collection-inventory-builder

name	collection-inventory-builder
description	Creates a structured collection inventory system with database schema design, cataloguing workflows, condition grading frameworks, and storage documentation for any collectible type. Gathers the user's collection type, size, and goals to produce a complete inventory template with fields, grading criteria, and maintenance protocols. Use when the user asks about cataloguing a collection, building a collection database, tracking collectible items, organizing an inventory of collectibles, or documenting collection condition and provenance. Do NOT use for determining the monetary value of collectibles (use collection-valuation-guide), authenticating items for fraud detection (use collectible-authentication-guide), insurance appraisals, or business inventory management for retail stock.
license	Apache-2.0
metadata	{"author":"foundry-skills","version":"1.0.0","tags":"checklist template planning guide","category":"hobbies-crafts","subcategory":"collecting","depends":"","disclaimer":"none","difficulty":"beginner"}

Collection Inventory Builder

When to Use

Use this skill when:

• User asks about cataloguing or organizing a collection
• User wants to build a database or spreadsheet for tracking collectible items
• User needs a system for documenting item condition, provenance, or storage
• User mentions stamps, coins, cards, art, memorabilia, vinyl records, books, or other collectibles
• User wants to create a collection inventory from scratch
• User asks about condition grading for collectibles

Do NOT use when:

• User asks about the monetary value of items (use collection-valuation-guide)
• User needs authentication or fraud detection (use collectible-authentication-guide)
• User needs an insurance appraisal or legal documentation of value
• User asks about business inventory management for retail or wholesale operations
• User wants to sell a collection online (marketplace logistics are out of scope)

Process

1. Identify the collection type and scope. Ask the user for:

   • Collection type: what they collect (coins, stamps, trading cards, art prints, vinyl records, comic books, sports memorabilia, antiques, figurines, books, wine, watches, etc.)
   • Collection size: approximate number of items (under 50, 50-200, 200-1000, over 1000)
   • Current organization: completely unorganized, partially organized, or has an existing system that needs improvement
   • Primary goal: personal tracking, insurance documentation, future sale preparation, sharing with other collectors, or estate planning
   • Storage situation: how and where items are currently stored

2. Design the database schema. Create fields appropriate to the collection type:

   • Universal fields (all collection types):
     • Item ID: unique identifier (sequential number or custom code)
     • Name/Title: item description
     • Category/Type: classification within the collection
     • Date acquired: when obtained
     • Acquisition source: where obtained (store, auction, gift, estate sale, trade)
     • Acquisition cost: price paid (or estimated value at time of receipt if gift)
     • Condition grade: standardized condition rating
     • Storage location: where the item is physically stored
     • Photo reference: filename or link to item photograph
     • Notes: free-text field for special details
   • Type-specific fields by collection category:
     • Coins: Year, mint mark, denomination, country, metal composition, variety, certification number (if graded)
     • Stamps: Year, country, denomination, watermark, perforation gauge, used/unused, cancellation type
     • Trading cards: Year, set name, card number, player/character, manufacturer, parallel/variant, grading service and grade
     • Comic books: Issue number, series title, publisher, year, key issue status, cover artist, grading service and grade
     • Vinyl records: Artist, album title, label, pressing year, catalog number, pressing country, matrix number, sleeve condition (separate from disc)
     • Art: Artist, title, medium, dimensions, year created, edition number (if print), provenance chain, framing status
     • Sports memorabilia: Sport, player/team, item type (jersey, ball, card, autograph), year, authentication certificate number
     • Books: Author, title, publisher, year, edition, printing, binding type, dust jacket presence and condition

Output Format

## Collection Inventory System

### Collection Profile
| Parameter            | Value                              |
|----------------------|------------------------------------|
| Collection type      | [Type of collectible]              |
| Estimated items      | [Number of items]                  |
| Primary goal         | [Tracking / Insurance / Sale prep] |
| Storage location     | [Primary storage description]      |

