Collection Storage Location Register

Who this is for

Find any item without opening every box. Give each box, shelf or drawer a reference, note where it lives and which items it holds, and record when you last checked the contents and what needs doing.

Collectors whose items have spread across boxes, cabinets, lofts and spare rooms, and anyone storing a collection away from home.

What this helps you track

• Every box, shelf and drawer with its own reference
• Which room or building each one is in
• What each holds, by summary and item number
• How each is stored and when it was last checked
• Problems found, such as damp or pests, and what to do about them

How to use it

1. Write the collection, your name and the date at the top.
2. Label each box, shelf or drawer with a short reference and write it in the first column.
3. Note the room or location, a summary of the contents and the item numbers from your inventory.
4. Record the storage type and the date you last opened it and looked at the contents.
5. Write any issues found and the action needed, then fill in the box count and locations list.
6. Keep the browser version up to date as things move, and print a copy to keep with the collection.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How should I number boxes?

Any system that is short and unique: B1, B2 for boxes, S1 for shelves, or a room letter plus a number. Write the same reference on the box itself so the register and the label match.

What are item numbers?

The numbers from your collection inventory or catalogue. Listing a range, such as 101 to 150, is enough; the register points you to the box and the inventory describes each item.

How often should I check condition?

That is your call and depends on what you collect and where it is kept. The register records the date of each check and what you found, so gaps and recurring problems become obvious.

Does it replace my collection inventory?

No. It works alongside it. The inventory says what each item is; this register says where it is and how its storage is holding up.