ncbucki
Member 
Inactive
Greetings to all! I really do like having individual forums based on global area. Many
Posts: 143 
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Post by ncbucki on Aug 5, 2013 21:41:10 GMT
Recently I discussed with a fellow collector how I process my stamp-related acquisitions (e.g., incorporate into my collection), so I decided to write it up here.
With thousands of covers (and, of course, stamps, pb’s and miscellaneous stuff), and being a year behind in cataloging a lot of my acquisitions, it can be quite an intimidating task to process a year later. This can become even harder when you consider that I often want to process several items immediately. So … how do I keep this all straight.
The process I use to incorporate acquisitions into my collection was one I developed in the 1970’s. Back then everything was on 3 x 5 index cards, but I now use a database (that is part of story for a later time).
I am going to start with the most challenging - multiple purchases at one time. As the example, I’ll use the five lots obtained via our stamp club auction this past Sunday; several lots consist of several hundred covers.
The first thing I do is write the Acquisition Source information on an index card (for later entry into computer) and assign a unique number. I also include pertinent information such as date, where, etc.
For each lot, I create a Lot index card. Data on the lot card includes the acquisition number, sequential lot number, cost, a short description of the lot etc. I physically store each lot package separate from all others and keep the lot index card physically with the lot package.
This has taken maybe 5 minutes of my time. I do enter the acq and lot info into the computer at this time, another couple of minutes. Now that I have each lot package physically identified as to both acquisition information and lot description, I can store the lot items wherever makes the most sense for the material (in a box, envelope on a shelf, …). I do not intermix items from different acq’s or lots at this time, but it doesn’t matter if the lot packages do get intermingled with lot packages from other acquisitions since I can readily obtain the acq and lot info from the lot card.
Now I can process each item in the lot at my leisure. When I am ready to “incorporate” an item from a lot into my collection, I assign a unique inventory item number to the item and enter all pertinent information about the item into the computer and place the item into my collection. Thus, I can process an item into my collection whenever I am ready while delaying the processing of other items from that acquisition.
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Post by perfs12 on Aug 6, 2013 0:34:50 GMT
Most interesting ncbucki. Cataloging is something I have neglected over the past 10 years or so. I have the remnants of three old cataloging systems: index card, journal and database. With thousands of covers and tens of thousands of stamps, I really need to set aside a year to get up to date.
With important items I acquire I do keep a record. The challenge for me is to develop a system that is not too onerous when cataloging basic, plentiful items.
Some screen shots of your DB would be useful for me.
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BC
Departed
Rest in Peace
Vancouver, BC Canada
Posts: 836
What I collect: Worldwide USED up to the 1960's, later years from countries that came into existence after then, like Anguilla, Tuvalu and Transnistria.
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Post by BC on Aug 6, 2013 1:40:44 GMT
Sadly I am like perf12. And I have all the software and expertise  |
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Post by Perfs14 on Aug 6, 2013 2:18:14 GMT
I wish that I could say that as a science trained individual cataloguing is second nature to me. Alas, it isn't and I have catalogued nothing! Which, in a way, is good as I would have to face up to how much I really spend on this lil' hobby!  |
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therealwesty
Member
Inactive
Sorting my Small Queens
Posts: 331
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Post by therealwesty on Aug 7, 2013 11:52:31 GMT
I don't catalogue anything. My collection is pretty focused, so I have a wish list I made in Excel for the stamps I still need to fill the holes in my collection. The list is formatted for a 5x9" binder, so I can take it with me to club meetings and shows. As soon as make a purchase it gets crossed off the list. Just a neat single stroke through the Unitrade number so it can still be referenced at a later date.
The main wish list just has the major issues listed by Unitrade number. When I start to specialize on a specific area I will often make a specialized list that has the varieties that exist for a particular issue.
As far as placing new material in my collection, usually as soon as the new material is in the same room as my binders I am looking for my tongs to start filling in the holes.
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firstfrog2013
Member
Posts: 3,276
What I collect: BNA Liberia St Pierre U.S. Bolivia Turkey
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Post by firstfrog2013 on Aug 18, 2013 18:39:53 GMT
Is your catalog effort basically an inventory?? I use a cigar box on my stamp station(really just old large dining table with shelving units) to hold new arrivals.when time allows I go through the box and add what i can where I can.As for want list I'm down to like eight numbers don't really need a list just a bigger wallet.
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Post by ramanandn on Sept 4, 2013 18:37:15 GMT
There is a pile of stuff that I need to catalog, create wantlists, sell and buy! So much to do; so little time.
Having Scott catalog on pdf helps with searching and annotating though.
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graphis
**Member** 
Inactive
Posts: 15
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Post by graphis on Oct 31, 2013 11:54:27 GMT
I roughly catalog my stuff..primarily by country...then I have a volume dedicated to "air mail" issues...and a few Vario sheets for newly acquired stamps to be sorted at a later time.
