Collection Inventory Spreadsheet Template and Field Guide

Use one row for one item record

Give each distinct spreadsheet item a unique reference you control. Item Legacy assigns an account-local displayed # number that is stable during ordinary edits but may be reused after deletion. Its UUID is the underlying identity; do not treat the displayed number as a permanent 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.

Item Legacy CSV import requires the exact headers item_name and collection_name. The downloadable starter on this page uses supported core columns and fictional rows. Replace the examples, keep quantity numeric and currency explicit, and review the supported-column list in Import & Export before adding more columns.

Add category-specific fields only when useful

Item Legacy has General Item, Paper Currency / Banknote, Coins & Bullion, Watches, Jewelry, Sports Memorabilia, Trading Cards, Historical Artifacts & Relics, Art & Fine Art, and Books & Rare Books templates. 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 your own unique reference or an Item Legacy UUID in filenames so the relationship remains understandable; a displayed account-local number can be reused after deletion.

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.

Use current item numbers and private QR labels

Item Legacy assigns a displayed number within your account. Ordinary edits preserve it, but deletion may allow reuse. The underlying UUID remains the item identity. With Collector or higher, open the saved Item and choose Print Label: 1 × 1 inch sticker (25.4 × 25.4 mm), 1.5 × 1.5 inch sticker (38.1 × 38.1 mm), 2 × 2 inch sticker (50.8 × 50.8 mm), or 3.5 × 2 inch cardstock (88.9 × 50.8 mm). Choose Paper layout to match your stock: Spartan Industrial S001 uses 63 pre-cut 1-inch labels on US Letter; full-sheet cut-to-size layouts use cutting guides instead. Print a plain-paper test at Actual Size / 100% with Fit to Page off. For S001, compare placement with an unused sheet; for cut-to-size, measure the 50 mm ruler and cut on the corner marks. Test a scan before printing more.

A QR opens the existing private UUID item page. The owner can open it when signed in; a signed-out user must sign in; another account cannot access it. A deleted item's old QR does not open a replacement if the displayed number is reused. A label grants no access.

Keep copies and identity separate

Exported source_item_number is informational. CSV import creates fresh UUIDs and account-local numbers; it does not reserve the old number or restore the old QR destination. Keep the complete custom_fields JSON archive for specialist and retained details. CSV does not include photo or document files. Native snapshots preserve populated numbers subject to restore safety checks; older snapshots can receive new numbers. Check Backup & Data for actual snapshot status and reviewed restore-request access.