Managing a Collection

QUESTIONS: I love collecting things and have been doing it a long time. But I now find I really don’t know exactly what I have. Can you give me some advice on how to manage my collections?

ANSWERS: Lots of people collect things, but unfortunately that’s where it stops. They love the act of collecting but do nothing to manage their collections. Collecting things can be addictive. And over time collections can become so large that people lose sight of what they actually have. To truly enjoy the entire collecting experience, it’s necessary to do three things—organize, document, and curate. 

Private collections often start with one or two items—perhaps a unique old lamp or an old crock. At first, a person will treasure a few objects and know their every feature. But as the objects multiply, they’ll forget where they found an object or anything about it.

The first step in managing a collection is to organize it. This can be as simple as displaying the objects in an attractive way or in groups by subject matter. If the objects aren’t placed on view, neither the collector nor his or her family and friends will get to enjoy them. Some people purchase expensive display cabinets for to hold their collections. Those with glass doors are especially good for small to medium-sized delicate or fragile pieces or those that are more valuable. Larger objects may have to be displayed on open shelves or in other ways. It’s important to allow room for the collection to grow. If most of the collection cannot be displayed, then it may be time to stop. Some collectors rotate their collections, so they can enjoy different pieces.

It’s also a good idea to display smaller groups of objects together in different locations within a home. Viewers can be overwhelmed if an entire collection appears together.

The next step in managing a collection is to document it. Taking an inventory of a collection is imperative for several reasons. A collector needs to know what’s in his or her collection, as well as the relative value of each piece. While this will increase or decrease over time, it’s good to have a general idea what a piece is worth.

Cataloguing a collection can record the details about each piece, document the artifacts for insurance, and form a framework to keep similar objects together. It’s also important to know where an object came from.

Some types of documents may already be available, or can be easily acquired, such as sales receipts, a note accompanying a gift, a snapshot, a printed description, a program from an exhibit, biographical information on the artist or maker, a description and picture of a similar object perhaps from a newspaper, magazine, or the Internet, and a copy of a mark on the object. 

If an object has been passed down within a family, then its family history should be noted—who first purchased it, who owned it and when. The objects in specialized  collections— furniture, dolls, quilts, kitchen utensils, guns, tools, even sports and music memorabilia—are prime candidates for documentation. Documentation is important for  insurance, family heritage, preparing for appraisal, certain types of tax benefits, and connoisseurship.

In case of theft, loss or damage by fire, flood or national disasters, you need to prove ownership of any object claimed, and provide descriptions with supporting information in order to be compensated or to help the police identify and recover your stolen valuables. 

There are three ways to catalogue your collections. All of them are rather simple. The first uses standard 3 x 5 or 5 x 8-inch cards and a notebook, or logbook. Another uses a three-ring binder with dividers for those who wish to keep all the information under one cover. The third way is to create a computer database. Some collectors record the information about each object on cards first, then transfer it to a database later. 

To keep everything in order, each object must be given a sequential number, beginning with the earliest to the most recently purchased. This number should appear on the object, on the card or in the logbook, and on every receipt, canceled check, and photograph that relates to it.

Although simple numbers will do, a three-part number is more useful because it includes the year the object was acquired and the source. Individual items purchased at the same time from the same source will thus each have this number.

Curating a collection is just as important as collecting the objects in it. Everyone knows museums have curators, but do they know why? While organization and documentation are important jobs of a curator, taking care of objects in a collection is just as necessary. This may be as simple as dusting the objects from time to time. But sometime it’s necessary to repair or restore an object because of breakage or environmental hazards like humidity. 

Thoughtfully arranging a collection is also part of a curator’s job. A collector can assemble a mini-exhibit based on a theme and invite family and friends to view it. Protecting objects in a collection from harm is another job of a curator. And once a collection gets large enough, it’s the curator’s job to refine it, culling out earlier not-so-good pieces and selling them to replace them with better ones.

And last but not least, it’s important for a collector to learn all he or she can about the objects in their collection, not just what they already know but additional information about objects in that category. 

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