Organization Techniques

This is how my collection is stored, in a very big chest.

On my computer I have a folder. It contains Excel documents, each one corresponds to a binder/box in the chest. Any new additions or changes have to be updated on the computer and I have a hard copy that I reprint every now and then.

I use an app on my phone called us coin. It takes a while to enter the data/pictures, but once you do you can carry your entire collection around with you. It backs up to Dropbox so, if you change phons,you just re-install it.

The two key pieces of information I want with every coin purchase is when I bought it and how much I paid. I use a military dating for the date, i.e. March 12, 2015 = 150312 with year first, month next and day last with two digits for each. It gives an exact date of acquisition that is always 6 digits and is really easy to identify and remains chronological.

Every invoice I have is then placed in chronological order in a three ring binder. So it only takes me moments to pull an invoice proving when I bought it, from whom, and how much I paid. For anyone who's ever had to manage an estate you can imagine how valuable that information would be.

I then use my own encryption to list the price paid (including postage, auction fees, etc.) that I can read in an instant but that would take a while to figure out if you don't know the 'code'. Most dealers do that so they know exactly what they paid for a coin. If you've seen 2 X 2's that have such things as XYS or SST or TLAA, it is likely that is the dealers cost in their own code. Most folks who use that kind of code pick a ten letter word or slogan (with no repeating letters) and assign the numbers, in order, to that word or slogan.

For example, MAKE THIS UP - might be the ten letter code I decide on. If I paid $33.10 for a coin, it would be coded KKAP (with M = 1 and P = 0). I don't use that type of system myself, although I have had the fun of decoding dealers stocks by figuring out their code. The system I use is all numerical, which is virtually impossible to decode even though it only takes me a second to do so.

In any case, those two pieces of information are often forgotten and/or lost with most inventories and I would advise their consideration. It's darned nice to know exactly when, where, and from whom any coin you own became part of your collection.

I know there are plenty of 'collectors' who have no idea what they have, where it is, or how many they have, or what they need for any particular set.

My own opinion is that if I see a person at a coin show walking around with a 'grocery list' and checking off items they purchase - that's a collector. In other words, a person who does know what they have and what they are looking for.

Again, my opinion, and somewhat provocative for those of you who fall into the category, but if you are not keeping track of what you have and what you need, you are not a collector. You are an accumulator. I don't care how many years you've been doing it. I don't care how many coins you have. I don't care how good you think your grading skills are. If you can't find the time to give your collection the care it deserves - then it's not a collection.

Hogwash

All my coins are in slabs, saflips or 2x2's and are stored in archival quality albums and I spend quite a lot of time just doing that.
I also take the time and effort to take good quality images of every new acquisition and store them in the relevant file.
Just because I am unwilling to spend endless hours in front of a computer punching in data to a database simply to tell myself what I have doesn't make me a NON collector
Just because you are happy to spend the time doing this does NOT make you more of a collector than me and I find your comment quite ignorant and rude.
As I have a busy lifestyle and actually "Have a Life" the limited time that I can spend with my coins is far better used looking at and enjoying them and NOT spent punching in data on my computer

I started my spreadsheet in the early 1980's when the collection was a lot smaller. I update it as soon as I add something to the collection. It is a really simple process that does not require hours in front of the computer.

That being said, if I did not already have the spreadsheet at this point I would be very reluctant to start one. It would certainly be a lot of work to recreate it (and not even possible as there are no other records of most purchases). Thankfully I keep multiple backups in multiple locations.

Thank you ALL for your insight ... and passion.

My goal is to prepare my coin inventory for my heirs (none of them enjoy collecting / accumulating as I do) In addition, I will want to provide them with the proper information on various methodologies, for its sale if they so choose ... I would roll in my grave if the "fair" value wasn't received for my coins.

So, gentlemen and ladies, here is the next aspect of my original inquiry ...

I would love to hear about your experiences and ideas, surrounding this concept of "future estate liquidation".

Again, thanks in advance ... I do value your feedback - Craig

I disagree about the cataloguing. It has no bearing on whether you are a collector or not. I personally think that half the fun is keeping inventory and "stock managing" my collection, but if the collection is organised then having it on paper makes little difference IMO.

I agree that it is nice to keep invoices and receipts in a binder (I do!) and I record the cost, date and source of coins also. I do this in my spreadsheets but in the case of anything in a 2x2 I write the year and acquisition cost on it, I always planned to use a code but never got around to it, maybe I will have to rewrite all the 2x2's one day and will change that but it is a bit of a non-issue given I don't show people my collection.

I keep mintage figures for modern coins, notes on varieties, notes on when and where I came by the coin, I don't usually log the grade but if there is anything notable that is recorded too, date, mintmark, description, if it is a precious metal the fineness and weight is logged too.