actual collection ROI to date, total collection cost, total collection estimated value, perspective buyer information and recording provenance.

If anyone wants to take a look, I have a template where I have left two lines of my information (one in the collection section and one in the sold knives section) so you can kick the tires and see how it works.
If you decide to use it, just delete (do not delete any bolded areas) my information, type in yours and the totals will auto calculate at the bottom. You can insert your knife photos and hyperlinks.

I certainly realize that this isn't something every collector is interested in however
if you want a copy just e-mail me @ kj1056ataol.com.

This collection tool is protected and for your personal use with my permission so please don't forward.

Here's a condensed example or mock-up of my document just to give you a snapshot of the format:

 

[mwschilling]

Kevin, that is cool and much better than mine. I like the idea of including a small photo thumbnail in the spreadsheets. That in particular would help wife/family ID each knife should that ever be necessary. I'd like to see your model.

 

[Jon Brand]

I use a Microsoft Access Data sheet. I don't do anything fancy like Kevin does with his numbers. I just manually enter my info into the boxes and leave it at that. My data spread sheet has different boxes for differenet parts of the knife, rather then one description box. I have a column for blade, handle, ivory, screws etc..

Good idea to keep the certificates in a binder. Mine are just in a file in a drawer.

 

[Kevin Jones]

Kevin, that is cool and much better than mine. I like the idea of including a small photo thumbnail in the spreadsheets. That in particular would help wife/family ID each knife should that ever be necessary. I'd like to see your model.

The thumbnails are hyperlinked, so just click on and it takes you to the full size images. I keep a back-up off site from my collection so as if there was a loss I have documentation for insurance.