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tomiseksj
Moderator 
Woodbridge, Virginia, USA
Posts: 6,263
What I collect: Worldwide stamps/covers, Cinderellas, Ohio Prepaid Sales Tax Receipts, U.S. WWII Ration ephemera
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Post by tomiseksj on Dec 11, 2013 0:56:38 GMT
I've spent the better part of the last week identifying and cataloging my existing worldwide collection -- tonight I finished the first of four Scott International albums (through Cuba).
I maintain basic information in two Excel files -- one for my primary U.S. collection and the second for Worldwide.
The minimum data I record includes Scott#, quantity, mint/used, and location.
I also have columns on the spreadsheets for condition, catalog value, date acquired, purchase price and notes; however, so far I've only entered data in those categories on my U.S. collection.
My U.S. Excel file has spreadsheets for regular issue, on cover/card, surplus, air mail, special delivery, etc.; my Worldwide file has (or eventually will have) spreadsheets for each country of which I have stamps.
As new items are acquired, I update the spreadsheets and either mount the items or store them in stock pages or envelopes.
Having the ability to very quickly determine whether or not I have an item has proven invaluable -- I no longer inadvertently bid on duplicate material on the auction sites and I can usually find an item in relative short order.
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rod222
Member
Posts: 9,877
What I collect: Worldwide Stamps, Ephemera and Catalogues
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Post by rod222 on Dec 11, 2013 1:26:52 GMT
I am evolving as well, into my cataloguing, I used to scan every stamp, and use the image name to identify, I could go into GB for instance, and hit F2, for 6d, and every 6 penny stamp would pop up, I would do the same for year. Even that became tiresome, and I now scan my album page, with year in the file name, So I get the year pages, and all the gaps (holes) are immediately evident, I am finding this more worthwhile, and pleasing, but the "up close and in your face" images, from scanning individual stamps is lost Tough work being a worldwide collector! |
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Jen B
Member
Inactive
Posts: 367 
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Post by Jen B on Jan 21, 2014 4:33:35 GMT
As a general worldwide collector I've been struggling with how to catalog what I have as well. My main goal is to come up with a method of quickly making a portable want list that I can take with me to shows so I don't end up buying items I already have. You would think that with a small worldwide collection that wouldn't happen too often, but I end up doing just that more times than not. I've been going through my collection and just checking off the items I have in my old Scott's catalogs. But that doesn't help when going to dealer or a show. I tried copying just a single country, but that limits you to that country and the catalogs don't copy well. So I started putting the data in Excel and figured I'd go ahead and put in all the major issues for the countries I'm currently working on. I have Scott number, issue date, used catalog value, some notes and a mark on if I have that issue or not. It really doesn't take much time. Scott numbers are in order, so you can just copy those and remove any gaps. And I stop at 1960. I still haven't decided if this will work. I wish Scott or one of the other major catalog vendors would come out with a decent digital/online interactive catalog that would allow one to do the same thing. Here's a snippet of the spreadsheet for Costa Rica.  I use '+' as the prefix for regular issues. I wanted the prefix in a separate column, so I could filter by issue type and I wanted regular issues to show up first. Blank probably would have worked too. (Here's a page from Linn's that shows the Scott's prefixes. As a aside, I never knew there were revenue stamps for private die canned fruit.  ) Of course once all this was keyed in, I got sidetracked doing statistics on the data. Here are a couple of examples. I only put in the basics for both countries...no states or SCADTA for Colombia, for example. One for Costa Rica  One for Colombia  |
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rod222
Member
Posts: 9,877
What I collect: Worldwide Stamps, Ephemera and Catalogues
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Post by rod222 on Jan 21, 2014 6:34:04 GMT
Crikey Jen, you make my head hurt.  Here's something to consider. I am a WW collector, you send me 100? 200? 500? 1000? stamps whatever you have homeless, looking for accommodation, and I'll send you the same amount return mail. If after the first exchange you don't like what I send you can stop, or anytime. |
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Jen B
Member
Inactive
Posts: 367
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Post by Jen B on Jan 22, 2014 1:15:01 GMT
Rod, sorry to give you a brain-strain. I was going cross-eyed myself. I think I have 100 extra stamps around here somewhere I'd be willing to exchange.  Send me a message with your address and I'll get them sent off. Thanks! |
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rod222
Member
Posts: 9,877
What I collect: Worldwide Stamps, Ephemera and Catalogues
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Post by rod222 on Jan 22, 2014 4:54:09 GMT
Rod, sorry to give you a brain-strain. I was going cross-eyed myself. I think I have 100 extra stamps around here somewhere I'd be willing to exchange. Send me a message with your address and I'll get them sent off. Thanks! OK, and send me an appropriate address please, for your good self. and they can cross paths. Any preferences? I am strong in Bulgaria, Czechoslovakia, Romania, Australia ...........all years OK ? |
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Philatarium
Member
Los Angeles, CA
Posts: 1,032
What I collect: Primarily focused on Japan, but lots of other material catches my eye as well ...
