A few days ago I posted a set of guidelines I try to follow when evaluating a plane for my collection. In that post, I mentioned having an index card for every plane I own. I know that some of you have extensive tool collections that focus on certain tools, while others have collections that cover several different types of tools. If your collections are anything like mine, then it probably took you decades to acquire the tools and the commitment of some real financial resources too. How do you keep track of your collection? Very early on, not too long after I bought just a few vintage hand planes, I decided I had better start keeping track of what I have and what I spent. I thought a written record would cover a lot different topics specifically dealing with actual inventory, possible loss/insurance, prices paid/value, and like it or not, eventual disposal. Before I really get into this, my method of recording is not the only way to do things, or necessarily the best way either. It's just something I've been doing for a long time and I'm comfortable with it. I'm sure there could be computerized versions of what I'm going to present, or other ways of inventorying one's collection. I choose 3" x 5" hand written index cards because they're easy, and at the time I started this inventory system I wasn't very computer/spreadsheet savvy (and I'm still not). I also made the old beat up index card box a part of the collection itself. It's right there with the bulk of my collection, plain as day. One can pick it up, open it, and find the plane they're looking for. Each has its own card and the cards are stacked in ascending order, front to back, by model number. So, if one were to look in the index card box, the first card would be the Stanley #1 bench plane, followed by the #2, #2C, #3, #3C, etc. etc..... For ease of understanding what information is provided on each card, at the front of the box is a "Key" card. (See first photo below) The key card basically lays out the information that's pertinent to each plane. The information includes the plane's model number, manufacturer, years in production, type/era the particular plane was produced, its condition (See page 61, reply # 909 above), date of purchase, price paid, and notes that usually list who I got the plane from and where, as well as other tidbits about the plane and its history.
I don't know about you, but more than once I've forgotten about planes in my collection. For whatever reason, they've become obscure to me and I've forgotten them. That might sound strange, but it's true. I usually rediscover them when I'm online and find another one that's in great condition and don't remember I already have one. When I find myself questioning my memory, I check my index card box just to make sure. Now, that doesn't mean I won't still buy the online plane, but it might lead me to re-adjust my bid/offer. I pray that none of us ever lose our collections to unforeseen, unfortunate, unscrupulous circumstances, but it happens. Having a written inventory at least gives you some idea of what was lost and your previous investment in those tools. Do you trust your memory after decades of collecting? Finally, as much as none of us want to think about it, a time will come to say good bye. Perhaps you'll have liquidated your collections by then. If the job is left to your heirs, will they know what you have? Although the price of vintage tools goes up and down, leaving some record of the tool's original cost to you, particularly if purchased as a collectible, might be generally helpful in identifying a tool as being a relatively expensive collectible versus a five dollar garage sale item.
Below I've added a few pictures of actual cards from my index card box detailing some of the planes we've previously discussed in the thread. The first photo is the "key" card. It will hopefully provide some guidance as to what information is detailed on each card. It's fairly self-explanatory. The second card depicted pertains to one of my favorite planes to use, the Stanley # 605 1/2. Remember that one? I've talked about it a few times throughout the thread. The third and fourth pictures pertain to the Stanley #94. There's nothing unique about the plane itself, but notice the interesting story, told to me by the seller, in the notes section that continues onto the back of the card. I've heard some good ones over the years. More than once you've heard me say that I'm always interested in a plane's history if I can get it from the seller/donor. I almost always ask. Sometimes I get nothing and sometimes I get a good story or two about former owners/users, a donor's family member, etc. Sometimes the stories are easy to verify (as detailed on the last card) and sometimes you just gotta go with it. ("So this plane belonged to a cabinet maker who made things for the Queen? The Queen of England? Wow!! That's really something......") Well it might be factual. The last card pertains to the Stanley #40. If you recall back in the thread, I got that plane from a neighbor. Notice the price paid was zero. I use that particular plane at the beginning of almost every project I start, and the price was right. When I pick it up, I think of my former neighbor. Anyway....
Although my inventory system is very low tech, which I like, it works. At some point I'll probably (with help) create a computerized spreadsheet with the same information. It's never a bad idea to have a backup. A final thought..... no system will be any good if the owner of the collection doesn't keep his/her records up to date. When I acquire a plane, after taking it apart, cleaning it, etc., I immediately make another card detailing the plane and add it to my box. If you haven't already done it, I hope this post will spark some thought about inventorying/cataloging your collection.
Jim C.
