Collection spreadsheet guide
Collection Inventory Spreadsheet Template and Field Guide
By Item Legacy Editorial Team · Reviewed by the Item Legacy Product Team · Last reviewed August 30, 2026
A spreadsheet is a sensible way to begin a collection inventory. It is familiar, portable, and flexible. Its weakness appears when field names drift, evidence lives in unrelated folders, or one row tries to hold several different items.
Start with a clean structure and three representative rows. You can expand it after learning which columns you will actually maintain.
Use one row for one item record
Give each distinct item a stable item ID. Use quantity for genuinely interchangeable items when grouping makes sense; otherwise keep separate records, especially when condition, acquisition, evidence, or location differs.
Avoid merged cells, decorative section rows, and several values packed into one cell. A simple table is easier to filter, export, and import.
Start with the core columns
A practical minimum is a collection name, item name, category, quantity, condition, acquisition date and source, purchase price, estimated value, value source and date, storage location, identifier, and notes.
Only collection name and item name should be treated as universally meaningful in a starter sheet; exact import requirements and supported columns should be checked against the current Item Legacy import template.
Add category-specific fields only when useful
Coins may need denomination, mint mark, grade, certification, metal, weight, or purity. Watches may need maker, model, reference, and serial details. Art may need artist, title, medium, dimensions, and provenance. A mixed collection may benefit from a small stable core plus category-specific columns.
Do not force every category into one oversized schema. Document what each optional field means.
Separate cost from value
Purchase price is acquisition history. Estimated value is an owner-entered figure that should have a source and date. Professional appraisal information should retain the appraiser, stated purpose, and document date where appropriate.
A spreadsheet does not validate these numbers, and Item Legacy does not guarantee valuation accuracy. Consult qualified professionals for decisions requiring formal valuation, tax, legal, or insurance standards.
Keep evidence references durable
A spreadsheet can include filenames or controlled links for photos, receipts, certificates, appraisals, and provenance documents. Use the stable item ID in filenames so the relationship remains understandable.
Test links after moving or backing up folders. Do not place credentials, access tokens, combinations, payment data, or unnecessary personal information in the sheet.
Use consistent formats
Choose one date format, one currency convention, and documented units for weight and dimensions. Keep numeric fields numeric. Use controlled labels for categories and condition where they help, but preserve plain-language notes for nuance.
If a detail is unknown, leave it blank or use a documented marker. Do not use zero when you mean unknown.
Build the first three rows
Choose one typical item, one item with strong documentation, and one with specialist or story context. Complete the core columns, attach or reference one useful piece of evidence, then filter the sheet to find gaps.
This three-row pass is a workflow test, not a complete inventory.
Know when a spreadsheet is enough
A maintained spreadsheet may be the right tool. Consider a linked-record system when you want photos and documents attached to Items, category-aware fields, Sets or checklists, missing-data review, reports, or a consistent interface across collections.
Portability still matters. Item Legacy supports CSV import and export, subject to current formats and plan limits. Keep independent copies of important data and original media.
Frequently asked questions
Is a downloadable template included?
Not on this page. A file must be generated and verified against the current import format under separate implementation and publication approval.
What columns are required for Item Legacy import?
The current Customer Guide states that item name and collection name are required. Recheck the live template and importer because formats can change.
Should several objects share one row?
Only when they are meaningfully interchangeable and share evidence, condition, acquisition, and location. Separate rows preserve distinctions.
Can I include links to photos and documents?
Yes, but local paths and sharing links can break or expose information. Use stable IDs, controlled access, and independent backups appropriate to your needs.
Does importing preserve every spreadsheet field?
No promise is made. Map only supported columns, test with fabricated or non-sensitive sample rows, and review results before a larger import.