posted 09-13-2009 03:14 PM               

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)

posted 09-13-2009 05:50 PM               

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.

posted 09-14-2009 12:05 AM            

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.

posted 05-26-2010 12:36 AM            

• 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

posted 02-15-2015 07:33 PM               

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.