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View Full Version : How do you organize/inventory your collection?



SirSteve
10-22-2009, 02:05 PM
How do you organize/inventory your collection? Software? Website? Paper? What factors are important to you in your organizational methods? Examples: Condition, Price Paid, Value, Where you purchased it, etc.

DarkJedi5
10-22-2009, 02:46 PM
I use a spreadsheet, organized with tabs for different movies (or EU, Clone Wars, etc.) alphabetized with a link and the number that I have of that particular figure and some times a reminder if I would like to acquire more copies of that figure. The list includes not just basic figures but also creatures and vehicles. I organize them this way because I store them this way, generally (vehicles and larger creatures are stored separately from the smaller figures). I'll admit I have tried using Collect Station but it's been a while since I logged in and not everything I was looking for had been added to the site yet. Also, I've been maintaining that single spreadsheet for years now and as I started setting up a Collect Station account after a few hours of work with seemingly little progress I began to realize just how daunting the task would be.

Tycho
10-22-2009, 02:52 PM
Right now I'm organizing stuff I have in storage on paper.

I bought to build dioramas and only buy what I plan to open.

I'm organizing

1. by movie (temprorarily)
2. by scene (like the Coruscant airspeeder chase)
3. by color of the room it will be displayed in (Coruscant will be black)
4. then all scenes will be put in their color-coded rooms (black, tan for Tatooine, etc)

If characters like Ewoks are borrowing Imperial blasters, I want to record from which figures, in what scenes, I borrowed them from. That way I could make sure my loose collection is complete, even if all parts of some toy is not located by the rest.

What is loaned?
What is borrowed?
Where's the packaging? (I often split up comic 2 pack characters).

I may throw out trash I don't need when I move and make a permanent set-up. But that's in the future.

I will electronically back-up my data once my project is over and I've rested.

I think I'll be done with the paperwork by January.

It could be some time after that when I feel like going back and re-recording this data. I long for a break as it is. How did I accumulate so much stuff?

jamesbondo07
10-22-2009, 03:37 PM
I am using Microsoft Access to keep track. I have fields for price, which movie, What collection, OTC, POTF, etc....., value (I only use this for carded figures), how many. Generally with this information I can run a simple query to get any information for totals I want.

Ando
10-22-2009, 04:03 PM
I keep track of my collection in my head.

If I had to wright it all down, I could probably remember most of what I have. Not necessarily how many of what particular clone trooper per se, but I could probably tell you all of the vehicles for sure.

Neuroleptic
10-22-2009, 04:16 PM
Because I limit the amount of space I can use for my collection to a book shelf, three small shelves in the living room, the top of the filing cabnet next to my computer, and a dresser in my bed room, I can organize my collection in my head. I can tell the instant something as small as a blaster is missing.

. . . . that reminds me. I'm trying to figure out where the deathstar gunner's helmet went.

SirSteve
10-22-2009, 04:25 PM
Thanks for the feedback. We have created a short survey here (http://www.surveymonkey.com/s.aspx?sm=_2fXjUoqrBaiGVg5u0PnIPAA_3d_3d) if you would be so kind and take it. By all means though, continue the thread replies...

JediTricks
10-22-2009, 04:31 PM
I organize my collection mostly by looking at it visually as what's on display, and anything not up I generally go by memory.

Ando
10-22-2009, 04:38 PM
I keep track of my collection in my head.

If I had to wright it all down, I could probably remember most of what I have. Not necessarily how many of what particular clone trooper per se, but I could probably tell you all of the vehicles for sure.

Also, I keep my vehicles organized in Rubbermaid bins by era/movie down in the basement.

Since I primarily collect Episode II and Episode III vehicles, it's pretty easy to keep track of what I have. ARC-170's, Rep. Gunships, V-19's, V Wings, and Jedi Starfighters all disassemble/breakdown very easily and are easy to store in modular containers like Rubbermaid bins.

pbarnard
10-22-2009, 04:45 PM
1 Stormtrooper, 2 stormtroopers, 3 stormtroopers...557 stormtroopers, *knock knock*, Son of a...(resorts) 1 stormtrooper, 2 stormtroopers.

Really don't inventory the SW stuff like I do GI Joe. I think size is a little intimidating. I know where it goes when it is set up (in the cantina, jabba's palace, bespin freeze chamber etc). I fill in army builders to make it look nice, and than just find a place for the rest of it that makes some sort of nice display.

