Many years ago, I programmed a database in dBase III+ to keep track of firearms in my collection. It's simple to use when you acquire or dispose of a gun, to enter, modify or delete an entry in the database. I include current estimated values. Once a year I print out the overall database, and put it in our safe deposit box.

I used to keep a notebook, but it became too laborious. I'm thinking of converting my old database to a new one that's Windows-based; considering one called KollectAll. It can be used for almost anything and you can include pictures.

I think it's important to keep track of your collection for insurance purposes now, and for disposition when you eventually part for greener pastures.

I'd be interested to know how you track your stuff, either manually or by computer, and if you've had success with any commercial collecting software. Perhaps some of you use a spreadsheet. What do you like?

A number of years ago I created a spread sheet with the information I thought was important, and have kept it updated since. Unfortunately, for some time I was not scrupulous about maintaining a schedule of dispositions; I simply would delete that item from the sheet. I now track all transactions, but I keep the disposition in a separate file. I have started to make photos of all my firearms, but have only gotten to the revolvers; the long guns are a bit of a pain to haul out and photograph. I put enough information on the back of the photos so they can be keyed to the computer list.

I maintain an insurance value for each item, but have stressed to my wife and daughter that it is about 30 to 50% higher than could be realized if the collection is liquidated. I also indicate on my list if there is a factory letter, box, etc., that goes with the gun, as we all should know how much that can affect the value.

Every time there is a change in the file, I print off a copy and mail it to a friend to put it in his safe.

I have not tried this. But it was posted in a thread here some time ago and some seem to like it.

GunSafe - Firearms Collection Software

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SC Army National Guard

Excel Spread sheet take your time and add pics as well. I've gone as far as to indicate finish %(Objectively of course) and any accessories.

Don't rush it though. It's not a one day job.

Almost forgot, you must get an external hard drive and back up that file every time you change anything.... You don't want all of your hard work and $$ wasted.

kobsw

You are going to need some tools:

• Abacus
• Fountain pen (blue ink preferred)
• Cotton blend archival quality paper
• Brass tags with numbers, custom ordered
• Leather binder, with your name or what-not embossed
• Camera, preferably a Kodak with 120 high resolution film or higher, or something a bit newer if unavailable.

I may be leaving a few things out, but that mostly has it covered.


I just can't bring myself to put the serial numbers of collection pieces on a computer, unless necessary.

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Lost it all in a boat accident

I forgot the most important thing...

A bottle of Geo. Dickel white label, because you are bound to get thirsty, as it's a thankless job.

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Lost it all in a boat accident

I just keep a simple excel spreadsheet with all the vitals (serial, model#, etc) along with a brief description , estimated value and actual cost of each one. I should have added dates when acquired but didn't think to do that when I initially started the spreadsheet. I back it up with several photos of each one, with at least one showing the serial number. I update it as new additions occur, which I think does not happen enough, but my wife would choose to differ with me on that. I keep a printed copy in my safes and at least one in another secure place away from the house.

Trying to get someone else to use a custom method is probably foolish. But there are some general guidelines.

First and foremost, if you don't want to lie, don't number your guns. I don't use a spread sheet because of the tendency of rows to be numbered. I use a text file.

When someone nosy asks me how many guns I have, I can honestly tell them I don't know. Besides, it varies from one gunshow to the next. To make matters worse (better), all of them aren't included!

Most folks prefer to keep track of little things like the grips the gun wears. Unless, of course, you discarded the ones it came with and slapped on some Ropers or Kearsarge. I'm kind of partial to ivory, but somehow I came up with way too many sets of N pearls. So I just gave up. Having wasted way too many hours in Accounting courses 40+ years ago, I tend to think in cost. Except many of my treasures were acquired in trades. Or worse, with boot going one way or the other. Hard to value a holster you didn't pay for in the first place. Some of my guns came with ammo, often for a caliber it doesn't shoot (one of my P210 SIGs was 9mm, but came with 300 rounds of .30 Luger.) Should I drop the value of the gun when I burn up the ammo?

Everyone wants clear tracks for their spouse when they die. But the honest truth of the matter seems to be that gun owners are the worst ones to estimate value. I know I have one SAA 3rd Gen which I paid $2000. I've been transporting it to gun shows for the last 3 or 4 years with no serious nibblers. Its not going to bring what I paid for it. But why should I list it for less than I paid? I have a P210 SIG I paid $1750 for years ago. Its perfect, with box and an extra 22 cal magazine (worth its weight in gold, literally.) I saw a well abused twin sell for $5000 without the extras. How would you value it?

