Why most stamp collecting / inventory software solutions suck?
This week I’ll be dealing with topics related to stamp collecting on “PC / Internet era”. Let’s begin with one of my favourite topic: why most postage stamp collecting / inventory programs suck? This is a rather long rant, so sit back and take a hot cup of your favourite drink while reading 
Update: You might also want to check out Keeping track of stamp collection article for my free stamp inventory tool.
I don’t want to manually enter all basic information
Like most “geeks”, I’m somewhat lazy by nature. I dislike the idea of manually typing details of each stamp to inventory program. I want my inventory program to provide a (preferrably visual) list of (all) issued stamps with basic set of details – leaving me only with the task of selecting what I have or don’t have and providing additional details. It would be also great if I could use any of the major catalogue systems for numbering. Sounds like a GREAT product, but…
In reality, nearly all stamp inventory programs require (huge amounts of) manual data entry for each item. In case of small or single country collections this is not such an obstacle, but for example I would be completely screwed. Try entering details of over 50k+ worldwide stamps manually. If a single item would take 3-4 minutes of time, I’d be done in a 1-2 years or so if I worked with inventory from 9am – 5pm every and each day.
The reason for missing “magic feature” is – believe it or not – stamp catalog publishers. They are very protective with their content: catalogue number systems are protected, item descriptions / background details are also under very strict copyright, heck – even prices/values in catalogues are heavily guarded. For example providing public cross-comparison lists between numbering systems of different catalogues is a big NO-NO.
I do understand the reasons for this behaviour (as I work with content/publishing industry): content is valuable and it should be protected from illegal use. But IMHO the current way is doing more harm than good for the future of stamp collecting.
Notice how I bolded the “nearly all” part few paragraphs above? I think Amos Advantage (publisher of Scott catalogues) is currently the only major publisher, that has “licensed” parts of their data for external software providers as well as providing their own tools. Other catalogue publishers are working solely with their own digital catalogue product lines to compete on this area. Stanley Gibbons MyCollection is a very attractive product, but somewhat limited by details and features. Michel’s online catalogue (basic and premium version available, read the review in tomorrow’s blog post) comes sadly far behind – it’s even worse than the Michel Software CD’s that ship with printed Michel catalogues. I believe that also Yvert & Tellier currently has digital product line too, but I haven’t seen it.
This has created an interesting situation that could shatter the balance of catalogue publishers. Scott has always been strong in US and Canada, Michel is popular in Europe, Stanley Gibbons is de facto in Great Britain and Commonwealth countries. And it’s been like this for 50-100 years… But… Scott seems to be currently the only one actively responding to needs of modern day collectors. So who knows – maybe European collectors will abandon SG/Michel/YT, and shift to Scott…
I want it to be nice and simple
Ever seen a stamp inventory program? Most of the inventory programs are ugly as hell, and a true usability nightmare. Tens of checkboxes, input fields, multiple buttons, scrolling in all directions… ugh… they make you really “sad” if you are experienced with professional looking software. Below is an image of EZ stamps – and yes, this is one of the best existing stamp inventory programs.
I would prefer the software to look great, be simple and highly customizable. So far all programs I’ve seen lack these simple requirements more or less.
If all existing stamp inventory suck, then what do you use?
It’s not hard to guess… I don’t use an inventory program. I have tried most programs available – some of them more than once (with releases of new versions/updates). But… I find them simply waste of time and money.
I use Microsoft Excel (version 2007 ) to maintain a simple personal inventory, that holds country specific general details: how many stamps do I have, how many stamps are issued in that country, what stockbook are the stamps in etc. I’ve also listed some of the better items in finer detail using Excel.To be honest, Excel is IMO much more flexible, easier-to-use and powerfull than any of the available stamp inventory programs.
But that’s just my 2 cents – for some the existing inventory solutions might be an excellent solution worth a try. The good part is that like with any software, you can usually try the 15-30 day demo/trial editions available on the manufacturers internet site free of charge.
