» Keeping track of stamp collection

Keeping track of stamp collection

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In this world nothing is certain but death and taxes. The idea of stamp inventory program (and other stamp collecting software) is to be of assistance when either one hits the collector. On simplified level, a stamp inventory solution keeps track of what’s inside the collectors collection, and what it might be worth. In my previous post about stamp collecting software I pretty much axed dedicated software solutions and hailed Microsoft Excel. With this post I’ll show you in more detail how I keep track of my collection.

How my approach works

A blanc mounting piece - you can easily make these any size and shape you wish.

I’ve seen multiple stamp inventory solutions, and most of them try to convert simple inventory keeping to rocket science, when all you need is simple plan and some patience.

1) Build a stamp collection and keep it in order.
I store each country separately on stockbooks and place stamps in chronological order on pages. Keeping stamp id (catalogue number) next to stamp is something I recommend highly, as it will make life much easier on the long run.

Some write id’s on the back of stamp (not preferred, but very common and easy practise), some write id’s on the page under/below the stamp (better and equally easy, but very unpractical if you must shift stamp locations). The preferred solution is a separate mounting piece with details field; this way the information goes with your stamp.

2) Enter details of stamps you have to Excel.
The next step is to enter details of stamps You have to spreadsheet. If you have the ID’s clearly marked next to stamps, this stage will be simple (but boring) typing… Having an extra pair of eyes (like wife/husband) is very usefull at this stage.

I’ve seen several inventory programs that provide tens of fields for data entry. For me three fields is enough: catalogue id, catalogue id prefix and notes.

3) Enter catalogue values
The last step is equally simple (but boring) typing… Just enter catalogue values matching the stamps you have. And once again, having an extra pair of eyes/hands is more than helpfull.

4) Repeat
Repeat steps 1-3 as your collection grows.

What my working space looks like

Here’s what my desktop looks like when I work with my “stamp inventory”.

Working with my stamp inventory... I'm reorganizing my US collection right now, so this picture shows a small set of US stamps information I have.

On the left you can see Excel worksheet containing the items I have, on the right you can see Michel online catalogue… I must stress that this is just one possible example of how to build a personal inventory… If you don’t have access to any online catalogue, then you can simply use a printed catalogue. Or if you don’t like typing, you can always write details by hand on paper first, then scan the paper and finally perform OCR (meaning optical character recognition) on it… The end result would be same in all situations – an electronical documentation of your collection. Level of accuracy and number of information is something each and every collector should judge needwise.

Why to use some kind of inventory solution

Finally there’s the question… why spend time on building this kind of inventory? To be honest, IMO most stamp collectors will do just fine without spending any time or though on inventoring their collection. But IF a stamp collection grows above the limits of “normal”, one should start considering the financial aspects and “what if”-factors like insurance, taxes and even death.

A properly build inventory solves a lot of problems involved.Take for my example my collection of 50k worldwide items…If it is was put on sale (for some reason), would a dealer/auctioneer go trough all my 70+ stockbooks, page by page, stamp by stamp? Heck, no! Most likely the collection would be valued as single gigantic lot with very low price per stamp. Important lesson I have learned from professional stamp dealers is that they are not interested in spending time sorting stamps. They just want to know if there are any goodies available, pick ‘em up and leave the low value stamps as-is… And this is just one situation where a stamp inventory solution can be of great assistance.

PS. If anyone wants to have a copy of my “inventory file”-template (= structure, but no stamp data), feel free to leave a comment. I’ll be more than happy to share it…

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Jonathan wrote:

Most interesting article giving me plenty of food for thought.
Would appreciate a copy of your template to try it for myself
Cheers
Jonathan

Miha wrote:

Hello,
For some time I read your blog and posts with interest. I tried several different “catalogue” software, freeware or proprietary and there is no “ideal”, especially for Michel number collector inventory. I didn’t know there is Michel online stamp catalogue, is this also to establish your own collection within in?
Yes, and me also, would like to check your template.

Best regards from Slovenia,
Miha

Keijo wrote:

Jonathan and Miha – email with template file sent.

