Sample of Inventory File

I really need to do something like this.......

Me too. I do have some photos, but need to have an inventory as well.

I would personally love to find a program that has all the common stuff in a database and you just enter the product number and it fills all the boilerplate stuff in.  Then you can add any personalized information.  That would make the job of creating an inventory a whole lot easier.

I am in the process of photographing everything too. My thought is put the photos into files that correlate to worksheet. Perhaps file the photos by railroad name. Use the inventory file as a check list to assure that all you have is photographed.

I'm looking at a fairly massive undertaking, and I'm not sure I'm ready to tackle it right now!  I'd have to unload a couple of large closets just to take the pictures, that's going to be really time consuming!  If I took everything out of the boxes for the photos, YIKES!

One solution to the Excel / Picture interface is to use Excel Hyperlink. Put the pictures in a folder. Add a column to the spreadsheet inventory called “Picture”. Go to the picture cell for an item, then click “Insert Menu” then click “Hyperlink” which will bring up a box to find and click on the appropriate picture. Fast, once you do it a couple of ties. (Clicks might vary in older versions) This inserts a clickable link in the picture cell.

Henceforth when viewing the inventory one need only click on the hyperlink and the picture will launch in the default photo viewer.

I assign each item in the collection with a unique item number or personal serial number. I name the pictures with the item numbers to keep it all straight. I added an item number column to the spreadsheet.

Bill

Double Yikes here too!

While photos are an excellent idea, it's something very hard to go back and catch up on later.

Even other aspects are hard to catch up on.  I started a bit of a project last year to try and add location info (ie, box number, room/closet info, etc) and it was taking me quite a while.  (never did finish).

Even though I always thought I kept good track in my spreadsheet when I purchased new items, I've found a few where I have no record of the item in my spreadsheet.   (I also unfortunately have also not always been so good about entering the model number data on all purchases)

It definitely takes good discipline to keep up with a good inventory.

-Dave

Inventorying all my items was a major task-after only a year of collecting.

I can only imagine this task if you've been collecting for many years. 

Well worth the effort/time if the unthinkable happens.

I use a similar spreadsheet.  

Discipline indeed! It most certainly does require that!

I am also trying to maintain an inventory with pictures. I am trying a new idea I had that is turning into more work, maybe too much? But it may be nice if I stick with it and ever get caught up.

I made a folder for 'Train Data', then I started with engines and made a folder for each engine. The folder is named after the engine with the manufacturer, part number, engine type, road name and number. In teach folder I have pictures of the engine and with the MTH engines, the manual, sound files and any other info I find available from MTH on that product.

The new MTH engines with no printed manual is what gave me the idea as a good way to keep track of this stuff. My computer sometimes hides things on me (I think it name is Hal?) and I can't find them when I need them so I go off searching for the stuff all over again. So far it's worked well, but as I said above it's more work.

I am thinking about doing the same for rolling stock if I get caught up on the engines. I have a few that I have tried it with. Not as much info available for rolling stock, but it does make a nice list of folders and everything is very easy to find that way. Separate folders for manufacturers might be good as well.

I took an inventory starting in Mid February and it took me 4 weeks.  I have every last piece inventoried by item number if available and by description if not. I recently insured everything and it was suggested that I do just that with one copy at home and another at a trusting relatives home in case of a loss by fire.  It's amazing what you find when you take the time to do that.  I found things that I haven't seen for 40 or so years and other things that I didn't know I had, it was like going through someone else's attic at times.  The next problem is to keep it updated if I add or subtract items.

Bum

TrainTracker has libraries for Lionel and MTH engines and cars in its database but the program has not been upgraded in years. You also ca add your own items and info using the program which I use today.

I still use it for my inventory but plan to supplement it with my own Excel database.

I wish it still existed in an upgraded form.

I use yard office eh

You also should consider putting the inventory file in the cloud or on storage medium that can be placed in a fire-resistant safe or safe deposit box.  Never know if your computer, server or desk will be spared.

It has been my experience with insurance companies that you do not need to do a one off picture of everything.  Their interest is determining the "legitimacy" of your claims.  You can accomplish that by taking broad pictures of your layout, work area, shelving units and closets.  The most important layer of security is an inventory.  That includes model number, name and manufacturer.  Depending upon your insurance company you will receive full price up to the limits of your contents value and minus any deductible you may have. 

About every two years I walk around my property with my cell phone camera and take pictures of every area of my home.  It immediately loads up to the cloud so it is in safe keeping.  I also maintain an inventory very similar to what Bobby Ogage is suggesting.  (It's the accounting background in me...) I use an excel spreadsheet with date of purchase, model number, manufacturer and price paid.  I load that to the cloud with my other documents.  Not really that big of a deal. 

