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SpartaCuse's Blog

20 Apr 2017

Cataloging & Updating the Collection

Coins | SpartaCuse

Well, I have been avoiding this for a while now - I have used all the excuses & distractions I have in my arsenal - It is time to update, organize, & catalog the collection - This has not really happened in about 8 years - 

Yeahs, I have notes on the days things were purchased & sold - Yeahs, the notes include prices for each item on those same days - But they are all in order of purchase date, not in date on the coin order or type 

This is one of those things if you keep up with it & update upon every purchase or sale - It is no big deal, but, ..... if you wait, .... until it grows, ...... & it begins to have a life of its own & it grabs your leg & it starts screaming at you - DO IT ! - CATALOG ME ! - ORGANIZE ME !

I would like to get the set up going something like this :

Year Coin Description Grade  ~ Buy Price   Buy Date   ~ Value  Value Date  Sell Date   Sell Price 
 
Can anyone think of any other categories to add? - Do you all think a simple spreadsheet is the way to go or should I actually purchase an actual program ? -

I do look forward to your thoughts & thanks in advance for reading 

Comments

Kepi

Level 6

I keep a hand written ledger and use an excel program as well...I've seen computers crash...It's not pretty

user_7579

Level 4

I've been looking at the Exact Change software. It appears to be really thorough.

SpartaCuse

Level 4

Been working on this for a little bit now - Doing a little here & there - Just using an Excel spread sheet - So, it is easier to add & insert new items & new "finds" - While I have been doing this little project , I have "found" 3 little "mini-hordes" of things I hid away - I don't know why I did that when I did , but It is like getting them new again - very exciting - lol

user_7180

Level 5

I use Excel spreadsheets. It covers pretty much what you and the others listed.

Alexyo?

Level 4

I don't really catalog my coins. I have so little amounts of some coins, I'd better start.

Longstrider

Level 6

I use an excel program. Back it up on my computer, put it on a flash drive and write a paper copy. Nervous guy!!

Pliny The Elder

Level 5

Waiting is a lot of extra work later. Good to start tackling it today.

SpartaCuse

Level 4

true - lol

user_9073

Level 5

I keep track of two additional things. 1) Storage location-that is Folder or Album #, Red box, etc. and also home cabinet, safe deposit box etc. 2) Along with the coin current estimated value I put the price guide source, Redbook, Greysheet, Coin Values, etc. Both will be need if somebody else has to figure out my collection.

SpartaCuse

Level 4

you are all awesome - Thank you for the feedback & have a great weekend !! Here we go !

Raye_0826

Level 4

I'm semi-"Old School" -- I've got a Microsoft Word document that I keep saved on a flash drive, and I'll periodically print a hard copy as well and stick it in my binder (and shred the previous one!) My collection is organized into bulleted lists, and I arrange the entries by country (logging Great Britain and the UK separately because I'm a NERD), then by date, and then by denomination. As an example that no one asked for, here's the entry for my 1901 British shilling: "1901 shilling (KM# 780) / Date of Acquisition: 19 April 2017 / Acquired On: eBay / Price Paid: $20 / Composition: .925 sterling silver, melt value $3.06 / Notes: Mintage 3,426,000" There's probably a much better system out there, but Microsoft Word is free, and I already know how to use it.

World_Coin_Nut

Level 5

I used to use a handwritten ledger but about 3 years ago starting using a program from Trove Software. It is excellent for US coins. It is pre-loaded with values that can be updated every year.

CoinLady

Level 6

Good idea. I think you have everything covered. Sometimes when you take inventory you may find a coin you forgot abt. I'd keep it on paper too. It's true, computers do crash!

Cataloging has its benefits: Its all there in case it gets stolen as well as a useful tool for your heirs when you die. I refer to my catalog when i find something I like on-line. Its kept me from purchasing doubles a few times.

"SUN"

Level 6

You might want a place notes like slab number.

"SUN"

Level 6

Looks like you have most things covered. You might want to use an inventory number. For cents I use 1-000, 1-001, 1-002, nickels, 5-000 and so on. I write the number on the 2 x 2 or assign a number to the holes in the albums. If the coins are in an album, I always list it in my spreadsheet.

Conan Barbarian

Level 5

you can use excel or good sheets those are easy spread sheets

Mike

Level 7

I understand there are programs out there. I'm an old timer everything is in a book. The coin ,denomination, grade, variety if one ,p rice I don't. But I can tell you within a a dollar or so. No one has to no that. Who slabed it and the certification number. And what box it's in. If it's in a NGC box or PCGS. Or the safe. Lots of luck c k it does take time but when you catch up it's a piece of cake . Be good. Mike

Sounds like your on the right track! One recommendation I would make is to keep a hard copies of all your information. All personal computers are going to crash someday. Thanks for sharing!

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