What's a Good Method for Keeping Records

A few other things I keep track of is railroad line, the manufacturer's URL for the item, control system (conventional, TMCC, Legacy, PS-1,2,3) other items related to it, such as passenger cars for a particlaur engine, whether the item is part of a series (Conventional Classics, Mint Cars, Century Club, etc.), the year released, place of purchase, repairs/modifications, minimum curve and for engines, when I lasted serviced them.

I have them on a spreadsheet and use Google Drive to sync with my Android phone.   That way I always have the latest list on hand when I go to shows for instance.  Hate to buy duplicates!

I would recommend establishing the TCA grade for each item.  Whether you include this in the description of the item, or give it its own field in the spreadsheet, is up to you, but it's probably the single most important piece of information about any piece in your collection, after the basic model identification.  Even if you are not a TCA member, the TCA grading system is the universally recognized method for grading trains, accessories, and all train-related material.

Although tracking your out-of-pocket expense is of personal interest, the TCA grade has a more direct influence on actual value than your cost does.  The TCA grade would be necessary if you ever wanted to insure your collection, for example.   If each piece is accurately graded and this is entered in your inventory with a detailed description of condition, an insurer could insure your collection on the basis of the printed inventory alone.

Those are good suggestions.  I am a TCA member. 

Looks like I need to get familiar with the TCA grading system.

You may wish to assign your own inventory number to each piece. I assign the same number to engines and matching tenders, so in the event I decide to part with something, the matching pieces stay together. It also helps when thinning duplicates.

I use string tags on items that are in storage or on display. For items I am running, the stickers usually go on the underside is a semi-hidden location

CW--I like the suggestion of inventory and stickers too. 

Looks like this will be a larger undertaking than I thought, but worth the effort at the end of the day.

I use the freeware program YARD OFFICE.

http://www.vpackrat.com/train2.0.htm

For MAC, use Bento

SantaFe, the grading standards and some material on how to use them are here:

http://www.tcamembers.org/standards/index.htm

I use a shoebox. My accountant loves me.

I use an excel spreadsheet for my inventory, too. 

In addition to what’s been suggested so far, I would also add info re whether or not you have the original box, as that affects the value down the road.  Plus at some time you will reach the point where you have accumulated so many original boxes for the trains you have on the layout or on display that multiple storage cartons (or preferably plastic tubs) are needed (perhaps you’re there already!).  These tubs will have to be stored under the layout, in the attic or elsewhere so some form of storage carton identification and location system is needed as it saves much time finding the OB you are looking for.  For example, I started numbering my cartons with the number 1 and now have over 200 so I also have a column in my spreadsheet with the carton number recorded in which the OB is stored for the item on that line.  Secondly if you have to store the cartons or tubs in different locations that would be important to record also.

HTH,

Bill  

Bill---I was afraid to ask about keeping up with the boxes.  Many of the items are still in their boxes, but other empty boxes seem to be "breeding like rabbits" under the layout and in the storage room. 

hojack--thanks for the TCA grading info.

Kenn--I had thought about pictures so thanks for reinforcing the idea.

Thanks to everyone for their great suggestions.

I use a yearly sum of the $ spent and keep an end of year hard copy of the list. That way I know how much I am spending on trains and if I am going overboard in any year. The GRAND TOTAL $ may give you pause!

Paul Goodness

45's or 78's.

Don

I never knew there was a Google Drive. Downloading it now! Thanks Chris!! 

How about 33's?  We were cleaning out the basement over the weekend and found a whole box full of albums and 45's.  Now if only I still had a working turntable!!

Santa Fe VA, the last B&H photo catalog had a lot of turntables for sale. All with USB plugs to go to your computer. I didn't know they still made so many types and brands. Don

I guess I prefer running my trains as opposed to counting and inventorying them.  I do not really see the need.  I have a friend who has a great layout but will spend more time making sure his spreadsheets are correct than running his layout.

Good luck with your project,

Don

Santa Fe, VE: I am using the free version of MITrains and it works pretty well, converting from Train Tracker which is no longer supported. The inter net version is free, and I am loading all my die cast in to it also.

  I was going to say 'clear plastic sleeves' at first, but then I thought better of it. 

Instead of pictures I am videoing everything as I run trains. It's easier and I can share the videos with others.

For engines I find it very useful to keep maintenance records as well. I keep dates for wheels cleaned/oiled, motor greased, tires changed and battery purchased. The battery purchased also serves to note if it needs a battery or if it has a BCR. For tires changed I note if it doesn't use tires or if I made permanent ones.

I also keep notes on any unusual running characteristics too. 

Of course everyone is backing up their documents to external drives/sources! Please say yes.

As already suggested, definitely keep track of any repairs or modifications you've done.  And also keep track of frequently used part numbers.  I finally added a column to my spreadsheet for bulbs.

Clipboard, legal pad, and a writin' stick.

Pete

That's how I store my 45's and 78's. It works great for me, except I am beginning to run low on room now...

As for my trains, I have an excel spreadsheet which has the following categories:

-Item number

-Manufacturer

-Description of item(s)

-Condition

-Motorized (yes or no)

-Box (yes or no)

-Amount paid/where it came from

-Current approximate value

I save this on my computer, on a flash drive, and I also keep a paper copy in the safe.

I use Numbers on a MAC, you can also save the file as Excel if necessary.   

The info you put in for each item can be quite elaborate as you can see by all the posts.  Here is what I record:

Item number fm Manufacturer.   i.e.  20-4505-1

Manufacturer    Lionel, MTH, KLine etc.

Road name

numbers of that particular item

car/engine number

type of item: engine, car, building

picture of item

date purchased

where purchased

MSRP

cost of purchase

in which catalog?  i.e.  MTH 2006 Vol. 2

notes  pertaining to that item, for instance  "upgraded from Locosound to PS2 on 6/2008

That's about it but it does take some time to keep it current and I am way behind!  Good luck with whatever system you use.  Just don't forget to enjoy the trains too!  We humans can get anal about record keeping. 

I forgot to mention that I recently started adding links to photos of my trains to my excel train inventory spreadsheet.  It’s easy once you get the first one linked.  Too bad that wasn’t possible 30 years ago when I started this train inventory program in Basic on my Commodore 64!  I still have a lot of photos to take yet.  I doubt if I’ll ever get them all taken.

Bill

What!?!?!??!?!   You didn't keep the originals boxes?    Don't you know it increases resale value when you have the boxes.

How are you going to finance your retirement?

I keep all of the receipts and I shove them in a file folder. At least they are arranged by date.

I'd agree with that part.  I'm trying to get a bit more organized myself.  

I have every item in a list already, but organization basically consisted of the "I bought them nearly the same time, so it's probably near other items from then" method. 

I'm now starting to (try at least) re-organize things so it makes a little more sense, specifically for series tha ended up being finite (like the recent conclusion of DAP Christmas cars, which were previously scattered throughout the collection). 

I also include date, which a few others have indicated I believe.

-Dave

I just keep a simple excel sheet with the information most others have suggested on this thread.

--Greg