So grab your cell phone and take some pictures, include your workshop, cars, art, china, rugs, trains other hobbies and anything you deem valuable.  Sit down and write a list of the value you place on your most precious purchases and yes start an inventory of your trains.  You might simply write in "track" and $$ amount, number of switches and $$ amount, you will certainly want to list all of your engines, valuable rolling stock and accessories.  Some of you have huge collections but, it really won't take that long. 

Your insurance adjuster will say "Thank you sir/madam. We love to cover well prepared clients...."  

Guys,

I have a attached a slightly modified version of the spread sheet we use for data import. No frills (ie no look-ups ).

Let me know what you think.

I'm making some revisions to mine (Microsoft Access w/VB code and macros) for more streamlined addition of items, but here's a sample page from a full report. I grab some of the photos off the web or the eBay listing when I buy there. I prefer to photograph locomotives on the club layout.

Here is a sample of my Inventory in FileMaker Pro.  It started as a Microsoft Access file, but I converted to Filemaker when we switched to an iMac.  I added Value Lists to certain fields which lists common items, such as manufacturer company, diesels, box cars, passenger cars, and categories such as trains , accessories, buildings, etc., so that I can use a drop down list instead of typing every field into the data base.

It can be viewed as a form, as pictured, or as a data base list.  Click the picture for a clearer view.

It can make sub-data bases, called 'Finds' that can list selected criteria. (Freight cars, passenger cars, diesels, steam, etc.)

Excel has built in functions for managing a database. Creating a train inventory in Excel can use these built-in database functions. While these functions take a little learning, they are worth the time to figure out. The database setup in Excel assumes that all data is in a single sheet with the first row the name of the data element such as: manufacturer, Model number, box, condition, etc. Each row below the first row is an item record. The database functions read the first row and build output with these names.

This structure provides so much more flexibility than putting engines, cars, signals etc. into different worksheets. I have put engines into one worksheet, freight cars into another, etc. But with the multiple sheet set up certain kinds of reports or lists are difficult, such as getting a list of all the items you have from a certain manufacturer. Any data that crosses multiple worksheets is more difficult work with (not impossible).

If you click on the data menu you will see the many data management functions that are available. I find sorting and filters to be very useful. If you turn on filters for all data elements, a clickable dropdown box is created at the top of each column. If you click on the drop down box it displays all the possible values. For example if one clicks the filter for manufacturer one might get a list such as : Lionel, MTH, Marx, Hornby, Dorfan, Ross, etc. You can click “all” or any combination and when you hit enter you will see only the items made by the selected manufacturers. You can do this on any column or combination of columns. Thus it is possible to do queries such as “show me all Lionel and MTH engines that I have that are green, in excellent condition, with a box, etc.” You do not have to build look-up tables, Excel builds it by reading your data.

Where we used to use Engine, car, accessory, etc. for worksheet names, create a column called “Group” or “Type” and put in Engine, freight car, accessory, etc and one can filter on these values with the dropdown box for the same effect as using different sheets.

If one has never used the database functions it would take some time reading help files and tutorials to get into this, but it be worthwhile in the highly flexible result that you would get. YMMV

Bill

Model Railroad Catalog with index

Attached is an example of a "catalog" page that is created for every item in my collection.

The original is a HTML page which allows all the pages to be linked to an index by manufacturer and type. It is interactive which means the clicking on an item in the index takes you to the catalog page for that item. Links to instruction sheets or manuals can also be added.

The examples are in PDF format.

If you have an I Phone or I Pad you can down load an APP called Model Inventory create a user-id and password and you can add items and input pictures.

The process of doing inventory reminds me of the age old question of how to eat an elephant.  One bit at a time.  Make your list, excel, database, paper, or whatever.  Every time you run add some entries.  Make it fun, or as fun as possible. 

using a simple excel spreadsheet. the only issue is that the trains and my pc are in same house.

L.I.Train (Steve) -- Save the exel file to the "cloud" Google Drive or One Drive or Drop Box or iCloud.  You then have an off site backup of your data.

Here are some sample screens from my File Maker database.  I can easily search and sort.  I find that searching on the road # is an easy way to find a record if I have a car out of the box and need to find what it is in the inventory.

I also use bar codes.  I also have created a secondary data table from MTH bar code data files.  Your MTH dealer can down load them.  I wish I could find them for the other MFG.

My user interface is a little dated but works for me.

The more data/items you have the better it is to use a database vs a spreadsheet.

Hope this gives you some ideas.

Dan

MS Access with links to photos in a regular windows folder.

Can search, sort or create any report as needed.