How do you keep track of your trains?

yes I set up a simple spreadsheet i created myself  to track my collection with controls factored in to summarize the collection by type of train and by maker.

I have an iPhone and I took a picture of all the cars that I am looking to buy additional cars to add to my growing fleet. That way I don't duplicate road numbers or cars etc. It's readily accessible to me at all times, especially handy when surfin' da Bay. I'm not sure how I lived without an iPhone before.

Andy J.
Member TCA & TTOS

Spreadsheet, day I bought it, where I bought it, what I invested, catalog #...

 

Just keep it on a flash drive so the spouse doesn't see the "real" numbers! 

I use to use Microsoft Access, but a few years ago converted it to an Excel spreadsheet so that I could view it on my iPhone.

I also use to use Access.  Now I use FileMaker Pro '11 on my iMac, which is similar to Access as you can create a database using provided templates or create your own.  You can also import an Excel file to populate the FileMaker database.

 

Using the "Find Mode" you can create queries/reports as you can in Access.  And with the "FileMaker Go" app you can download your train inventory to the iPhone.  

 

I download the finds/queries I create to my iPhone so I can quickly view just my diesel, steam or electric locomotives or freight or passenger cars, also buildings & accessories, etc. rather than scroll through my entire inventory list.  They appear in the FileMaker Go app as separate files.

A few years back I tried to catalog everything using Excel. I travel 11 months out of the year and am always purchasing items at train shops and meets. I really don't know what I have in rolling stock as most is packed away.I am sure I have duplicates galore.I do have a good handle on recalling from memory what I have as far as locomotives go a I focus on large steam and 1st generation diesels and electrics. 1935-1955 time frame.

 

In other words,I'm not very good at keeping my Excel inventory up to date.

I put together an excel spreadsheet. I created pages for different categories (engines, caboose, passenger, etc). Teh page for each category has each item listed with the pertinent info - and a link to a photo. I store all the photos (and the spreadsheet) in the same standalone folder. The folder is backed up to an external device on a regular basis.

 

I do my best to make a spreadsheet NOT look like a spreadsheet. Excel has a very large palette of colors and effects to customize it to your own liking.

 

My primary reason for putting the spreadsheet together had more to do with maintaining an inventory for insurance coverage. I've expanded it since with little "features" to be more useful. At the top of each page, I have a place where I can enter the vendors part number and it will then check the list of obtained items for duplicity. I suppose that could be expanded to the "home" page so that it checks all pages...but I just haven't got around to doing it.

 

I should mention that when I first put it together, I placed a photo of each item in the spreadsheet. I ended up removing all the photos and putting in just a link as it took forever and a day to open the spreadsheet.

 

When I was a collector, I had a simple excel spreadsheet.  Now, since I'm primarily an operator, most of the trains stay on top of the layout and I'm constantly reminded of what I already have.  Since I know what I already have, I spend my time looking for specific trains rather than buying whatever look neat to have.

 

Jim

I just look at the layout where everything is parked.  I like the idea of storing images through iPhone photos.

There is only one full proof way... Display them!

Trains in boxes are a waist!

Actually, and I know this will bring me grief in time, I don't track them at this point.

I pretty much know what I have and most of it is on the layout. 2 car sets are boxed awaiting yard space on the enlarged layout in progress.

I will do a database one of these days, Not worried about what I paid tho, just What I have VS want/need.

I've never kept track of mine. Whenever I need a pick me up I just go digging thru boxes and its like christmas time. I dont mind buying cars I already have because if one is good then three is even better even if they all have the same road #'s. One day when I get my track finished outside I'll probably do some inventory but until then I'm just swingin in the tree tops enjoying this ride.

Thomas

I use an Excel spreadsheet.  Keeping track of the spreadsheet was a problem til I put it on my Skydrive - also much more useful for insurance.  Now I can open and edit as needed from any PC's browser, and from my WP7 phone.

 

All the photos are separate.  On the PC they're fairly easy to get to, but I haven't linked in the sheet - that's a good idea.  For insurance purposes all photos are also on Flickr, but even with over 50K photos on Flickr I don't keep them well organized.

 

I don't mind duplicates though.  I've got 10 of the same boxcar, 10-12 of the same ore car,  14 passenger cars from an 8-car series, etc.  If I get a piece that it turns out I already have, well, I must have wanted it enough to want 2 of them.

Do not know exactly what I have, but every box has a reciept in it.

By not having a lot of them. By having only what I need and not what I want.

 

Pete

Spreadsheets are so last century.  With the 16 GB iPhone you can put pictures of all your rolling stock and engines in your phone and have them readily accessible. That way it's always with you whenever you need it. :-) when you buy a new piece of rolling stock or locomotive, simply take a picture of it before you put it on your layout.

excel program

Simple ACCESS database listing.  It has item number, mfg, type, name/cab number, condition, when made, when purchased, price paid, and current value.

I have three ways (Word documents, Computer program with everything including photo and card catalog)

 

With the Word documents I see what I have at a glance.

I have three simple word documents:

1. Rolling Stock

2. Locomotives

3. Accessories

 

Each item has discription, make, number, date of purchase and cost, all on a single line for each item.

