"What do you use to keep track of your wargames collection?" Topic

Often the topic of what will happen to our collections when we move on comes up. I started a bit haphazardly to keep track in Excel and then a couple of tries with Word. The goal is to have something my heirs can use to value the collection and make unloading or keeping it easier. I'm not sure which is better or if there's something else.

Here's an image of two of them.

Do you have a database, spread sheet or just a list of your figures, rules and or books? How much detail is in it?

No, but it's a good idea. I know someone who lost a large collection in a house fire and had quite a hassle making an insurance claim, so I know better. But I'm lazy, and I guess I don't really value my stuff as a collection per se.

I use an excel with similar columns – though I have a link to pictures included

At one time had it all on an online database website – but that collection tool went offline a few years back and I lost all my information

I keep a master running list of gaming projects and collections in a Google doc.

It's useful for keeping my hobby under control. I'm running out of lifetime to play with these, so over time I'm shrinking the list and selling things off. Each collection comes up for evaluation once in a while, and I discard the ones I don't think I'll ever get to again.

I keep separate inventory spreadsheets for most of my larger and more complex collections, because I hate buying excess or duplicates for the dumb reason that I forgot I already had them. I still have a bunch of collections that haven't gotten into spreadsheets yet. I didn't start doing this until 2012, and some collections are just hard to enumerate (ancients, Medievals, buildings), or worse, have been sitting unused in boxes collecting dust since before I started making spreadsheets around 2012ish.

My inventory system is for my own shopping and game planning purposes. I don't estimate dollar values anywhere, it would be a waste of time, and mostly out of date guesswork anyway. I don't think any of my collections are worth enough to make the long search for a buyer pay off; almost none are painted/based to "collector" standards, and they're only worth money if you can find a buyer, a search that continually confounds even my co-hobbyists who frequently attend clubs and flea markets. It would be a monumental effort to normalize my data enough for non-gamers to find it useful, and then it would be less useful to me (maintenance of data normalization is quite a bit of effort).

- Ix

Other than notes lists on my tablet and phone, neither are all there, a old fashion school notebook with all games the Regiment, battalion or battery have been in, figures lost, any special wins or losses they have achieved.

Yes I need a spreadsheet on a computer

Spreadsheet with multiple tabs that is similar to yours. I also often include links to the mfg of the minis, basing materials, terrain, etc. It is great for quickly knowing what I have available for games. I do need to go back and set up sheets for my SYW, Napoleonics, and ACW collections.

Now finding which box it is in and where I put that particular box is another matter entirely.

Worth a poll, I'd have thought.

Boardgames are on a spreadsheet. I should get the minis in one too.

Other than what I can remember, absolutely nothing.

I do cound special events, great roll wins and extremely bad roll run aways in their permanent record.

Mostly memory, a couple of notebooks for games, and the shopping list.

A spreadsheet, with a different tab for each army. The columns vary with the armies, so my SYW collection has three columns for each nation ([Units] Painted [and based], Unpainted and Planned) and five for "collective" data, but my 15mm Niko Byzantines only need eight columns and my Saga Anglo-Saxons three columns.

So I know what I have in the SYW collection at a glance- the project is 94.55% complete with 91 units painted and based, figures for nine units awaiting paint and, in the unlikely event I get those painted, another 8 units (377 figures) still to buy, paint and base. I doubt that I'll get within a cooee of finishing the project.

A spiral notebook

Separate spreadsheets for the smaller scales (1/285 and down). I guess I should start ones for the rest.

I had to do the same for paint bottles, I kept buying duplicates.

I make sure what I own is in the house.

After that, nada.

Dave

I use Filemaker Pro on my MAC. I organize by episode, then faction, then unit name, number of figs, weapons/vehicles on second line. Also include picture. Here is textual list of part of my Very British Civil War collection. Grand total of episode at end. I am about 2 years behind on data entry:(