Hi Keijo, I’ve been using the very basic database program that comes as part of the Microsoft Works suite. Suits me fine as it gives me ample sorting flexibility and is much easier to use than Microsoft’s full-featured database (Access). It’s still a pain to enter all the details, but at least you get to choose which details are important to you!
Hi Larry,
I know entering details is true pain…
Lately I’ve been playing with speech recognition (speech-to-text) software like Windows Vista Speech Recognition and Nuance Dragon NaturallySpeaking to overcome the boring typing phase. I have to confess that I’m having very mixed feelings if speech could be the “ultimate solution”.
It helps hugely that you don’t have to sit in front of computer to enter information (and both hands can be used to browse catalogues,stamps etc). But there are also severe downsides; like the need to “talk robot english” (which gets very frustrating after 50-100 items).
best,
-keijo-
Thanks for your article! I inherited a rather large US and Canada collection and need to get my arms around it. I’m considering purchasing Liberty Street StampManage S/W. I’m already having trouble identifying many of the stamps and supposedly, this S/W will help. Any comments about StampManage?
Hi Joe,
As a general opinion, I’d say that
1) for general (or new) collector the traditional printed stamp catalogues and other reference books are the best & simplest solution for stamp identification.
2) For advanced (highly specialized) collector a software like StampManage can be a usefull asset (because of high resolution images and few other features included).
My advice for You would be to try the free trial / demo (of Deluxe) version found on Libertystreet website. It will work for 30 days, after which you need to pay for license/registration if interested in using it further. I’d say that in day or two You will notice if the software is any use for you.
-keijo-
Could you send me the excel template you use to catalog your stamps? Thank you
Hi Eric,
email sent few minutes ago.
-keijo-
ello Keijo,
Could you send me the excel template you use to
catalog your stamps? Thank you.
Alex
Hi Alex,
email sent – check your inbox for message with subject “Stamp Collecting Blog / template file”. Hope you’ll like it.
Would greatly appreciate if you could email me a copy of your Excel template, thanks
@Alex Franks… email with template + instructions sent few minutes ago.
hi keijo
a refreshing insight inline with my own experience, could i beg a copy of your excel template to give it a try,thank you ken
Hi Ken,
I have sent a copy of the Excel template to your inbox.
Hi Keijo;
Like you I have decided excel is the way to go. The new databases are so bloated that it is hard getting around them. I would be very grateful for a copy of your template.
Hi Barb,
email with template sent. Please check your inbox.
Keijo:
I have just started to read your blog and find it extremely useful.
I am looking for a stamp software package and have the same concerns expressed by you and other readers.
I would be extremely grateful if you would forward to me your excel template and instructions.
Many thanks
Steve
Hi Steve,
and thanks for the compliments
Please check your inbox for template with instructions.
best,
-keijo-
Hi Keijo,
I’m a new subscriber to your weekly newsletter,
I find it very interesting and informative,
I like to read all the blogs from other collectors
I tried to Google for the excel templates for stamp collecting but I’m finding out that it’s easier to
ask you to forward me your excel templates,
Thank You for all you do for all of us collectors.
Hope you had a nice Hallomas
(did I spell that right?)
Jayne
Hi Jayne,
and thanks. It’s good to get some feedback from people using the weekly newsletter.
Template file with instructions sent. Hope You find it usefull / practical.
best,
-keijo-
PS. I did have a nice hallowmass and halloween. Thanks for asking.
Keijo,
I would be grateful for a copy of your excel template.
Thank you,
John
Hi John,
template sent few minutes ago. Please check your email.
Keijo, like you, I have “made” my own Excel spreadsheet for US stamps, but would very much like to see your template, so I can improve my own. Thanks in advance!!!
Hi Dan,
I just sent you email with template file attached. If the message is not visible in your inbox, please take a peek to junkmail folder.
I have used 3 different programs to inventory my collection. I first tried stamp manage & it was a waste of time and money. ZERO support. Images sucked. Looks like most were ripped from ebay and catalogs. I deleted that crappy software & then bought SCDB – stamp collection data base. Way too primitive, no support & very limited. So, a friend recommended I try ezstamps which I did about a year ago. What a great product and exceptional service. They actually answer their phone. One time they called me. Images are fantastic. They scan all the images for you & you can tell the difference. It is easy to use & suits my needs perfectly. The have over 150 countries & I collect worldwide. I highly recommend this product.