Rolling Stock is divided into sections (Boxcars, Stockcars, Tankers, Cabooses, Passenger, etc.) In alphabetic order.

Locomotives are divided into sections (Conventional, TMCC, DCS, LEGACY)[note: for command locomotives address number is on list].

Accessories are in alphabetic order.

 

The Computer program is very detailed with area for discription, operating instructions, parts, date of manufacture, place purchased, photo, where stored, box, condition, any maintainence etc.  This is so detailed that it is only good for keeping track of everything but not handy or quick.

 

The Card Catalog is only a back-up and not convient or quick.

 

I have way too many items to keep on layout/layouts all at the same time.

I have my favorite items photos on iphone, but to keep all there would not be simple or easy to keep track of.

So, for me the word documents are the easiest to keep track of model railroading items.

 

Mike

I use a check mark next to the listing inside a Greenburg's pocket price guide.  It's simple, easy and it's portable.

 

Paul

I use an Excel spreadsheet that I keep on a portable hard drive. I use a separate spreadsheet to catalog my diecast vehicles. The spreadsheets have a full description, year of manufacture, catalog number, estimated value and additional comments.  

I let others keep track of my trains.  Example, I was at Dan Pantera's last year admiring a Overland Auto Rack painted for the Union Pacific.  I said something to Dan about what a beautiful model it was. Dan said it should be, it's yours, you loaned it to me so I could copy the paint scheme.  A mind is a terrible thing to loss, if anyone finds mine please return it.  File Maker Pro works great if I would just use it.

 

I use MS Access. If I get some time down the road, I'm going to re-write the front end and re-do some of the screens.

I should--but I haven't.

 

I started a database using a freeware program called RRtrains 2000 (which isn't attuned to O-Gauge in particular, so no canned data to pick from), but the size of the task proved daunting enough that only a few entries were made to test it.

 

I'll eventually come back to it--the other alternatives aren't really workable:

--Excel: None of my PC's came bundled with it (my most recent one had a trial version of Office that stops working after a certain number of uses.

--Smartphone: Don't have one. Don't really want to pay $80 a month for one (long story, but I may be forced into it eventually).

 

---PCJ

I use Bento, Apple's simple version of FileMaker.   There are versions for the Mac and for Apple's mobile devices (iPhone, iPad, iPod touch) which sync easily.  Since the phone is always with me, I always have convenient access to a database of all my trains.

 

I used one of templates that are included with the package - not perfect, but it works well for me and was super easy to set up.

Does anyone use Trainminder? Doug

For now I have a little notebook with the headings; MFG, #, DESCRIPTION, PRICE. I enter whatever I buy on to the list as soon as I bring it home from the LHS. I keep a running tally of the total amount spent on all train related items. I will put it on a database and email it to my insurance agent.

I use Train Tracker 3.0, an old program that serves my purposes well. I don't believe it is available anymore.

Wrote simple Microsoft Access program (with password control) for input and printing.  Print two outputs: 

one with dollar figures 

one without.

guess which one I leave laying around !!

 

Also use it for insurance.

 

stan

     Like Serows1, I use a Greenberg pocket guide and check off what I own. I buy one every 2-3 years so I don't have to make the transfer every 12 months. I have added pages in the back for "write-ins." These guides are easy to read and easy to take to a train show for a quick check.

 

John Knapp

Erie, not Eerie

I use an OpenOffce spreadsheet for my inventory, although I have played around with the Openoffice database program.

 

Andy

I have tried it  but found too many problems with it. I could not get any support from the author, only promises that were never kept. I finally got rid of it.

 

      0  0  o  o      Carl Benvenuto
   0    ____  ____.  
   Y__._|[]|_/ CB |  
  {|__|_|__|______|  
  //ooo==OO-oo--oo

This question comes up often on the forum. I think you will find there is no one Killer App when it comes to tracking our trains. Some have better features than others, but all have shortcomings.

 

IMO I would say at this time there is no one commercial program that is available for sale that is worth the $$. You just have to find what works for you and go for it

Note to ogaugeguy:  The computer program is commercially available.  I will get details and place in this section as a reply.  I will be away from my computer til next monday, but will post as soon as possible.

Mike

I have a copy of Trainminder, but I don't really like it all that much. When I first got it, I had high hopes for it, but I find it a little awkward to use. I also had a few issues, which I reported to the Trainminder people, and they were never addressed.

 

I actually visited the Trainminder booth at a York show and physically pointed out a problem with the program, and the guy I talked to assured me they would be sending a fix. That was about 3 years ago and I'm still waiting.  I decided to just set up an xcel spread sheet.

 

REV

Rev,

 

Not only did Trainminder never fix the bugs, but they never have updated the collections database since the day it was released.

 

A total rip off

Wow.....is this a pic of the spreadsheet cover page. If so, it looks fantastic. Can stuff like this  be done with xcel. How do you create something like this........I wouldn't know where to start.

 

REV

Excel. I have a separate sheet for each type of item and I list; manufacturer, road name, road number, type, color, item number and list price. I also have a column for notes, so I can keep track of any items that need maintenance or detail parts. I also keep photos of the stuff I have for reference so I don't end up with something I already have or with a road number I already have. It has worked great now for a few years.