| Taking a Doll Inventory | |
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All collectors should have a detailed inventory of the dolls in their collection. It can be time consuming to prepare a proper inventory of your collection, but there are several essential reasons for taking the time to do this:
First--you will need an inventory of your collection to obtain an appraisal of your collection for insurance. EVERY doll collection should be insured. No exceptions--well, I suppose a collection consisting of two naked unidentified Barbies from the late 1990s could skip insurance, but MOST collections have a value, at least, in the hundreds of dollars and the majority of doll collections are valued in the thousands. We'll discuss doll insurance in depth next week.
Second--you will need an inventory of your collection (including prices paid for your dolls) if you are going to sell any dolls in your collection, for tax purposes. Basically, you are required to pay taxes only on the portion of the sales price for any doll OVER the amount that you paid for that doll, plus costs. You CANNOT figure this out, nor prove to the IRS that you paid $400 for that Madame Alexander doll but only sold it for $395, therefore owing no tax on the transaction, unless you have an inventory with easily accessible information.
Third--an inventory will assist you immeasurably in determining where your collection is headed. Often, until you put down on paper every doll that you have, you just have no idea. I mean, how DID those 500 dolls end up in your collection so quickly, and my goodness, how is it that you have 200 Barbies when you "don't collect Barbies at all....." The Initial Collection Review discussed earlier in this series can assist you in this task, but there is something about putting down the information on paper that can really clear the head.
Fourth--its fun! Aren't you curious about how much your collection is worth (well....I suppose that this isn't an essential reason....but its a good one).
When you inventory your collection, the following information should be included:
- Name of the doll
- Manufacturer
- Year doll was made
- Condition of Doll
- When/where doll was purchased
- Price paid for doll
- Current value of doll (using respected sources such as the 14th Blue Book of Doll Values or Miller's Price Guide for Barbie Dolls.)
Of course, you can include many more fields for information, but the 7 fields listed above are a bare minimum. Many collectors like to include further descriptive information in their doll inventory in the event that something happens to them, so that their families can identify the dolls in the inventory. Other collectors will put a discreet paper tag on each of their dolls with the number of the doll in the inventory for the same purpose.
Software For Organizing your Doll Collection
A detailed inventory can be as simple as taking a pen and a piece of paper and writing down the name of each doll you have, some identifying characteristics, the price paid and the current value. However, in our current computer age, there are many software tools available that can assist you in putting together a detailed inventory with minimal effort. And....some of these programs will allow you to manipulate, search and organize your doll data to your heart's content. Here are a few of the software programs that can be used to create doll collection inventories:
1. Database Software: Any customizable database software that you already have on your computer, such as Microsoft Access, can be used to organize your doll collection. If you don't already own this software, this is NOT an inexpensive option, since Microsoft Access alone retails for $339. However, some versions of Microsoft Office do come with Access (so you may already have the program), and certain versions of Office allow you to upgrade to the program for much less than full retail.
2. Word Processing
Software. Microsoft
Word and other word processing programs will allow you to create a simple
table with titled columns which can be used to create a written record of your
inventory. This option will not allow easy re-organization of content, nor
does it allow totals in various columns for the value of your 
collection,
search functions, etc. but it is an inexpensive option for data collection and
printing of your inventory, since most collectors already have this type of
software.
3. Organize! Your Collection: Software made specifically to organize your doll collection. Trial versions are available on line. You can customize the program, and even include images of your dolls. The image on the left shows the default categories available in this program for inputting information. The database in this program is also searchable. The program is availalable online for $59.95 plus S & H.
4. DBT TRACK: The Ultimate Collector's Software: This program was developed solely for doll collectors, and it includes a database of several thousand dolls. Geared more towards the modern doll collector. Program costs $49.95 plus S & H.
5. Collection Explorer Software: A general collecting inventory software with a special version for dolls. A bit more complicated than the other programs to customize, but very flexible. Online demo is available; retail cost online is $39.95 plus S & H.
A good software program will simplify your inventory procedure, and it really does help the manipulation and organization of your information once inputted.
In our next article in this series, we will look at Insuring Your Doll Collection--WHY you should do it and HOW to do it. After that, we'll take a look at organizing doll magazines, publications, clothing and accessories (admit it--you have a PILE of doll magazines sitting in the corner of your house) and, finally, we'll take a look at where your collection is headed.
Don't Miss: Strategies For Organizing Your Dolls: An Overview
Task Two: Displaying Dolls
Task
Three:
Storing Your Dolls
Task Four:
Taking an Inventory
Meet Other Doll Collectors In Chat!
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Denise Van Patten, © 2001. All rights reserved.
