Organizing Gun Collection

Discussion in 'Training & Safety' started by MCarter788, Mar 29, 2013.

  1. MCarter788

    MCarter788 New Member

    I need help, my father and I are fixing to start making a file for all of our guns including pictures serial numbers and etc. I don't really know exactly how I want to categorize everything and how I want to file it, i.e. on an excel document, just plain white paper filed old school style or whatever.

    So does anyone have any suggestions on the best approach to this. Please don't tell me not to do it, because that isn't an option.
  2. marc29th

    marc29th New Member

    I keep one copy on an excel spreadsheet and another in a purchased firearms log from as a C&R license holder it is required to keep the book of all the firearms I purchase with the license.

  3. Sniper03

    Sniper03 Supporting Member Supporter


    What I did, is first got a bright green piece of cloth that I could lay the weapon/s on. Be sure it is big enough for enough border with the long guns on it! Got it at Walmart it is a very light, bright green!
    I then took a Medium Sized Black Permanent Marker and on the Large Index Cards in Big Letters, I put the *Manufacturer at the top of the card followed by the *Model Number under that and then the *Caliber or *Gauge under that. Then the *Serial Number at the bottom. You need a big enough card that you can read and photo the information easily from above. I then placed the cloth on the floor with the weapon and the card on it. Where applicable in some cases I could put more than one weapon on the cloth at a time. I then got a small ladder and took Digital Pictures of all the weapons straight down on them from the ladder. I took the Camera and downloaded the Digital Pictures from the Camera to 2 additional separate thumb drives to secure additional copies should I loose or damage one while still keeping the Originals on the Camera Card. Then I also typed out a complete itemized list of all the weapons. Manufacturer, Model, Serial Number. And below each there is a section for a little history about the weapon, as well as a present estimated value with *Date of the estimate since the value can change. In addition on each made an entry and special notes: *KEEP SAKE (A Family Keep Sake and who it was to go to on my passing) *COLLECTOR PIECE and etcetera! Those to be sold and those to be passed down to family. The picture are more than just a record. They could also be invaluable in case of loss, theft or a fire to prove the condition of the weapons. It takes time but gives you a good piece of mind. And once done it is easy to add any new additional weapons you would purchase. Just shoot a picture and add it on to your thumb drives and record sheet.
    Just some ideas! But this is how my set up is!:)

  4. jp_over

    jp_over New Member

    An MS Word file (make, model, serial #) works for us. I also keep a list of the guns I've sold (simply marked as "sold" with the 5W / who, what, when, where, why). Also, I print my file about once a year so there are 2 copies (electronic + hard copy).

    If it's an exceptionally large collection, MS Excel might be a better option as it will allow data sorting. A category scheme might be:
    make, model, serial number, owner, location, purchase price, current value, date of manufacture, type (pistol, rifle, submachine gun :D), etc.
  5. rocshaman

    rocshaman New Member

    I use Microsoft Access, find it easy to set up headers for the types of info I include in the file such as serial numbers, date of manufacture, model, cost, current worth etc. Works great for me.
  6. MCarter788

    MCarter788 New Member

    These are all very helpful, thank yall for the suggestions.
  7. nixfix

    nixfix New Member

    There is great app called MyGunDB, which is desktop and iPhone. Just google it. You can track just about anything relevant with it, add photos, etc.
  8. MCarter788

    MCarter788 New Member

    Thats great! I will try that app out because I do use apple products.

    One more question, I want to add a Condition section to my documentation and I need a standard grading scale that I can use. Does anyone have any suggestions so that the condition that I have in my file is not just a personal impression but more of a grading scale.

    Thanks in advance.
  9. kfox75

    kfox75 Well-Known Member Supporter

    The log that I set up for the family guns and bows is done on an Abi-Word document (Think Microsoft word, but fre download), a hard copy is in the files with my owner's manuals, and pictures of the guns. A back-up copy is on CD in my fire safe. I used the same method as Sniper'03 as far as the pictures go, different color on the felt (electric blue), but same set up. Here is the lay out I used:

    Name, make, model, caliber\gauge.

    BBL (length and color)

    if it is used for riles or pistols, some things are not on the list. Same thing with bows, and the crossbow. Hope this helps.
  10. GTX63

    GTX63 New Member

    All of my long guns are mounted on a wall in my gun room. I have index cards tacked on the wall nearby with the serials and models and date of purchase, as then an excel sheet on the computer as a backup.
  11. 1911love

    1911love New Member

    All these are good ideas, but I do an extra step as well. Get a bunch of those composition books like we used in high school that have lined paper. I write out all the specifics for the gun and any info such as where it was purchased, when, from who, for how much, etc.

    Next, I'll flip a few pages, and when I shoot it I'll put the date, where, with who, the round count and any other important info such as malfunctions or amazing shots made. Anytime I add an accessory or have work done I also record the date and what was done.

    IMO, having these composition books for each gun helps with maintaining them and tracking value increases. It's like a diary for each gun. I also feel that if I ever sell one, it could increase the value. In addition, years from now after you pass away, your family will have an invaluable resource regarding your collection.

    I also keep a comp book for all of my training just in case.
  12. AR10

    AR10 New Member

    Amazon sells a great hard bound log book for your personal gun collection. One page per gun, nice layout. Ten bucks, free shipping.

    I just got one, very nice, and worth many times more than the price.