To Miha… The Michel online catalogue does not have a “my collection” feature. I hope Michel will include it some day, but I dread it’s not going to happen soon… Here’s a link to review of Michel online stamp catalogue I did earlier: http://www.stampcollectingblog.com/a-short-review-of-michel-online-stamp-catalogue.php

Sato wrote:

IQ test

Scott wrote:

I enjoyed the article, I would like to take a look at the template

Thanks

Hi Scott,
email with template sent this morning.

best,
-keijo-

Suresh wrote:

Hi Keijo,

I collect Antarctic related stamps.can you send me the excel template you mentioned in the article.
it would be of great help.

Thanks,

Hi Suresh,
email with template file and instructions sent this morning.

Erik Thureson wrote:

Hi Keijo,
I have tried a few different stamp inventory programs including EzStamp and another called Stamp Organizer Deluxe. Although initially I liked EzStamp I am now favoring Stamp Organizer Deluxe due to its Excel look and “feel”. In the end though something simple is likely best in order avoid a lot of data entry.
Please email me your template that I may try.

Regards,
Erik

Hi Erik,

Please check your inbox for message with subject “Stamp Collecting Blog / template file”.

Nelson wrote:

Great article. I would love a copy of the excel template.

Regards,
Nelson

Hi Nelson,
please check your inbox for template + instructions.
Best,
-keijo-

Hi again Keijo,
I would really like to make blank mouinting pieces as shown in your “Keeping track of Stamp Collection” blog. Can you provide some instruction on how to do this or provide a template?

Thanks again,
Erik

I have thought a lot of sharing some template files for blank mounting pieces, but so far haven’t found the time.

Making blank mountain pieces for Yourself is possible and somewhat easy using any text processor (such as Microsoft Word) and a feature known as “text box”. You simply
1. Create a new document
2. draw one larger text box and one smaller text box on the document
3. work with them (size, position etc) untill you are happy
4. and finally create multiple copies of them untill the document area is filled.

That said, it requires some “bit advanced” skills/experience (especially if to make it without raising blood pressure)… Here’s a short visual guide that will help to get started with text boxes on Microsoft Word (version 2003 and older): http://wordprocessing.about.com/od/formattingdocument1/ss/textboxes.htm

But I’ll try to come up with something even simpler (that anyone despite of their pc skills can use) in near future.

PS. I received your cover on monday morning. Thanks. I hope you receive my response cover soon and in good condition.

Maurice L. Malaney wrote:

Good article. Very thought provoking. I am using (more like, I have) SCDB (Stamp Collectors Database) software. It uses DBASE engine and it very time consuming to use. The biggest problem is the inability to easily write a custom report on what you have or what you don’t have or don’t want. If I could see what your template is, I’d rather use Excel. You’re right, Excel is EXCELlent!!! Thanks

Hi Maurice,
I agree. Excel is truly excellent tool, especially for building custom reports.
Please check your inbox for template file and instructions.

Randi wrote:

Great site, very helpful for someone digging up her old stamp collection to see where its at. WOuld love to get a copy of your template as I’d much prefer to use that than a commercial software package!

Hi Randi,
please check your inbox for the template + instructions.

Andy wrote:

I am very interested in taking a look at your template

Hi Andy,
please check your emails inbox.

Nick Morris wrote:

I really enjoyed reading your article. I would be interested in having a look at your template.

Nick

Petra wrote:

with great interest I have read your blog, especially the articles on the pros and cons of stamp collecting software. After having tested demo versions of several stamp collecting software I am more and more inclined to use a spreadsheet solution. It would be nice if I could have a look at your Excel template.

Kind regards,
Petra

Hi Petra,
email on the way.

K RAMARATHNAM wrote:

I would be thankful if you send me the template

Hi,
you’ve got mail

Jimmie wrote:

Hi, I enjoyed your article.
I need help in this area.
Please send me the template.
Thanks

Hi Jimmie,
please see your email for template file and instructions.
best,
-keijo-

Fred Havn wrote:

Hi again Keijo.

I would love to see your template. I’m using Excel myself for cataloging my stamps.

