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Author Topic:   Cataloging your space collection (software)
MadSci
Member

Posts: 226
From: Maryland, USA
Registered: Oct 2008

posted 09-13-2009 02:19 PM     Click Here to See the Profile for MadSci     Edit/Delete Message   Reply w/Quote
I'm rather belatedly starting to catalog my collection. I wondered if anyone has devised a spreadsheet for their collection (hopefully in Excel) and would either share a blank copy of it with me, or at least some suggestions of the things they track in it, how they assign item numbers to the collection items, track and maintain Provenance items etc.

Thanks for any wisdom you might share!

SpaceAholic
Member

Posts: 4437
From: Sierra Vista, Arizona
Registered: Nov 1999

posted 09-13-2009 03:14 PM     Click Here to See the Profile for SpaceAholic   Click Here to Email SpaceAholic     Edit/Delete Message   Reply w/Quote
One option is Collective Access (formally referred to as Open Collection) - which is freeware but requires a server to host.

I am in the process of working with a software engineer to overhaul my website - enabling a relational database to support cataloging of the collection and would prefer to implement an agreed upon standard for things like inventory numbers and artifact characterization attributes so that in the future if something like a Wiki comes to fruition, it will simplify the process of integrating artifacts from individual collectors.

Intend to go with a collection inventory serialization structure of XX-YY-##### (where X = first and last initial of the collector, Y = year of accession into the collection, and # = a five digit sequence which resets at the start of each calender year.) It would be excellent if the cS community could agree on some of these common standards for implementation in their individual databases/websites and am open to adjustments to bring my efforts into compliance with whatever the group decides.

The attributes I have elected for the individual artifact pages are listed below (ignore the side notes - this has been cut/paste from the draft database outline for the site):

    Artifact Database Fields: (Entry Field with drop down windows where applicable)
  • Artifact Category (Default Per Home Page ICON, Other or N/A)
  • Artifact Nomenclature (Free Text up to 40 Characters)
  • Period of Employment (YYYY to YYYY – Range Linked to Timeline on Home Page)
  • Manufacturer (Free Text up to 40 characters)
  • NASA Contract Number (NASX-XXX to NASX-XXXXX, unknown or N/A)
  • Spacecraft/Launch System (Default in Drop Down are one of the items selected from above list or N/A) (when selected will result in a visible entry on the Artifact page in text form and a representative Thumbnail image of the spacecraft/launch vehicle to either the left or right side of this line item)
  • Program (per Timeline values on homepage, Other or N/A)
  • Flown Status (Defaults are Flown, Unflown, or Undetermined)
  • Materials: (Free Text up to 200 characters)
  • Dimensions: (Free Text up to 50 characters)
  • Flight Vehicle System (Default/Dropdown are one of the items selected from the above list, Other or N/A )
  • Discussion of Application, Functionality and Design (Free Text up to 5000 characters)
  • Inventory Number (XX-YY-#####)
  • Related Artifacts (Drop down window, entries HTML clickable) Values derived from (Inventory Number), (Artifact Nomenclature)

ilbasso
Member

Posts: 1522
From: Greensboro, NC USA
Registered: Feb 2006

posted 09-13-2009 05:50 PM     Click Here to See the Profile for ilbasso   Click Here to Email ilbasso     Edit/Delete Message   Reply w/Quote
I use an Excel spreadsheet. I'll send you a copy of the template, but the simple column headers I use are: Item, Type (e.g., patch, photo, hardware, etc.), Signed (Y/N), Mission, Flown (Y/N), Date On Blog (date that I put an article about it on my blog), Month/Day/Year (of the mission or the person involved, as a cue for what I might consider putting up on my blog on a given date), Comments, Cost, Source, Date Obtained, Sold Date, Sold Price, Sold To.

I do a screen print to a pdf file of screen shots of the eBay, Astro-Auction, or other listing if I bought something on line, and keep those pdfs in a separate folder. I also scan or photograph every item when I receive it, and I keep those photos in another folder. Finally, I use "Taming the Paper Tiger" software for indexing and maintaining the locations of all of my paper work files, as well as any photos or other collectibles that I file.

I use autobackup and syncing software to sync these records to a USB thumb drive so that I have documentation in case disaster strikes.

I thought at one point about learning Access so that I could put together reports more easily, linking the Excel spreadsheet and the photos. That seems like more trouble than it's worth, though. If I want to see all my flown items for example, it's easy enough to sort the Excel database on the appropriate column.

MadSci
Member

Posts: 226
From: Maryland, USA
Registered: Oct 2008

posted 09-14-2009 12:05 AM     Click Here to See the Profile for MadSci     Edit/Delete Message   Reply w/Quote
Some great ideas here.