Keijo, Thanks for the info on Excel. I have tried several demo on stamp collecting and have not found one I like. Liberty Street is the best so far. I would like to try Excel would you send the template.
Thanks, Ronn
Hi Richard,
it’s great you have found a product that works for You.
ezStamps may be on the right track (especially with customer service and image quality), but they still have a long way to go before they get my approval. Very likely it is one of the best available stamp inventory products with pre-entered details, but…The sad and undeniable truth is that their databases still lack A HUGE AMOUNT of w/w stamp issues even on simplified level. Buying a product as this would comparible to buying a w/w catalogue that has most of the pages gone; it simply doesn’t justify the cost… But that’s just my opinion.
Hi Ronn,
I will sent template with instructions in no time.
having just returned to stamps after some 40 years away I woulld appreciate a copy of your excel template
Hi Pete,
please check your inbox for template and instructions.
Keijo – I’ve also found excel to be the best way to go. However my approach so far is fairly crude. Can you send me a copy of your template.
THanks
BOb
Hi Bob,
I just sent you email with template and instructions. Hope you find it useful.
Hi Keijo
A very interesting article. Just dug out my GB collection after many years and can’t believe the quantity of stamps accumulated. I would appreciate a copy of your excel template to help me to get them into some sort of order.
Thanks, derek
Hi Keljo,
Thanks for the info on the software. I inherited my dad’s stamp collection and I’m looking for a way to get a grip on it! As a teenager, he had a business selling stamps through magazines and thus I know have stamps from all over the world – mostly 1920’s – 1950’s. LOTS of stamps!
Could you please send me a copy of your template? I’d be ever so grateful!
Hi Derek,
please check your inbox you’ve got mail.
Hi Suzi,
please check your inbox… Getting an understanding of any large collection is a huge task, and the best advice I can give is “give it a lot of time” (weeks, months, possibly years). Read the catalogues, read stamp related literature, educate yourself… Knowledge is power.
Best,
-keijo-
Most of these inventyory program suck becasue they have been made generic under the covers and just have a small “wrapper” on them which addresses the stamp collecint filed. They also can have a “wrapper: for sporots cards, antiques, coins, you name it
Hi Keijo,
Have just found your site while looking for a stamp catalogue database, and am very impressed with your opinions.
Could you please sen me a copy of your excel template and instructions.
Regards, Bill
Hi Bill,
please check your email inbox.
Happy new year!
-keijo-
Hi could you please send me a copy of your template? I’d be ever so grateful! Thank you.
Regards,
Gerard
Hi Gerard,
You’ve got mail.
best,
-keijo-
Hello Keijo
AS one of the last of the all world stamp collecvtors I would appreciate a copy of your EXCEL TEMPLATE SCOTTISH LANGUAGE VERSION
FOR AULD LANG SYNE my friend
Hello Howard,
we worldwide collectors must definitely stick together, so you’ve got mail
Take care, my trusty fiere !
Hi Keijo,
I am new in the stamp-collecting world, but it seems fascinating already. I have inherite some and bought few off ebay, I am currently trying to make sense out of them.
I thought a piece of software would help – this is how I got to your blog. Would it be too much to ask for a copy of your Excel template?
By the way, I found your comments on stamps software really helpful.
Many thanks in advance,
Adrian G.
Hi Adrian,
and thanks… I’ve said this before, but IMHO software (even at it’s best) is nothing but a sidekick. This is a “paper hobby”, and to get in You must spend some serious time with the “paper”. Read stamp related books and articles, spend time studying stamp catalogs etc. And above all, give it a lot of time. Starting off is always the most difficult part
Anyway, I’ve sent you the template.
best,
-keijo-
Hi Keijo!