VBCW Anglican League Overcoat militia 8
VBCW Anglican League Anglican Navy 16
VBCW Anglican League Anglican Overcoat Militia 29
VBCW Anglican League Boys Brigade 14
VBCW Anglican League Chinese Volunteers – Tin Hats Lewis,Chachaut, 1HMG, 1 Skunk tank, 1 mortar 25
VBCW Anglican League Episcopi Vagantes – The Paladins 2 Dragon tractors, limber, gun 38
VBCW Anglican League Home Guard Cycle Company &
foot 10 on foot, 10 mounted 20
VBCW Anglican League Home Guard, 1st & 4th Unit Lewis gun, 2 tommy guns 16
VBCW Anglican League Home Guard, 2nd and 3rd units 1 Lewis gun, 1
BAR, 2 assistants 16
VBCW Anglican League Home Guard, MG and AT units 2 vickers HMG,
Boys AT gun, Lewis gun, 2 tommy 15
VBCW Anglican League Intelligence Service asstorted guns 12
VBCW Anglican League Militia Masden LMG, asst with pistol. officer
with shotgun, 16
VBCW Anglican League tommy gun Norway -- Haugeans Masden LMG 26
VBCW Anglican League Sanguis Christi, victor daemonum Blood of Christ, victor over demons 45
VBCW Anglican League St. Albans Militia 10
VBCW Anglican League The Grace of Heaven 27
Anglican League total 383
VBCW total 2078 (as of 2022)

I had to do the same for paint bottles, I kept buying duplicates.

For years I kept thinking I should do this, but never could quite get around to it, until 2023 when I started buying the new AP ranges of Speedpaints and Fanatic triads. I was getting them one triad at a time from the FLGS, so I started a Google Sheets spreadsheet to track what I had and avoid duplicates. It's been helpful.

I recently added a sheet for AKI paints, for the same reason. I never meant to get too many of those, but I didn't want to get any of them twice, either.

- Ix

I did start off doing lists on a spreadsheet, bu I realised fairly quickly it was pointless. I see endless estate sales of stuff these days and it goes for peanuts, so I've just nominated the Wargames club and some trusted individuals to get rid of my stuff. Give it away if needs be.

The last thing I want my kids to be worrying about is peering through boxes of toy soldiers.

Why should i have a list for my testament? My wargaming stuff should go to my wargaming buddies.

But i need a list, to make scenarios or army lists. So i have my 15mm WW2 miniatures listed, to make FoW or Spearhead armies. My napoleonic armies are organized with vards, that i also use for random scenarios.

One of my few regrets in the hobby is I kept no record of all the figures painted.

I keep lists of unpainted stuff, because I find it interesting and because it reduces the risk of unnecessary duplicates, and of some of my finished stuff, because it's interesting and it's helpful when putting together armies, but I doubt either would be very helpful to my executors.

If they're smart they'll either take help from my wargaming mates to identify and sell what may be worth the trouble, or simply give it to them to do as they see fit with.

No lists. I think this is odd. Seems to me you guys do not have a lot better things to do.

If I had the urge to buy more miniatures/units I would not look at a list I would look over my actual collection to make the decision on what to buy.

No lists but my collection is very well organized and fully labeled. I have a document for my death/incapacitation I keep updated with passwords, important contacts and so on. In it is a list of people to contact to take the collection. First stop is my gaming club. Second stop is one of my best friends (we have a mutual deal). He'll just come, take everything, find a new home for it, and my heir can settle up after.

As for insurance, I have it separately insured with American Collectibles.

Mostly when I run out of room to store it

Excel spreadsheet for the miniatures, and a Word table for the games. Keeping the spreadsheet updated is another matter. I did like the idea of linking pictures to spreadsheet. That's going to be helpful one day.

pjm

If I had the urge to buy more miniatures/units I would not look at a list I would look over my actual collection to make the decision on what to buy.

What do you mean "if"? Miniatures gamers don't decide not to buy more miniatures.

Having to physically inventory a collection before every game, every purchase, or every collaboration is exhausting, inefficient, and error prone. Electronic lists help immensely.

- Ix

I've been using MS Access to track my figures, although admittedly it began as a project for uniform, organizational, and OB details related to the WSS and has been slowly evolving into a tracking mechanism for multiple periods covering figures, rules, and boardgames. Still a work in progress. I used Access for my music/video/book collection too. I also helped put together a listing of a friend's collection after he passed and we used Excel. There are advantages for each.

This, kinda …

inlgames.com/free-arch.htm

No lists. I think this is odd. Seems to me you guys do not have a lot better things to do.

If I had the urge to buy more miniatures/units I would not look at a list I would look over my actual collection to make the decision on what to buy.

If the alternative to keeping lists is going over my actual collection each time I consider buying something, the lists have saved me a lot of time over the years.

I should do the same with my board games and miniatures. If my cancer goes sideways in the coming months, I will want to ensure that my wife can auction everything off to get more money while keeping units of the miniatures together. I hate breaking up sets!

I have no psychological need to make a list.
I rely on my excellent memory. 🙄

I can't keep of anything.