Train Collection Database

The risk of an online database is that it could be lost or erased at anytime by the site owner or hackers.

I lost my Flicker files when they sold and changed rules.

If your insurance company has a recommend site, I would use it.

Otherwise a free hack would be youtube for a public database video.

Facebook has private options for a database, with only access to your approved guests.

But I do not like facebook for other private reasons.

One free way to make a database online is use email.

I email photos of new train purchases to myself with descriptions and prices.

Most email programs have search ability inside store emails.

Just leave email on your ISP server for remote access and backup.

If you have MS Office that includes the Access database... I checked this one out that someone on OGR put up on the site.  It is quite good.

Excel spreadsheet.  Self-contained and relatively bullet-proof.  If you want an online version, you can use Excel in Office 365 or Google's Sheets.

@BlueFeather posted:

Excel spreadsheet.  Self-contained and relatively bullet-proof.  If you want an online version, you can use Excel in Office 365 or Google's Sheets.

I track all of my stuff using a spreadsheet -- no need for a database. Easy to for making backups.

I use Apache Open Office, it is free and is equal to if not better than Excel. The suite includes a spreadsheet, database, word processing, and much more.

Excel spreadsheet. I have it organized so I can sort by livery, car type, engines and item number. Mostly, however, I use it tell me where the hundreds of boxes are stored in the garage, garage attic and house attic. I'm kinda running out of house.

Databases are quite handy (such as Access) but for me a spreadsheet is just fine. Figuring out what fields to create is more of a challenge. I have moved to open office because they do not limit its functionality nor suck up half the screen with ads so bad one considers paying for it just to get rid of the ads. My issue is buying new stuff and neglecting to add it to the spreadsheet.

I have had limited success in linking photos to the information. Regardless of the manufacturer claims, i do not find the links to be persistent,

This question again!

Originally I used a spreadsheet but I wasn't able to adequately capture all the data I wanted to collect so I looked at everything that was available and create my own Access database.

I currently have a "Master Inventory" spreadsheet using LibreOffice (FREE and so much better than Excel). I initially enter what I know thereon and eventually enter it into my Access database.

Here's the columns on my spreadsheet:

Seq # (this give me th option to sort in any sequence I want)
Cat No
MA (I use this column to indicate when an item has been entered into Access)
Description
Color(s)
Series / Set
Manufacturer
Scale
Group (my own grouping)
Road Name Code
Road Name Description
Road Logo
Reporting Mark
Cat(egory from Yard Office with some added categories)
Type (from Yard Office with some added types)
Min Curve
Length
Built
Status (from Yard Office)
Config (from Yard Office)
Years Cataloged
MSRP
Purch Date
Sold by
Purch Price
S & H / Tax
Calc. Total
% MSRP Purch Price
Item Cond (most use the TCA grading system)
Best Value
% MSRP Best Value
CY Greenberg Value
% MSRP CY Greenburg Value
MITrains Value Date (this database is no longer available nor online; when it's in this database I use the pricing from traincity.com price guides)
MITrains Value Price
% MSRP MITrains Value Price
Qty
Box Type
Box Cond
Images (up to 8)
Notes

I will note my database isn't very efficient as I haven't figured out how to enter codes and then when I print reports to have the definition of those codes print on the report.

I use Yard Office Database for trains.  It's reliable, packed with many fields and it's Free...

https://www.musicmixradio.com/...office/download.html

@totrainyard posted:

The risk of an online database is that it could be lost or erased at anytime by the site owner or hackers.

...

One free way to make a database online is use email.

I email photos of new train purchases to myself with descriptions and prices.

Most email programs have search ability inside store emails.

Just leave email on your ISP server for remote access and backup.

Excellent point regarding the risk of losing something online.  That's why I always keep my own copy of important stuff.  I use Excel (Chromebook will convert it to it's own sheet) and send a copy to multiple email addresses (in case one of the providers disappears).

@Scott J posted:

Excel spreadsheet. I have it organized so I can sort by livery, car type, engines and item number. Mostly, however, I use it tell me where the hundreds of boxes are stored in the garage, garage attic and house attic. I'm kinda running out of house.

My problem exactly!  I added box location to my spreadsheet, but I'm lazy about updating it when a box is moved from one location to another. 

@paulp575 posted:

This question again!

Originally I used a spreadsheet but I wasn't able to adequately capture all the data I wanted to collect so I looked at everything that was available and create my own Access database.