I love your website! Very useful to anyone that collects. I’ve been doing this since I was a kid and have tried many(alot) versions of software for stamps. None of which were useful. You couln’t have said it better on your blog “they suck”.
I hate to be the umpteenth person to ask for the Excel template….but could I get a copy? I would be most greatful.
Thanks,
Melissa
keijo
I wonder if you could send me your excel template. I have been looking at the SG inentory. It looks basic but I am tempted but I guess if you don’g resubscribe each year you lose the data
Anyway I would welcome getting a copy of your excel template
Regards
Mike
Hi Melissa, Hi Mike,
@melissa… I’m keeping my fingers crossed and hope that better solutions appear one day. But I fear it is going to be a long wait…
@mike… Sadly that is pretty much how most subscription based online tools work. With SG myCollection you can export your data (as Excel or CSV), but AFAIK there is no simple way to push it all back in at one go if you return at later point.
Anyway, you both got mail including template and instructions.
best,
-keijo-
Hi keijo
Thank you for your response. Im not sure where the email went perhaps you could resend the template and instructions again
Regards
Mike
Hi Mike,
As many ISP’s use a very strict filtering (=all/most email from unaccepted recipients ends up to junk), you might want to check your junk mail / deleted messages folder… Anyway, a new attempt has been sent. Hopefully it arrives safe and sound.
Hello Keijo – We seem to have travelled the same road. I’ve probably wasted $300 trying different pre-packaged software inventory solutions. Like you, I’ve decided that I can do as good a job as they have using Excel and get exactly the data and format I want. I can sort, filter, print want lists and value my collection with ease. It takes a lot of time for basic data entry, but entering data while watching TV makes the job go faster.
Good morning,
I was directed to your blog from another Stamp Forum. I really enjoy the work you are doing, thanks.
Since my collection is currently fairly small I would love a copy of your Excel list so I can get organized now rather then later.
Thanks again.
Hi Drew,
you’ve got mail… I agree that it’s much easier to start building an “inventory” early than at later point.
Please send your MS Excel template…thanks, Dick
Hi Dick,
you’ve got mail.
Keijo,
I tried making my own excel spreadsheet and it was beginning to look pretty good and then I didn’t do what I told my kids to do with their school work – BACK IT UP.
You guessed it – I had a computer crash and lost everything.
I would really appreciate getting a copy of your template as I don’t want to do this from scratch again.
Thanks again for making our hobby a little simpler.
Hi Clayton,
email with the template is on it’s way…
excellent discussion
May I please have a copy of your templates.
Have been looking for years for a good software program. Still looking
Rick R
Hi Keijo,
Could you please send me your excel template, just inherited my grandfathers worldwide stamp collection and I need to start cataloging what I got as he never did.
Thank so much
Richard & Todd,
you both have mail…
Could you please send me a copy of your template? I am debating whether or not to purchase E Z Stamp Software and would like to compare the spreadsheet system with that program. Many thanks. Ruth
Hi Ruth,
I just sent you email containing the template and instructions.
Very interesting notes, I made a pretty basic spreadsheet in Lotus 123, put my entire collecction into it, didn’t back it up and my computer completely died.
I would greatly appreciate a copy of your template so I can spend the next 10 years reentering.
Many thanks in anticipation.
Martin
Hi Martin,
that is a truly sad story. If you still have that PC, it’s possibly worth showing it someone who does computer repairs. These days there are very few cases where hard drive contents can’t be saved. Usually it’s just 10-20 minute operation of hooking up few wires and letting the computers do their work.
Anyway, I have sent you my template with instructions.
I just inherited a stamp collection. I’ve been thinking about doing a excel spreadsheet. But why reinvent the wheel – would really like a copy of your template. Thanks so Much! Floyd
Hi Floyd,
please check your email for template and instructions.
Hi,
Can I get a copy of your template please. Getting back into hobby after several decades but don’t want to go crazy with buying software that may not meet my needs. Interested in seeing what your template has to offer.
Thanks
Hi Kevin,
please check your email.
Keijo!
Me too!
Cheers!
Hi Saurin,
please check your email for template and instructions.