How Do You Keep Track Of Your Collection?

I use some simple html files (link in my profile) that can be edited with notepad. I then have a simple batchfile to upload the files to the web so that after I modify, due to a new coin coming out or me adding to my collection it doesn't take to long. Having the list online means I can goto my webpage with my blackberry and see if there's a coin I need or not.

I use the excel spreadsheet, I can keep track of everything, and the collection is marked for each of my boys, so when the wife and I are gone, they can easily run off sheets for each denomination. Also, each coin or roll is identified with a sticker, number and first letter of their names, so there won't be any problems. The boxes are even marked with the initial of their first name. Even though I believe I know my two sons, you cannot predict people or their spouses when it comes to money,

I collect world coins. I keep them in 2x2's in 20 pocket pages in binders.

Sometimes- I put a mark in my Standard Cataloge of World Coins next to the coin I have. Sometimes - I don't.

Sometimes-I scan the 20 pocket pages and upload the pics to a blog. Sometimes - I don't.

Sometimes - I buy a coin that fills a hole in my collection. Sometimes - I buy a coin that immediatly goes into the duplicate pile.

Sometimes - when I go in my closet I stub my toe on bags of coins. Sometimes- when I go in my closet I find 2x2's of the coin that was supposed to be in a binder.

Sometimes - I can find my box of silver halves. Sometimes - I can't.

Sometimes - I can guess the value of my collection. Sometimes - I can't.

Sometimes - I dump a bag of coins out and my kids look through them with me. Sometimes - we pick them back up.

What were we talking about again?

I use a couple of different things:

I started out with an Excel file with different worksheets for each country I collect (US, Canada, NZ) as well as Tubes/Rolls and Bullion. I number each of my coins (that are in 2x2s or flips) with a 5 digit number. My Canadian and NZ coins have a prefix (C and NZ, respectively).

In the Excel I track: Coin ID, Type, Face Value, Year, MM, Variety, Location (Box, Album, wherever), Cost, Purchase Date, Purchase Place, Condition/Grade, Bullion Content.

Of course I can then aggregate the data, etc.

However, I'm a data freak (an accounting student too, so I guess it's to be expected) and I'm just not too well versed in Excel, so I've been building an online database that's tailored to my needs. Currently I've only got it set up for US coins. And since I'm doing all the data entry by hand, I've only got information loaded on about 2000 coins. All the modern stuff, a few older series, and any series where I have a few misfit coins. Not set up for proof coins yet either.

The db tracks a lot more information than Excel ever could. I track all the same information in the db as the Excel, but it's also just so much easier to play with the data... see which coins I have multiples of, so can sell, trade, etc. Keeps track of sales, bullion values, etc.

Unfortunately the database I've set up still doesn't serve all my needs so I have to continue using my Excel spreadsheet. Can't wait until I have the db set up so I can quit with the Excel though! So many more possibilities to play with the data!

Analyzing the data is part of the fun for me :)

My 'other' job is as a computer programmer. I use an Access database so I can store pictures of each coin and run reports as needed.

http://en.numista.com/

FREE,
excellent search features,
FREE,
lists mintages #'s
FREE,
can export to excel
FREE,

best of all... it's FREE !

Good Choice for You:
Microsoft ACCessDataBase, best 2010. Access 2007 works fine for me, but it's really "stubborn" at times. Try it. If you don't have it, Excel is still acceptable.