SirSteve
10-22-2009, 04:57 PM
I use to keep track of my collection in my head... until I started buying stuff I already had! I spent more time taking stuff back to the store that I've already had than to just take some time and catalog it properly.

DarkJedi... v2 is much better and yes, it could be time consuming but at the same time, rewarding as you go through and remember what/when/how you got it... the thrill of the hunt. :thumbsup:

bigbarada
10-22-2009, 06:08 PM
Usually, if my collection gets so big that I can't keep track of it by memory alone or a quick visual survey, then it's time to start whittling it down.

Darth Jax
10-22-2009, 07:28 PM
use spreadsheet to record who, series, UPC, accessories, status (open/carded) & quantity for all my SW & Joe figs & vehicles.

morpheus282
10-22-2009, 09:13 PM
2 Darth Vader cases, 2 C-3PO cases, 2 Millenium Falcon cases, 1 R2-D2 case, one vinyl ESB case, three large Rubbermaid bins, and various shelves on four bookcases.

I tried to be organized about it once and failed. Collection Station came out and I tried again, but I can never manage to get logged back in after that first time (tried resetting my password, but can't do that either). At this point, I give up on organizing and concentrate on enjoying. One day all this plastic will end up in the hands of my kids, at that point it's their choice/problem to inventory and catalog.

Devo
10-23-2009, 12:10 AM
I long since gave up trying to catalogue my collection - well my Star Wars collection at least. Yeah I could name all the vehicles and quantities but no way could I inventory my figures or assign the correct accessories to the correct figures. I just buy them for my future dioramas and thats it.

Tycho
11-01-2009, 05:39 PM
I'm still working on Attack of the Clones.

I bought figures to make separate scene-by-scene depictions of Geonosis:


the arena beasts
Mace vs. Jango
Obi-Wan vs. Acklay (once he has his saber again)
the arrival of the Clones on their gunships
the battle of Geonosis


This is a lot of Clones and Droids!

AmanaMatt
11-01-2009, 07:55 PM
I used to have mine organized by release date, and wave of course...I used to have it all on paper, but gave that up. When I buy a fig to keep carded, which has become rare these days, I still go off release date

Devo
11-02-2009, 10:35 AM
I'm still working on Attack of the Clones.

I bought figures to make separate scene-by-scene depictions of Geonosis:


the arena beasts
Mace vs. Jango
Obi-Wan vs. Acklay (once he has his saber again)
the arrival of the Clones on their gunships
the battle of Geonosis


This is a lot of Clones and Droids!

Do you 'blend' dioramas? I find its a useful way of reducing the amount of figures, vehicles, beasts etc that I have to buy in order to represent more than one scene from a film or films. For example any Mos Espa diorama I want to set up for a TPM or AOTC scene automatically is also my Mos Eisley scene for ANH because they are fairly compatible. Likewise the individual AOTC scenes you mention all get lumped into one so although I might need more than one Obi-wan for 'mini-scenes' any battle droids or clones from one scene are good for the other. My BMF, interior and exterior, will be home to as many scenes from as many of the OT films as it can feasibly fit.

dindae
11-02-2009, 11:55 AM
I really don't track stuff I do have. I have a list of things that have been released that I don't have. It is a much smaller and more manageable list since I was a completist for so long. I can still remeber most of it. I might get fuzzy on how many Darth Vaders I have acquired but that is probably because I really don't want to think about it.

Tycho
11-02-2009, 01:54 PM
Do you 'blend' dioramas? I find its a useful way of reducing the amount of figures, vehicles, beasts etc that I have to buy in order to represent more than one scene from a film or films. For example any Mos Espa diorama I want to set up for a TPM or AOTC scene automatically is also my Mos Eisley scene for ANH because they are fairly compatible. Likewise the individual AOTC scenes you mention all get lumped into one so although I might need more than one Obi-wan for 'mini-scenes' any battle droids or clones from one scene are good for the other. My BMF, interior and exterior, will be home to as many scenes from as many of the OT films as it can feasibly fit.

Sometimes I do what you're talking about, sometimes I don't.

For example, I have a big comic-book store style display case that has 2 vintage Death Star Playsets, the Imperial Shuttle between them, and shelving that resembles the Death Star corridoors in the middle. Both ANH and ROTJ Death Star scenes appear inside this display - but ROTJ goes on the lefthand vintage Death Star and by the Shuttle, and ANH is on the cross-shelving and the right hand vintage Death Star.

I don't blend Mos Eisley and Mos Espa at all. In fact, PT and OT scenes are going to be in separate rooms entirely.

