Organizing My Collection -- HELP!

[Shepherd Jim]

I'm happy to report that my collection of "Rigging, Sailor & Rope Knives" has grown. And, not so glad that, with age, my brain's storage capacity and recall accuracy have decreased. I require a written-down, stored in the computer INVENTORY LIST to keep everything straight.

I'm guessing that more than a few BF members have set up either a database or spreadsheet in which to record the details of their knives. I'd rather not re-invent the wheel.

What data "fields" have you guys found most useful while keeping track of your knives over time? Right now my brain is bristling with an ever-growing list:

• Name
• Model
• Manufacturer
• Date of Manufacture
• Date of Acquisition
• Tang Stamps
• Condition
• ?????

As to the actual software used my usual approach these days is to either use MS Excel for spreadsheets or Alpha Five for databases. Though, if there's some ready made "commercial" program out there I'd certainly be interested in hearing about it.

Tnx! Jim
BTW -- I run on PC, tho people should feel free to mention any "Mac Only" solutions -- might help get a "dialogue" started! -- play nice, boys!

 

[tiguy7]

I would include fixed or folder, lock type, blade material, blade shape, handle material, length, weight, source, price, features, and story or history. Some of this can be eliminated if photos are stored. An estimate of current value may aid someone settling an estate.

 

[Toyz]

Wow - I buy and sell knives so fast sometimes it might turn into a full time job just keeping my list up to date.

I like to keep any list I have on my smartphone so it is with me at all times - will this be a consideration for you? If so, that may help you make the decision as to what program to use, as not all software generate documents that can be used on a smartphone.

 

[effer]

Excel spreadsheet is easy to use and can be opened on pc, mac, most smartphones, ipods, even just online from the mailbox.

Fields I found most useful are make, model, blade length, steel, price paid (or expected to pay in case of the wishlist). Also include 'Notes' field for anything special, like where to find it, if you stashed it somewhere or gave it to somebody. I care less about the rest and can find info online if I ever need it.

Less fields used make it easier to maintain and access on a small screen.

 

[mqqn]

Hi Shepherd Jim -

I use excel, and keep the following data -

DATE
BRAND
MODEL
PATTERN
YEAR
COUNTRY
HANDLE
#BLADES
BLADE TYPE
STEEL
LENGTH
SERIAL
COST
PURCHASE TYPE
FROM
COMMENT

Purchase type is new,used,gift etc.

When I give a knife away or sell one, I move the row from the current inventory sheet to the no longer own sheet - this way I can keep track of what I have had and where they all went.

best regards -

mqqn

 

[Shepherd Jim]

Wow - I buy and sell knives so fast sometimes it might turn into a full time job just keeping my list up to date. ...<snip>...

I'm hoping that doesn't become my problem! -- not looking to be a wheeler-dealer. I'm trying real hard to just buy knives I want for my collection. Of course, if (when!) I score a duplicate that's in better condition that what I've got, I guess I'll be forced to sell the least desirable.

Wow! Thanks for all the input!

I did appreciate the hint about not having too many fields to make it easier to "fit" everything on a smartphone. That's one of the things I like about keeping the main info in a database vs. a spreadsheet. With a database it's usually pretty easy to set up a "saved export" that doesn't include ALL the fields.

Re "steel"/"blade material": I'm not very knowledgeable about metal types -- be lucky if I could accurately spec "stainless" or "carbon" for most of my knives.

I'm gonna go off and do some thinking! Tnx again! Jim

 

[shaving sharp]

Put down what you paid for it. If you are like most of us this knife thing started as just a small hobby. Well I am about 15 years into it now and have over sixty custom made knives and I can't remember what I paid for about 30% of them. I know what they are worth today but it would be nice to be able to track how my investment has appreciated.

 

[Bob W]

Instead of a computer-based system, I use custom booklets. I create a blank form, take it to Kinkos, have it copied and bound into books of 50 pages each.

I'd be happy to send you a copy of my blank form that you could alter or customize to meet your specific needs.

However you choose to do it, it's never too early to start keeping track. My boy (three years old) is using a journal notebook ($1 at WalMart) for record-keeping of his pocketknives.

 

[Shepherd Jim]

Put down what you paid for it. ...<snip>...Well I am about 15 years into it now and have over sixty custom made knives and I can't remember what I paid for about 30% of them ...<snip>...

Yep! I hear that! I'm turning 60 this year and long ago figured out that intending to remember something is pointless and wrong-headed!

...<snip>... I create a blank form, ...<snip>... I'd be happy to send you a copy of my blank form that you could alter or customize to meet your specific needs. ...<snip>...

Hey Bob W! I (we!) would really appreciate seeing your blank record form. Is there any chance you could post it here in the thread? ...gif, jpg or pdf

 

[Bob W]

Never uploaded an attachment before, but I'll give it a try... Otherwise send a PM with your email address and I'll sent it to you direct.

------------------

Also, in addition to an information sheet, it's a good idea to have a photo/scan of each knife. And the records should be locked in a separate location as the knives. Just in case...

Looks like the upload worked. Standard Word document. Should open easily in Microsoft Office or most other word processors or office suites.

 

[mqqn]

I'm hoping that doesn't become my problem! -- not looking to be a wheeler-dealer. I'm trying real hard to just buy knives I want for my collection. Of course, if (when!) I score a duplicate that's in better condition that what I've got, I guess I'll be forced to sell the least desirable.

Wow! Thanks for all the input!

I did appreciate the hint about not having too many fields to make it easier to "fit" everything on a smartphone. That's one of the things I like about keeping the main info in a database vs. a spreadsheet. With a database it's usually pretty easy to set up a "saved export" that doesn't include ALL the fields.

Re "steel"/"blade material": I'm not very knowledgeable about metal types -- be lucky if I could accurately spec "stainless" or "carbon" for most of my knives.

I'm gonna go off and do some thinking! Tnx again! Jim

Hi Jim -

I don't find a need to see my inventory on my phone, but that is an interesting idea.

I like the excel sheet because I can do charting and pivot tables and filtering selection lists - all very easy to do.

As far as the blade material and type (i.e. sheepsfoot, clip point etc.), I can list all of a blade type, or all of a type of steel for instance - I don't know that I will need that but it will always be an option if I have it recorded.

In order to populate the fields, I just google the knife to get the details when I update my inventory.

The thing about data is that you never know what you will need (necessarily), and it is much easier to record the data up front and have it in case you need it.

I suppose for insurance purposes, you could just have a list of models and the price paid (although your insurance will only give you actual value, not replacement cost in most cases).

Good luck!

best regards -

mqqn