Data Base Software

MARSHELANGELO,

Many of us use self-written MS Excel spreadsheets.  Can add as many columns of info you want, link photos, sort records and it's easy to export, import and sync with mobile devices.  I find it much easier to use than MS Access.

Bill

With all due respect Bill, a spreadsheet program is not a good way to keep a DATABASE of anything.

There are many pre-built solutions out there that are true relational databases. Click the link to do a Google search on "model train database software" and you will find them.

If you know your way around computers, programming and database principles and are familiar with Filemaker Pro, you can build your own solution fairly easily.

If you are familiar with computer and database principles, or if you want to learn, both OpenOffice and LibreOffice (totally free MS-Office-compatible office suites) contain a database program that can be used to build a custom database that will do whatever you want it to do.  These programs are available for many different operating systems.

And there are plenty of free tutorials out there for these suites, as well.

Andy

Whatever you do, DO NOT buy Trainminder, It's a fraud

I built one using Microsoft Access as a teaching tool for a class I was teaching several years ago. Access is pretty easy to use, but you need to be familiar with database normalization to properly set it up so you don't have to re-type information. You can also program macros and visual basic code if you want to. I've been toying with rewriting it with fewer macros and more code behind it to speed it up.

MARSHELANGELO,

You mentioned that you have an iPhone, is your desktop Windows, Mac or Linux?

As Andy mentioned about OpenOffice. It has an equivalent of Microsoft Access.

If you are using a Mac, then MySQL is built in to the operating system, though it will take some reading on how to use it if you are not familiar with MySQL.

There is another post on using a database

train inventory system for MAC

With all due respect to our Webmaster, there are all sorts of premade database programs that can be purchased and do the job but none more simple that those suggested here. They are Excel Spreadsheet and MS Access  and if you already have Microsoft Office you have these also.... and at no additional cost.

Here is one which is in process. Nice thing is you can shrink it to fit on one sheet.

It is extraordinarily difficult to get GOOD reports out of a flat file spreadsheet. A spreadsheet is not a database. It's a spreadsheet.

Only with a true relational database can you build good reports, nicely formatted for easy reading and sorted and filtered the way you want with just a mouse click or two.

The Webmaster is correct!!

At least I think so. Having said that  I know zip about a database, I could probably take a few classes ask some friends and learn how to work one.

I don't want to do that, a spreadsheet will work just fine for me. My hobby is in the $12-$14,000 range, that includes trains, track, power supplies, buildings etc.

What a GREAT forum this is, one size does not fit all and all can offer comments.

Brent

Yes, but it is nowhere near as easy.  I ran a computer lab for a university for several years, and also did duty on their computer help line during that time, and for every corrupted database I had to deal with, I saw dozens, if not hundreds, of corrupted spreadsheets.  And the corrupted databases I did see were usually due to software glitches or hardware faults, while most of the spreadsheets were corrupted through user error or accident.  People just have to try a little harder to corrupt a database.

Andy

Andy!

Knowing what you are doing, and how the program works is the whole battle.

I have been working with spreadsheets since they first came out and have never had a problem. You can lock protect any file you wish.

Rich,

Understanding relational databases and manipulating them are not for the novice, I still work with them now. Building them yourself allows for flexibility but the typical $39.95 structured train inventory database, though it may be relational is also quite  ridged and does not always give one the flexibility as is described in the comments below.

I stand by the rationale that a spreadsheet is adequate for the typical collector/operator whose inventory probably does not exceed several 100's of pieces. Just need to know how to get the most out of the product.

The spreadsheet I show in the attachment above is a section of my total inventory just showing Locos. Right now I am using it to modify my DCS handheld listing to better suit my needs. Not to corrupt my database, I copied the loco section into a new file and am modifying it for the updated handheld purpose. When I am done, I will use parts of it to update my database with new info. The original data in my excel file is still there and protected which you can do. 

Exactly.  Unfortunately, many people don't take the time or make the effort to get to this point.

That is why I don't usually recommend spreadsheets for this kind of task to people whose computer skills are completely unknown to me, even though I keep track of my own collection with a spreadsheet.  It is a perfectly good method, provided you know how the software works and what its capabilities are with respects to what you want from it.

Andy

I have a software program called MITrains.  I really like it and have been using it for the last five years.  It has a place for item information, photo, parts needed, sale information, etc.  I have hundreds of items entered in it.  Matt 

Matt - A heads UP...  Thanks for the reference to MiTrains.  I attempted to look at this and tried to download.  But, It is Captial M, small i, Capital T rains.  MiTrains.  Capital MITrains is some kind of bad download and avoid this at all cost. 

