How to Inventory a Collection for Family or an Executor

1. Decide what another person should understand

Write down the questions the record should answer: What is included? How is it grouped? Which objects carry important history or paperwork? Where are they generally kept? Which numbers are costs, owner estimates, or professional appraisals? Which records or professionals can provide more context?

An inventory can explain a collection. It does not decide who receives an item or give anyone legal or digital access.

2. Create a collection-level overview

Use a durable name and ordinary language. Record the scope, organization system, approximate count if known, how the collection formed, and any numbering or vocabulary another person needs. ‘U.S. coins — albums and certified coins’ is more useful than ‘Main collection.’

In Item Legacy, a Collection groups related possessions. A Set can provide a checklist without duplicating the underlying Item.

3. Start with three representative items

Choose one typical item, one well-documented item, and one context-dependent item whose story or identity may be hard for someone else to reconstruct. Three items do not make the inventory complete; they establish a repeatable method.

4. Record enough detail to identify each item

In Item Legacy, choose a Collectible template on Add Item or Edit item. All ten current templates start with relevant optional details and keep existing values when you change templates. Use a specific name. Depending on the object, add maker or issuer, year or period, serial or certification number, dimensions or denomination, quantity, condition notes, acquisition source and date, purchase price, general location, and distinguishing details.

Do not guess to make a record look complete. Mark an uncertainty for later review. Photograph identifiers as well as transcribing them.

5. Keep evidence with the item it explains

Consider a clear overall photo, views of marks or condition, receipts, certificates, prior appraisals, provenance records, and research notes you have the right to retain. Use durable filenames. Keep appropriate independent copies of important originals.

Do not store passwords, access tokens, safe combinations, keys, payment-card numbers, or similar access secrets in item records.

6. Label cost, estimate, and appraisal

Purchase price records what you paid. Estimated value is an owner-entered estimate and should retain a source and date. A professional appraisal is an opinion prepared for a stated purpose; keep the document and date rather than reducing it to an unlabeled number.

Item Legacy does not appraise, authenticate, grade, or guarantee value. Ask a qualified professional what valuation is required for estate, tax, insurance, donation, or sale decisions.

7. Add location and context without exposing secrets

Use a general location label or inventory code that makes sense within a separate access plan. Keep keys, combinations, passwords, and alarm details elsewhere. Context may include family history, relationships among items, and appropriate conservation or professional-contact notes. Avoid unnecessary personal information about other people.

8. Make a dated, portable copy

Review missing data, confirm report scope, save or print a dated copy where available, and export CSV records for portability. A CSV contains structured record data; it does not replace every photo, document, legal record, or access arrangement.

9. Keep inventory separate from legal decisions

An inventory is not a will, trust, court filing, proof of ownership or authenticity, appraisal, tax advice, insurance advice, or guarantee of account access. If the collection is material to an estate or contains regulated, disputed, jointly owned, or culturally sensitive property, consult an appropriately qualified professional.

10. Use a small maintenance routine

Review the record after purchases, sales, gifts, losses, appraisals, moves, condition changes, or reviews of estate or insurance arrangements. Date portable copies. Flag uncertainty instead of silently replacing older evidence.

A 20-minute first pass

• ✓Name one Collection clearly.
• ✓Add one typical item, one documented item, and one item whose context only you know.
• ✓Attach one useful photo or document where appropriate.
• ✓Record the next gap to resolve.
• ✓The result is not a complete estate record. It is a useful beginning.

Printable first-three-items checklist — no signup required

• ✓Write a clear name and one-sentence scope for the collection.
• ✓Choose one typical item, one well-documented item, and one context-dependent item.
• ✓For each, record a specific name, identifying details, acquisition context, general location, and uncertainties.
• ✓Add or reference one useful photo or document for each item where appropriate.
• ✓Label every number as purchase cost, owner estimate with source/date, or professional appraisal with document/date.
• ✓Keep passwords, access tokens, keys, and combinations outside the inventory.
• ✓Date the checklist and write down the next gap to resolve.

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.