Scott, I think you're on to an interesting idea. After all, how many times has someone asked on the forums: "was that the xxx I sold by Superior in '95?" or the like.

In terms of maintaining the value of our collections for future generations, having a 'registry' of items would be very helpful in tracking provenance etc. Sadly, soon there will be no-one left who can answer questions about artifacts based upon their first hand knowledge. Then there will be no-one who was very familiar with those who had first hand knowledge, etc.

I'm interested in what other collectors would like to add to the discussion. One thing I would definitely want to add in were the identities of any persons associated with the items. If Buzz Aldrin auctioned it and attested to its authenticity, for example. Also, some way to uniquely identify and link to any provenance documentation and so on.

garymilgrom
Member

Posts: 1966
From: Atlanta, GA
Registered: Feb 2007

posted 09-14-2009 06:22 AM     Click Here to See the Profile for garymilgrom   Click Here to Email garymilgrom     Edit/Delete Message   Reply w/Quote
Great idea. I use a Word doc that I have divided into Chapters and Subchapters. I start with Programs (Mercury, Gemini, Apollo, Shuttle, Soviet), then flight, item, signed Y/N, provenance and photo. I also put details of the framing job if possible.

Scott perhaps your file system could have some kind of prefix to provide this type of simple information for items without the provenance yours have. I'm going to look at the software you mentioned.

ilbasso
Member

Posts: 1522
From: Greensboro, NC USA
Registered: Feb 2006

posted 09-14-2009 08:42 AM     Click Here to See the Profile for ilbasso   Click Here to Email ilbasso     Edit/Delete Message   Reply w/Quote
I should add that I also have folders with any documentation that I can find about an item - e.g., the bio of a person that wore a badge, a photo of what an item looked like in situ, notes from the seller ("I picked this up from ..."), pdfs of the manuals, etc. Perhaps it's a holdover from my old days as a tour guide, but it makes my collection much more personally meaningful. I like to know the story behind each piece.

As MadSci said, someday there will be no one left who had first-hand knowledge of these items and the events. I think that the stories and history are as much a part of each item in my collection as the physical item itself.

teachspace
Member

Posts: 74
From: river edge, nj usa
Registered: Sep 2003

posted 09-14-2009 02:42 PM     Click Here to See the Profile for teachspace   Click Here to Email teachspace     Edit/Delete Message   Reply w/Quote
Over the years, I've tried cataloging my collection with Excel files and data base files but never really came up with a system I liked until recently. I'm in the process of creating picture galleries on a picture-sharing site called Smugmug. Obviously this requires taking pictures or scanning your items but the result is really great. You can even add keywords, captions and notes to each picture and sort them numerous ways for indexing. There is a free section and several pay options that should suit your needs.

I've made lots of progress and will add a post here very son with the smugmug address so the members can view the items I've added so far.

ilbasso
Member

Posts: 1522
From: Greensboro, NC USA
Registered: Feb 2006

posted 09-15-2009 12:08 PM     Click Here to See the Profile for ilbasso   Click Here to Email ilbasso     Edit/Delete Message   Reply w/Quote
Take your time, do it in small chunks, and enjoy getting to know your collection again!

MadSci
Member

Posts: 226
From: Maryland, USA
Registered: Oct 2008

posted 05-26-2010 12:36 AM     Click Here to See the Profile for MadSci     Edit/Delete Message   Reply w/Quote
How about:
  • Mission (if installed or flown or known backup component

  • Provenance - this would need several fields - and I would suggest a field with a "Provenance FileName" that would allow collectors to create a file listing/showing the provenance of their item. I would suggest doing those files in PDF Format.

  • Sale History: a list of transactions that might assist in tracking the identity of the item as it moves through the hobby over the years.

  • Part Number

  • Serial Number
Just some thoughts for you to consider.

mode1charlie
Member

Posts: 1169
From: Honolulu, HI
Registered: Sep 2010

posted 02-15-2015 07:33 PM     Click Here to See the Profile for mode1charlie   Click Here to Email mode1charlie     Edit/Delete Message   Reply w/Quote
I've been using an Excel spreadsheet to document my collection, but it's a bit unwieldy and not the best interface.

So I'm thinking of migrating it over to a dedicated collection dB software system, and ran across one called Recollector. It has adaptable fields to fit whatever collecting subject, includes the ability to add photos, sorting, sub-setting, etc., and is reasonably priced ($45).

Does anyone have experience with using Recollector, and/or do you have any other recommended software for documenting and databasing collections? Thanks.

Editor's note: Threads merged.

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