I have now downloaded the trial version and will play with it for awhile...

Here are a couple of Filemaker forms I created for my inventory.  You just use the tools and drag, drop and size the record's text boxes, their labels, headers & footers, etc.

I can search for any record or groups of records, such as if I wanted to see all my Santa Fe/PRR/B&O/NYC/etc. items. Or just the Santa Fe/PRR/B&O/NYC/etc. locomotives, box cars, hoppers or cabooses, or just the rolling stock types individually from all roads.

Click the picture to see a larger view.

http://easy-model-railroad-inventory.rclsoftware.com/ and its free, I made a small donation and am completely satisfied

Thanks, Wood.  I have the proper one.  I also did not download it directly.  I ordered the actual version on a CD and loaded it from there.  Matt

I use EXCEL and it works fine for tracking inventory, cost, value, sales price, modifications, locomotive operating system, storage container location, condition, service performed, and  lots more. By using sorts, filters and functions, custom reports are easy to do. EXCEL files are importable and exportable into word documents, PowerPoint and other programs.

The trouble with custom programs is that they become obsolete, and in some cases newer versions are not fully backward compatible. Some require that your computer has certain operating programs. I dislike the planned obsolescence or marketing all too common in gimmick software programs that can put at risk older versions! Some custom software packages are pretty EXCEL files.

EXCEL has been around for many years, and it works for me.

Definitely an Excel spreadsheet works for me. The columns include manufacturer name, model number, year, a brief description, personal notes, paid value and current value. I separate each type of merchandise. There is a separate chart for locomotives, rolling stock, cabooses, operating cars and accessories. I also keep a totally separate spreadsheet for all of my diecast cars.

I use Excel too...the auto/custom filters allow me to see exactly what I want to see. I could get more fancy with Pivot tables but haven't seen a need for it. If you are on the fence, you have to approach it in the questions that you want answered and then match the tool to your needs, not the other way around.

If all your queries are one-dimensional like manufacturer, car type, stock number etc, then a spreadsheet works just fine. If you are doing multi-dimensional queries (or pulling from multiple tables), or want strict controls on a front end or data entry , then a database like Access works. Regardless, I'd stick with standard business software to do this - you'll learn more this way and you don't have to worry about support or upgrades as much.

Peter

You can do multidimensional queries with Excel if you set it up right.  Like you want to see all your O-gauge Atlas box cars for NYC that are brown.

You'd be amazed at what can be done with MS Access.  I got really good at it many years ago (version 2 if you can believe it) and have taken advantage of lots of enhancements in the program since.  Excel can be dangerous if you are not careful and fully aware of what's going on in spreadsheets.

All of that said, I've always regretted doing favors for friends in various different businesses with Access databases.  Kinda like creating a monster.  It's okay if you do it for yourself, but hand it off to someone who doesn't get it, and watch out.  Maintenance nightmare.  Now I just do "proof of concept" databases.  I make an application, prove that it works, then hand it off to professional developers to finalize and create a proper application.  Nowadays, we use SQL as the back end anyway.   Too many reasons to list.

Find something that's been around a while so you know it will be there over time.  If its not too expensive, pay for it .  It's worth it.

Frank

I had Train Tracker until the support went away. I am trying MiTrains online version and it seems ok. I am currently am building a spreadsheet in Excel that my daughter started for me.  What I would like to know is can anyone recommend a program so I can also edit this excel spreadsheet on my Ipad.

https://www.rollapp.com/openoffice

I'm a crackerjack MS Access & VBA programmer (if I do say so myself), use Access for many things in my professional and personal life but for my train collection I use MS  Excel and see nothing wrong with it. 

Yes, with Access you can create pretty data-entry & display screens for each record as well as elaborate reports but for my purposes I didn't need or want any of that. All I wanted was a list of what I had, including catalog number, type, description, mfg., notes, current value and hyperlinks to a photo and a website with more detail about the item. All this took minutes to set up with Excel.

As already stated by others it takes a bit of knowledge about relational database structure to do this with Access therefore IMO, a relational DB is overkill for a train collection. To each his own.

For a basic inventory program, nothing wrong with a simple excel spreadsheet. With filters and sorting can get many basic reports. Record a few simple macros to play back the filters and sorting commands and that should do the trick.

I've done a fairly complex inventory database with Acess 2007, being a beginer with Access I had to get a little help with advanced drop down menus.  If your looking for advanced or complex report then access has its advantages.

screenshot of access db: