How To Better Organise Your Collectables

Are you searching for the best way to organise your artwork, collectables, or memorabilia? The CPA Journal reports that theft and damage from natural disasters are among the biggest threats facing collectables today. Without an organisation system in place, the risk of losing valuable items increases significantly.

That’s why having a reliable tracking system is essential: it helps you catalogue, monitor, and protect your collection, ensuring every piece is accounted for and easily retrievable.

Beyond mere protection, knowing how to keep track of your collection enables a complete management approach relevant to appraisals, insurance, and long-term financial planning.

Leveraging Technology for Better Organisation

Given the inherent complexity and demanding nature of organising valuable pieces for art collectors, antique business owners, and memorabilia curators, meticulous tracking and management become crucial.

To simplify this, many seek personalised systems, leading to the development of tools for cataloguing, monitoring, and organising collectables.

A dedicated collection inventory app allows for efficient cataloguing and information retrieval. With just a click, you can locate your pieces, and any details you need, enhancing your overall collecting experience. After all, no collector would want to see his collectable in disarray!

In this article, you will learn the relevance of organising your collectables and discover tips on effectively using a collection inventory app to manage and store your keepsakes.

Understanding the Importance of Organising Collectables

Organise Your Collectables Better in 8 Easy Steps

Define Your Goals As A Collector
Categorise Your Collectables
Utilise a Collection Inventory App
Sort Collection and Create Sub-Categories
Label or Tag Your Collectables
Evaluate Your Collection’s Worth
Store Your Physical Collectables Properly
Create a Digital Log for Items and Paperwork

Elevate Your Collection with Smart Organisation

Managing Collectables: Frequently Asked Questions

Understanding the Importance of Organising Collectables

If you have an artwork collection, a coin collection, or rare collectables, you know the significance of keeping track of where each piece is displayed or kept.

Supporting this viewpoint, professional organiser, Space for Living Organising emphasises that organising helps you easily find a particular piece and gives you great satisfaction as you admire your growing collection on display.

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As you organise your collectables, you probably realise that it comes with a load of vital information associated with the value of each piece. Without these details, proving the worth or authenticity of your collection becomes difficult.

This includes titles, serial numbers, locations, purchase dates, purchase values, current market values, and more. You may have these documents stored in a document vault or a spreadsheet system to track all information.

For a more streamlined and efficient management system, some collectors invest in advanced digital tools. These often feature seamless access to relevant collection information at any time, significantly enhancing convenience and control over the collecting experience.

Organising Your Collectables Better in 8 Easy Steps

From sorting to storage, a simple system can keep your treasured items in perfect order. Below are the complete steps for organising collectables.

Step 1: Define Your Goals As A Collector

Before deciding the best method to organise and monitor your collectables, it is essential to first identify your goals as a collector. This involves reflecting on why you collect and what you hope to achieve through your collecting activities.

Here are a few reasons that drive collecting endeavours:

Art collectables for personal aesthetic reasons
Collecting art for investment
Collection as a hobby
For the preservation of pieces
Public art display of pieces
Running an antique business
Support for local artists or a cause

Understanding your collection's purpose will guide your organisational process. For instance, if you want an aesthetically pleasing display of action figures, you might arrange them by theme, characters, or series.

Step 2: Categorise Your Collectables

Group similar items together to build a systematic collection. Below is a list of categories you can use:

Art and Antiques: Paintings, sculptures, antique furniture, and other valuable artistic or historical artefacts.
Automobilia: Vintage car parts, automobile signs, and memorabilia.
Books and Literature: Rare books, first editions, signed copies, and literary memorabilia.
Cinema and Movie Memorabilia: Movie posters, autographed memorabilia, and items related to iconic films.
Comics and Comic Books: Comic books, graphic novels, and related collectables featuring iconic characters.
Cultural and Ethnic Artefacts: Artefacts and collectables representing specific cultures or ethnicities.
Dolls and Figurines: Antique dolls, collectable figurines, and character dolls from specific franchises.
Jewellery and Gemstones: Collectable jewellery, gemstones, and precious metals with historical or artistic significance.
Military and War Collectables: Medals, uniforms, weapons, and memorabilia from various historical conflicts.
Music Memorabilia: Autographed records, concert posters, and items related to specific musicians or bands.
Numismatics: Coins and currency from different countries, historical periods, or specific themes.
Philately: Stamps, including postage stamps, first-day covers, and philatelic materials.
Sports Memorabilia: Autographed sports memorabilia, trading cards, and items related to specific sports teams.
Technology and Electronics: Vintage electronics, retro gadgets, and technology-related collectables.
Toys and Action Figures: Vintage toys, action figures, and collectable toys from specific franchises.
Watches and Clocks: Vintage watches, antique clocks, and timepieces with unique features.