Oh, S&Ws.... Cost is a terrible way to list things, but its the only constant because its a historical marker. In 1995 you could buy K22s all day for $300. You could buy Outdoorsman's revolvers (1st models) for $400 and many were in great shape. Do you value them at the price David Carroll puts on his? You certainly can't sell them for that, even if he can.

OK, put condition on your little listing. How good are you at gauging condition? Take a gun, any gun in your collection and hand it to 5 friends. Have them grade the gun. Its worse than economics! If you put 10 economists in a room and ask what's happening, you'll get 12 serious answers. Guns are close to the same problem. We just don't have objective methods of grading. Repeatable ones. It makes home appraisals look like science!

So lets see. We don't argue about maker. Number of shots. Barrel length. Color of the finish. Maybe material of the grips. From there, text is the way to go.

For those of you who require a strict form to fill in, OK. About 10 years ago our gun show tables were next to Hugh May (for years). He had a yellow legal pad and just wrote down his observations on guns. It was better than any spreadsheet I've seen. I got a better idea of what a gun was from that than from anyone's form or regimented questions.

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Dick Burg

Up until recently, I was still using the old card file system. I would document the info on 3x5 cards and keep them stashed away, with a 2nd set of info/ser# kept at my dad's. Just recently started putting the info into the computer, with a spread sheet data base. I had not thought of pictures with the data base, which is a really good idea. I have photos/videos of most of my house and belongings, and most of my guns, but never put photos in the data base. Does not matter how you document it, as long as you do! To many times, you see people reporting guns stolen and have no record of the serial numbers.
Thanks - Joe

I have excel lists for personal property, investments, guns, knifes, etc. and it's very easy for me after years of using excel spreadsheets at work. I put the usual stuff into the sheets, ie. model number, serial number, condition features, etc. Easy to update and burn to disc every now and then for safe keeping. When I see a gun or knife sell I put the price into the sheet to keep values somewhat up to date.

The excel sheets aren't perfect but at least it's a place to start should the need arise.

Bob

When we went through dad's collection two weeks before he passed away. We were able to lay out every thing in front of him and took notes and pictures. Little stories about where they came frome or who did the engraving. His memory was pretty good, but we found a few errors. I built a excel spread sheet with his notes and descriptions and numbered pictures to go along with that list. In the future when his grand kids take possesion, I hope these note/pictures will help them in their collecting.

I have been doing an excell spread sheet, not sure if I can embed pics into it or not

I also note where they came from and when, what shop or person or what I can recall about the deal. I think I put midle of the road values on mine, certainly no infalted, at my values most here would snatch them up.

also have a fill full of gun gun recipts/transactions.

I sent my FFL buddy a pic of my dinner table......said if the ATF ever askes.....just show them that pic (actaully ATF has asked about me in the past)

Bump to top

I use GunSafe; it works better than a commercial product I tried. I am not all that handy computerwise but I can make do with it.

I also keep a printout of it on file and in addition have a dedicated file for each gun. Started doing that well over 20 years ago and everything relating to that gun is in there.

Not sure if anyone else will ever care about that level of detail but stuff that I did to it years ago is documented there.

Sure. Select a cell where you want the pic to go. Click Insert > picture > from file. Find your pic and double click and it's there. Size it to what you want using the boxes on the edge of the pic. Move it around by dragging.

You'll be an old pro after just a couple. It really is pretty much that simple.

Bob

Pencil & paper work for me. Before you "LOL" stop & think about it. Many of the things we use computers for can be done much quicker and easier the "old fashioned way."

I spent over 20 minutes once waiting for the "computer whiz" at work to figure out how to set up and make a simple diagram, that I could have knocked out in less then 20 seconds with a pencil. (neatness didn't matter)

I'm with Dick, I just use a office text file that I started about six years ago. I just list in collums make, model, caliber, barrell length and S/N. I actually use footnotes to add info such as scopes special sights etc. It is real easy to update, I usually burn it to a disc after there have been a couple changes, coming or going.
It ain't a perfect system, because all of the pictures are in a seperate file, but it is what it is. I do wish I had kept record of coming and going dates. I guress receipts cover most of that.
I think the most important thing, is that the people that matter, have access to the info and understand it.

I use a basic MS Word table. That way I can add photos.
Been using it for about six years now.
I keep hard copies in the safe, one in my daytimer, and one on a backup disc.
It gets updated anytime a new addition is added.

"Gunsafe" works well for me. I like its simplicity.