With the Geonosis Arena, I am not blending either. I liked the Acklay, Reek, and Nexu, and wanted to display the gladiator style execution fight separately, and then re-do the scenes for when the Jedi fight the droids, and then re-do it again for when the Clones arrive on Republic Gunships. Yeah, I spent A LOT on duplicate figures, playsets, beasts, everything. But I was a little excited (you think?). Display space will probably be an issue, but this is going in a room with minimal furniture (i hope), so it won't cause that much trouble.

SirSteve
11-02-2009, 02:43 PM
Thanks everyone for taking the survey and the feedback! It really has helped us!

bobafrett
11-03-2009, 08:51 AM
I diodn't see this thread, but I did take the survey.

In answer to your original question, I was trying to take a photographic inventory of my collection of everything from my GG and Kenner Vader statue(s) down to pez dispensers and stickers. That got disrupted when I met my wife, and I lost where I was in the photography process, what items I had photographed, and what had left to be photographed, now everything has been shuffled around, some of it has been packed away. And back when I was taking my original photographic inventory, I was working three jobs, but I knew where I had left off. I would spend the day getting pictures of every item in a particular section of my room.

As far as condition on any of the collection, it really doesn't matter a whole lot to me, as I never intend to sell any of my collectibles, even when I have had some rough times finacially, selling my collection was not in a list of my options. I do care if a bubble is really smashed on a figure, especially if it's the only one I have of that figure. I made that mistake ordering a whole wave of non mint condition figures from EE, if I was an opener, it wouldn't have mattered as much, but being a carded collector, having a whole section of figures with the bubbles crushed is a hard thing to take.

Much of my collection is covered with a layer of dust, not bacause I don't love my figures, or other collectibles, but it would take me much to long to dust them once a week. I do enjoy collecting, I do miss the hunt, since finacially I can't afford to run and buy everything I would like these days. Plus space being limited as it is, and a wife who places here angel knicknacks right next to the Dark Lord of the Sith just makes me cringe.

dindae
11-03-2009, 11:16 AM
Steve, one thing I think would be useful would be a check all feature for a line of figures and then you could go back and modify. So if you had all of the saga wave except Ephant Mon you could add all of the figures and then just go in and remove one figure. I'm sure several people could use this at least once.

DarkArtist
11-03-2009, 06:12 PM
right now my collection is not well organized at all since it's still packed in boxes throughout the house. waiting till the house is fully painted and set-up before unpacking anything and then having to repack it all again...

i would like to organize it by movie but still no 100% sure how it will all work out. all depends on how much stuff I can get onto the shelves for display.

Miracle
01-11-2010, 07:28 AM
I use special software (Movienizer (http://movienizer.com/)) I can organize my collection and browse it by movies, persons, rating, location etc. When I enter any film in the database, the program can easily download any information about the movie, supports many internet databases and besides I can add my own scripts there. I also often give my dvds to friends and with its loan manager I can easily track where my dvd is.

Tycho
01-11-2010, 03:22 PM
I use special software I can organize my collection and browse it by movies, persons, rating, location etc. When I enter any film in the database, the program can easily download any information about the movie, supports many internet databases and besides I can add my own scripts there. I also often give my dvds to friends and with its loan manager I can easily track where my dvd is.

That's cool. I am presently recording where my accessories to action figures went. So like when an Ewok needs a blaster, and some Imperial doesn't (like if they're serving on the Death Star and don't walk around armed usually), I can track down how to complete a figure and where his loaned parts are. But I also want to have it in my inventory WHO has borrowed the parts, etc.

Your system probably does that. I once tried to write a complex database using Access, but I never completed it and my collection was put into storage - not by me. I'm using pen and paper in my storage now but hope to eventually put my stuff onto CollectionStation as a backup to my paper records.

Darkross
01-11-2010, 09:29 PM
I use an Excel spreadsheet to keep track of mine and my son's collections. I keep track of the figures, the line, battle packs, lego, books, movies, games, pins, and other collectibles. I am notorious for not keeping it 100% current though...since I collect several items, it is usually several months before I go through my collection and update my list.

SirSteve
01-12-2010, 03:26 AM
I use an Excel spreadsheet to keep track of mine and my son's collections. I keep track of the figures, the line, battle packs, lego, books, movies, games, pins, and other collectibles. I am notorious for not keeping it 100% current though...since I collect several items, it is usually several months before I go through my collection and update my list.

Have you tried CollectionStation.com (http://www.collectionstation.com)? It's still in beta but give it a try...