By categorising collectables, you can tailor storage solutions, cleaning methods, and documentation strategies effectively.

Step 3: Utilise a Collection Inventory App

A well-documented collection can be managed using a cataloguing system, such as a manual log or a spreadsheet. These methods offer a basic level of organisation but can become inefficient as a collection grows.

This is where a collection inventory app excels, offering features for cataloguing, organising, and managing collectables.

Users can create detailed records for each item, including titles, descriptions, acquisition dates, and proof of purchase, ensuring complete collection documentation. The app facilitates organised categorisation and sorting, allowing for easy searching and retrieval of information.

Furthermore, it aids in the ongoing collection management by tracking locations, conditions, and market value.

Looking for a collection inventory app? Here are a few options worth exploring.

Collectibles.com: A mobile application designed to help collectors manage, value and share their collections.
iCollect Everything: An inventory app that catalogues all your collectables, including movies, books, music, games, action figures, wine, toy cars, and much more
MyAssets: Primarily an asset management app, this platform also offers detailed cataloguing of art, collectable cards, signed memorabilia and other unique collectables, alongside your finances, properties, and belongings.

Step 4: Sort Collection and Create Sub-Categories

To enhance the organisation of your art and collectables, as highlighted by a professional organising company, Sorted Out, group them into your previously defined categories, then create granular sub-categories within each for a more precise and efficient retrieval process.

For example, if your primary category is art, you can create sub-categories like paintings, sculptures, or photography.

Step 5: Label or Tag Your Collectables

Organise your collection by labelling items or using tags. This process facilitates item identification by incorporating details, including item names, descriptions, categories, or acquisition dates.

Step 6: Evaluate Your Collection’s Worth

Research similar items in your collection to understand their current market value. Assess your collection by reviewing the factors shaping the value of your art and collectables.

To explore what gives its value, these are some general considerations to look into:

Artist's Reputation: The recognition, critical acclaim, exhibition history and overall influence of the artist.
Condition: The physical state of the collectable.
Provenance: The history of ownership of an item.
Rarity: Unique, non-editioned pieces or those from a rare period in an artist's career.

Step 7: Store Your Physical Collectables Properly

The preservation needs of vintage comic books differ considerably from those of delicate porcelain figurines. Therefore, consider the specific needs of each collectable.

Cleaning Collectables Prior to Storage

For instance, cleaning your collectables before storing them is essential to prevent long-term damage from dirt, dust, and grime. To start, gather cleaning supplies based on your collectables' materials.

Remember that cleaning methods vary:

Glass/Crystal: Use a non-abrasive cleaner on a lint-free cloth (don't spray directly).
Metal: Wipe with a soft cloth; use appropriate metal polish for tarnish.
Paper/Textiles: Dust with a soft brush; consult a pro for cleaning valuable items.
Plastic: Clean with mild soap and water; avoid alcohol-based cleaners.

Also Read: The Secrets of Art Restoration and Repair

Separating Delicate Collectables

Store each collectable separately to prevent damage such as scratching and rubbing.

For paper items such as collectable trading cards, comic books, and photographs, protective sleeves and top loaders are highly recommended, a practice underscored by avid postcard collector Kathleen Decker.
Larger or more delicate items benefit from acid-free boxes and containers made of non-reactive materials.
For enhanced protection, it is advisable to cushion these items within their storage using acid-free tissue paper, bubble wrap for sturdier pieces, or specialised foam inserts to minimise movement and potential damage.

