Make an inventory for a small collection

A small collection needs an inventory that helps you find and distinguish its objects. Begin with a few fields you can complete accurately rather than an ambitious database full of blanks.

Give each object a stable reference, a plain description and a location. Add dimensions, acquisition information and an overall photograph where appropriate. Keep purchase records and personal details in a protected part of the system. An inventory shared publicly should not reveal where valuable objects are stored.

Make the reference durable

Use the reference in filenames and notes, but do not attach labels directly to fragile surfaces without suitable advice. A container or separate record may be safer. Record which object has a lid, stand or associated part so pieces do not become unidentified later.

Distinguish documented information from your own attribution. A seller's description belongs in the record as a seller's description, not automatically as a verified fact. Preserve receipts and relevant correspondence.

Test the system with a real retrieval: can someone authorised find the object and match it to the photograph? Back up the records and keep them accessible without one person's memory. The inventory can grow later. Its first job is a dependable connection between a physical thing, its location and the information you actually have about it.