I currently have a "Master Inventory" spreadsheet using LibreOffice (FREE and so much better than Excel). I initially enter what I know thereon and eventually enter it into my Access database.

Here's the columns on my spreadsheet:

Seq # (this give me th option to sort in any sequence I want)
Cat No
MA (I use this column to indicate when an item has been entered into Access)
Description
Color(s)
Series / Set
Manufacturer
Scale
Group (my own grouping)
Road Name Code
Road Name Description
Road Logo
Reporting Mark
Cat(egory from Yard Office with some added categories)
Type (from Yard Office with some added types)
Min Curve
Length
Built
Status (from Yard Office)
Config (from Yard Office)
Years Cataloged
MSRP
Purch Date
Sold by
Purch Price
S & H / Tax
Calc. Total
% MSRP Purch Price
Item Cond (most use the TCA grading system)
Best Value
% MSRP Best Value
CY Greenberg Value
% MSRP CY Greenburg Value
MITrains Value Date (this database is no longer available nor online; when it's in this database I use the pricing from traincity.com price guides)
MITrains Value Price
% MSRP MITrains Value Price
Qty
Box Type
Box Cond
Images (up to 8)
Notes

I will note my database isn't very efficient as I haven't figured out how to enter codes and then when I print reports to have the definition of those codes print on the report.

That's a thorough list of fields.  Personally, I don't go into a lot of detail since my objectives are to have a basic list of items for insurance purposes and to avoid purchasing unwanted duplicates.  IMO, the first step in choosing a method for keeping inventory is to decide on your objectives and willingness to keep it updated.

Unless you have some really unique pieces, do insurance companies actually care about the individual items in things like trains that  you have or just on the cumulative amount that they would lump into a 'hobby stuff' category?  Not sure State Farm would be interested in a 6464 box car unless it was something like a yellow painted Rutland with heat stamped lettering.  It would also be nice to see what reference a company would use to get a current price of a collection that was lost - Greenbergs?

@CALNNC posted:

Unless you have some really unique pieces, do insurance companies actually care about the individual items in things like trains that  you have or just on the cumulative amount that they would lump into a 'hobby stuff' category?  Not sure State Farm would be interested in a 6464 box car unless it was something like a yellow painted Rutland with heat stamped lettering.  It would also be nice to see what reference a company would use to get a current price of a collection that was lost - Greenbergs?

That's a question for your insurance agent.

I don't carry a special rider on my insurance for my trains, at the moment, but I have in the past on my coin collection. In order for my insurance company to know what to insure, I provided an appraisal, which included a list of everything that was appraised and its fair market value. I recall my insurance agent telling me this makes processing that part of the claim quick (i.e., you get your money sooner).

For trains, considering the thousands of dollars I've spent, I keep a list of what's in my collection and how much I paid for it. If we have a fire or some other disaster, at least I have that to give them, which will help with the claim since I have a list of everything that was lost. Even without a rider on my insurance, this will still help.

If all one does it keep receipts, that's still something you can give your insurance company in the event of a loss. (Of course, it doesn't do you any good if you lose the receipts, too.)

For years I used a lined piece of paper and listed item name, number, railroad, price paid, condition and flaws and where and when bought.  I do try not to record data that can be found by Googling the item.  Now I keep a lists in MS Word.  Insurance companies do not care what you paid but what is the estimated value when lost.  I find it takes time do what little I record and would spend hours listing all the data some keep track of.

I also keep lists in MS Word for garage sale items, vintage audio and tools lists as well as changes made and things to do on the layout also. I buy way more of the other items than train items and just want to remember about them too.

Charlie

I photographed my entire layout including all my Engines, Rolling Stock and Accessories and put them in an album. The album serves two purposes, one it preserves my layout for my Kids and Grandkids so they can remember Papa's trains and it give me a record of my collection that could be used for insurance purposes. Pluss it was fun to do.

I'm not really worried about insurance value, my main concern is the actual inventory itself. Several times over the past few years I've thought about buying something only to realize that I already bought it just a few years earlier. Twice I already did have it.

Skipping the jokes about my mental capacity, my wife reminds me that I have so much stuff, that i really don't know what I have.

That said, I really prefer excel as spreadsheets are great. You can sort, filter, average and total, etc. You can print any subset and its pretty easy to send a file to my iPhone that I always have with me. Easier then carrying an iPad or binder to shows.

Access is great too, but not as convenient. Once set up, you can use the report feature to generate and report you want.

Whatever works!