Controlling Storage Environment

A key to extending the lifespan of your collectables lies in storing them within a controlled environment. This means avoiding exposure to excessive sunlight, extreme temperatures, and fluctuating humidity levels –all of which can degrade materials and cause damage like fading, cracking, warping, and mould growth.

For instance, Storage Protectors highlights that high humidity poses a significant threat to collectables: it can cause comic book pages to adhere and inks to bleed, stamps to curl and lose their stickiness, and plastic figures to warp or change colour.

Therefore, a controlled environment is essential for preventing deterioration and preserving the integrity of your collectables.

Step 8: Create a Digital Log for Items and Paperwork

This step involves creating and maintaining digital copies of your collectables and all associated crucial paperwork. Think of it as building a digital archive of your collection, providing benefits for organisation, insurance, asset transfer, and simply enjoying your items.

Here’s a list of details to include in your digital record:

Appraisal Information (if applicable): Date and value from professional appraisals.
Condition: A brief, objective assessment of the item's current condition.
Date of Creation/Release: When it was made.
Dimensions/Weight: Physical size and weight.
High-Quality Photos: Clear and well-lit photos of each collectable from multiple angles, with identifying marks (serial numbers, signatures). Include a ruler or common object for scale if helpful.
Identifying Marks: Serial numbers, signatures, hallmarks, etc.
Manufacturer/Artist: Who created it.
Name/Title: The common or official name of the collectable.
Purchase Date and Price: When and for how much it was acquired.
Rarity/Significance: Notes on its rarity or personal importance.
Source of Acquisition: Where it was obtained (e.g., specific store, auction, gift).
Storage Location: Where the item is physically stored.
Type/Category: The kind of collectable, e.g., trading card, action figure, antique book, art.

Must-have physical records for digital backup:

Appraisal Reports: An expert valuation of your collectables provided by professional appraisers.
Certificates of Authenticity: A document that verifies the genuineness of a signed, limited edition, or otherwise special collectable.
Insurance Policies: Copies of your insurance policies that cover your collection.
Provenance Records: Documents that trace the history of ownership of a collectable, important for antiques and high-value items.
Purchase Receipts and Invoices: A proof of ownership that can be crucial for insurance and valuation purposes.

While creating such a detailed digital log might seem extensive, utilising a collection inventory app provides specialised features to automate cataloguing and managing collectables.

Elevate Your Collection with Smart Organisation

Organising your collectables goes beyond tidiness. By carefully categorising, systematically cataloguing, and assessing your collection’s worth, you can effectively manage your collection. This process also preserves stories, memories, and passions within each piece.

Organising is not just a practical move. It is a meaningful investment in safeguarding the stories, memories, and passions encapsulated within each piece of your collection.

Managing Collectables: Frequently Asked Questions

1. What is asset tracking for collectables?

Asset tracking is the process of organising or cataloguing your physical assets in a tracking system, such as a spreadsheet, document vault, or advanced tool, to ensure easy access to all related information.

2. What are the best storage solutions for collectables?

The best storage solutions for collectables prioritise protection from environmental factors and physical damage. This often includes using acid-free materials like specialised boxes, sleeves, and containers, along with controlling temperature and humidity to prevent deterioration.

3. How often should I inspect my stored collectables?

Scheduled inspections help detect potential issues early, sustaining the condition and integrity of your collection.

4. How do you catalogue collector pieces?

Create a comprehensive inventory with details like item descriptions, categories, acquisition dates, and historical or sentimental information. Use cataloguing systems, whether manual, spreadsheet, or specialised software.

Organise Your Collectables with MyAssets

From cataloguing your collection to categorising them into groups, organising collectables is an essential process that ensures easy access and a deeper understanding of their value and significance. Tools like MyAssets simplify this process, allowing you to efficiently track and manage your collection with ease.

MyAssets is an asset management platform that enables you to record detailed information about your collectables, including the item’s name, type, price, location, and other key identifiers.

With MyAssets, you can easily group items into custom categories and store important documents, such as certificates of authenticity, helping you streamline the entire organisation process in one convenient platform.

Interested? Visit app.myassets.com and sign up for a free trial to learn more on how MyAssets can help you organise, monitor, and cataglogue your collection.