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Post by Philatarium on Jan 22, 2014 22:03:16 GMT
... Of course once all this was keyed in, I got sidetracked doing statistics on the data. ... One for Costa Rica Jen: Great work! And a great write-up! Just a quick question about your analysis of the data: do you do this using the pivot tables function in Excel, or did you construct the analysis yourself? (I ask because, many many generations ago, I was pretty good with Excel (back when you just programmed macros on a little unused corner of the spreadsheet), and the pivot table capabilities were just being released. I never became facile with them then (they were a bit buggy), and have not a professional reason to use Excel much since then, except for the basics.) Thanks! -- Dave |
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Jen B
Member
Inactive
Posts: 367
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Post by Jen B on Jan 23, 2014 4:11:24 GMT
Dave, The top one is a pivot table and the bottom uses the frequency and sumproduct functions. I'm such a fossil, the first spreadsheet I used was Visicalc. I don't use spreadsheets on a regular basis anymore. I just know what I want to do and then search around on the web on what functions could be used in Excel to accomplish it. Microsoft has added so much into Excel you can usually find something already in the program to do what you want. |
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Philatarium
Member
Los Angeles, CA
Posts: 1,032
What I collect: Primarily focused on Japan, but lots of other material catches my eye as well ...
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Post by Philatarium on Jan 23, 2014 5:11:09 GMT
Jen: Visicalc user here, too! Then Lotus 1-2-3. Then finally Excel, when it was originally only available as a Mac product! (And I used to program in something called Autotab before there were PC's!) Until just now, I didn't realize that I represent the history of spreadsheet applications ...  -- Dave |
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Post by ChrisW on Jan 31, 2014 18:12:22 GMT
I try to do the bare minimun when it comes to cataloging. Since I'm in the process of migrating my WW 1840-1940 collection from Scott International Albums to Steiner pages, I simply use an orange highlighter to highlight the items I have in my Scott Classic catalogue. I need to use the catalogue to help find where the stamps goes on the Steiner pages anyway, so I just highlight the Scott# of the stamp while I'm at it.
Works nice with relatively little effort and I have my inventory and know what I need. Nice thing is that is is all contained in a single volume so I can take it with me to a stamp show or dealer's store (if I can find one ). The problem will be if I ever want to buy a newer edition catalogue... 
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Post by jkjblue on Jan 31, 2014 22:04:00 GMT
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Post by classicalstamps on Feb 1, 2014 9:18:11 GMT
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Post by ChrisW on Feb 1, 2014 13:04:44 GMT
My A-R country inventory is in my 2011 Scott Classic, while the S-Z inventory is in my 2014 catalogue. I now have to carry both catalogues to stamp shows.  I technical question if I may. I don't know if there's a better place to find the answer to my question or somewhere else I should be asking it, but since Jim just did it here, I will ask it here. How do you quote only a portion of someone's response? Whenever I hit the "quote" button, it quotes the whole thing. And I tried highlighting just the part I want to quote and hit the quote button, but that didn't work either.... Thanks! |
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tomiseksj
Moderator
Woodbridge, Virginia, USA
Posts: 6,263
What I collect: Worldwide stamps/covers, Cinderellas, Ohio Prepaid Sales Tax Receipts, U.S. WWII Ration ephemera
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Post by tomiseksj on Feb 1, 2014 13:13:36 GMT
You can either copy the segment you want to quote and then paste it into a quote box in your post or you can select the quote button on the post you want to quote and delete those portions of text or images that you want to omit. The former is probably the easist method and is the one I used here. The latter will result in a notification being sent to the member that has been quoted.
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Ryan
Member
Calgary, Alberta, Canada
Posts: 2,720
What I collect: If I have a catalogue for it, I collect it. And I have many catalogues ....
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Post by Ryan on Feb 2, 2014 12:10:55 GMT
Often when you're trying to delete portions of a quote, you will end up ruining the formatting and the quoted message goes all wonky. Sometimes I need to switch to the BBCode mode whlie editing quotes to get it looking the way I want it to look.
Ryan
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Post by ctm2matman on Aug 12, 2014 21:40:44 GMT
After reading all this, I think I might have to stick solely with my electronics hobby, which I have set at a much higher priority. Isn't it OK for me to just put stamps in my album and cross the Scotts number off my list, even going so far as to marking whether or not it's mint? I'll leave the inventory control for my Tektronix and Hewlett-Packard test equipment collection.
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rod222
Member
Posts: 9,877
What I collect: Worldwide Stamps, Ephemera and Catalogues
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Post by rod222 on Aug 13, 2014 0:07:03 GMT
Absolutely !
You are free to approach the hobby in a way that gives you the most pleasure.
Advanced techniques are for those that feel they need it.
Approach it like a recipe book, take out the bits that appeal to you, and leave the rest.
What we mustn't do, is judge each other harshly.
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firstfrog2013
Member
Posts: 3,276
What I collect: BNA Liberia St Pierre U.S. Bolivia Turkey
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Post by firstfrog2013 on Aug 13, 2014 1:45:04 GMT
I have never had a inventory of any sort.I fear that I would spend almost equal amount of time on that as the stamps themselves.One would have to go and it ain't the stamps.I add all the time and making new pages consumes any extra time.My favorite stamp season is winter when I seem to hibernate in my stamp room.I actually haven't measured it but is basically a large closet.I love it. At any time I just walk out and close the door nothing to put away or be disturbed.
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