Collecting notes

Keep a collection notebook

A simple record for the things you choose to keep.

The best collection record is one you will actually maintain. A notebook or a plain spreadsheet is enough to connect an object with its photographs, source and research.

Give each object a clear name

Use a short description that will still make sense later: “small green glass vase” or “wooden box with brass latch.” Add a reference number if several pieces are similar. Put that same reference in the photograph filenames so the notes and images stay connected.

Separate facts from questions

Record the date you acquired the object, its dimensions, where it came from and any visible marks. Keep receipts and supplied descriptions with the record. Add a separate space for questions about the maker, material or history.

When you find a useful source, record its title or address and the detail it supports. A note such as “this catalog shows a similar handle” is more precise than turning a resemblance into a firm identification.

Make the record easy to revisit

Include a photograph from the front and another showing labels or construction details. Update the record when you move the object, learn something new or pass it to someone else.

Keep a copy of digital notes and images somewhere separate from the device you use every day. A modest, consistent record is more useful than a complex system that never gets updated.