Hi Fred,
please check your email for template and instructions.

Gerd wrote:

I#m keeping my world wide collection in order by a four step solution.

Step 1: keep the stamps in glassine envelopes
Step 2: put the stamps on cards
Step 3: hinge the stamps in self printed album
Step 4: enter stamps in an inventory program, I choosed MICHELsoft 9

Solution could be seen at: http://briefmarkentauschblog.de/?p=232

Gerd

Hi Gerd,

that was an excellent article… I loved the images of your self-printed albums. A plastic binding on your stamp albums seems very firm. I wonder is it practical (to flip pages)?

BTW. If you have time to write a review/views of MichelSoft 9 in your blog, I’d love to read it very much. I know it’s supposed to be a whole lot better than previous versions, but I haven’t had a change to try it yet. For what I’ve read on Michel-forum, it has some problems with image quality (similar to online-catalog)

Keijo,

flipping pages in a plastic binding is much easier than flipping pages housed in a four-ring binder (an other method I tried out). I think it is cheapest and most practical way to make albums yourself.

I’ll will write a short review of MICHELsoft 9 at weekend. Not everything, like image quality, is fine, but it is the cheapest way at moment, less than 100,- Euro, to get a complete actual world wide stamp catalogue, which also can be used as an inventory program.

Regards

Thanks for the fast reply Gerd.

I’ll definitely have to try out the plastic binding some day in future. Do you have recommendations for paper weight (or did I miss that in your original article)? Normally I’ve used 160gms archival quality paper, but I fear it might be a bit thick for that kind of binding.

I’m already looking forward to reading your opinions about the MichelSoft9.

I’m using 100gr premium paper, so a good filled 100 pages album is less than 2 cm high. 100gr paper often is available at discount prices and is ideal for using with standard printers (inkjet, laser). Price for one page premium paper is about 1 Cent or less, binding material is about 1 Euro each 100 pages album + printing costs (?).

For example costs for a complete Austria album, 3 parts, about 300 pages, is less than 10,- Euros. I’ve never seen a cheaper Austria album.

I can agree that keeping the paper close to “normal weight” helps keeping the costs down. I assume that if the binding is sturdy enough and you don’t overstuff the album with too many pages/items, it doesn’t suffer from natural bending? One of my first attempts (way back) with DIY stamp albums was to print pages on normal 80gms paper and put them on normal 4-ring binder; it failed miserably as the album/pages bended and bulged to all directions due to varying thickness of pages.

AFAIK the printing costs can vary a lot. I think the average cost per sheet is somewhere around 4-5 cents per sheet for inkjet and 2-3 cents for laser.

calculation of printing costs seems to be a bit too high for me. As you said, costs can vary a lot, depending on for example what kind of ink you use (original, third partie…). Maybe in future I’ll calculate printing costs exactly.

I’m thinking about to send a printed album, so you can test and see what I talk about.

Printing costs suprise many, but they are quite easy to check if you know where to look for details. Almost all printer manufacturers (HP, Epson etc) list the CPP/Cost per Printed Page data on their websites; in addition several PC magazines make annual comparisons (or possibly reality check would be a better word) on the subject… Yes, I’m a geek (and proud of it). LOL.

Keijo, as promised, a short review of MICHELsoft 9.

http://briefmarkentauschblog.de/?p=328

Excellent

Neil wrote:

could you please forward me your spreadsheet – as you say the available software just doesnt cut it !!

thanks.

Hi Neil,
one spreadsheet coming your way…

Tim Pearson wrote:

Thanks for your helpful comments. Could I please join the queue asking for your template too?

Many thanks

Tim

Hi Tim,
you’re welcome to join the queue Please check your email for template with instructions.

Bryan Koen wrote:

Great series of articles on managing collections. I have a fair amount from Scandinavia that I am need to organize. I don’t see the need in taking up space on my hard drive for pictures of stamps from the remaining 95% of the world that I don’t collect.

I would be interested in a copy of your template.

Thanks,
Bryan

Hi Bryan,
and thanks
Please check your email for template.