### Database Schema
| Field              | Type     | Required | Notes                   |
|--------------------|----------|----------|-------------------------|
| item_id            | Text     | Yes      | [Format: TYPE-NNNN]     |
| name               | Text     | Yes      | [Item description]       |
| category           | Text     | Yes      | [Classification]         |
| date_acquired      | Date     | Yes      | [YYYY-MM-DD]             |
| acquisition_source | Text     | Yes      | [Store/auction/gift]     |
| acquisition_cost   | Currency | Yes      | [Price paid or est.]     |
| condition_grade    | Text     | Yes      | [Grading scale]          |
| storage_location   | Text     | Yes      | [Room > Container > Pos] |
| photo_ref          | Text     | No       | [Filename]               |
| notes              | Text     | No       | [Free text]              |
| [Type field 1]     | [Type]   | [Y/N]   | [Type-specific]          |
| [Type field 2]     | [Type]   | [Y/N]   | [Type-specific]          |

### Condition Grading Scale
| Grade         | Code | Description                        |
|---------------|------|------------------------------------|
| [Grade 1]     | [M]  | [Definition]                       |
| [Grade 2]     | [NM] | [Definition]                       |
| [Grade 3]     | [EX] | [Definition]                       |
| ...           | ...  | ...                                |

### Cataloguing Workflow
1. [ ] Photograph item (front, back, defects)
2. [ ] Record acquisition date and source
3. [ ] Research and classify
4. [ ] Assign condition grade
5. [ ] Enter all fields in inventory
6. [ ] Store and label
7. [ ] Backup data

### Storage Map
| Location Code  | Description           | Items   | Climate Notes    |
|----------------|-----------------------|---------|------------------|
| [LOC-01]       | [Room, Container]     | [Count] | [Temp, humidity] |
| [LOC-02]       | [Room, Container]     | [Count] | [Temp, humidity] |

### Protective Housing
| Material                | Use For             | Replace When        |
|-------------------------|---------------------|---------------------|
| [Housing type]          | [Item type]         | [Replacement rule]  |

### Maintenance Schedule
| Frequency  | Task                              | Last Done  | Next Due   |
|------------|-----------------------------------|------------|------------|
| Monthly    | [Task]                            | [Date]     | [Date]     |
| Quarterly  | [Task]                            | [Date]     | [Date]     |
| Annually   | [Task]                            | [Date]     | [Date]     |

Rules

1. NEVER recommend a specific software product or platform for inventory management -- provide schema and workflow that work in any system (spreadsheet, database, paper)
2. ALWAYS include the universal fields in every inventory schema regardless of collection type
3. Condition grading must use a defined scale with written criteria for each grade -- never just "condition: good" without defining what "good" means
4. Storage recommendations must include environmental controls (temperature, humidity, light) appropriate to the collection type
5. Protective housing recommendations must be specific to the material type -- PVC holders damage certain collectibles; acid-free materials are mandatory for paper-based collections
6. The cataloguing workflow must include photography as the first step -- visual documentation prevents disputes about condition at time of acquisition
7. ALWAYS include a backup procedure in the maintenance schedule
8. Item IDs must be unique and follow a consistent format -- recommend a type prefix plus sequential number
9. On-disposal procedures must archive the record, not delete it -- historical records of items that were in the collection have value for provenance and tax documentation
10. If the collection exceeds 200 items, recommend batch cataloguing (process 10-20 items per session) rather than attempting the entire collection at once

Edge Cases

• User has an inherited collection they know nothing about: Start with a triage process before full cataloguing. Sort items into broad categories first (type, apparent age, apparent condition). Photograph everything in batches. Do not assign detailed grades until the user has basic familiarity with the category. Recommend a reference guide or collector community for the specific type. Full cataloguing can follow once the collection scope is understood.

• User has a very large collection (over 1000 items): Recommend a phased approach: catalogue the most valuable or fragile 10% first, then systematically work through the remainder at a sustainable pace (10-20 items per session, 2-3 sessions per week). Estimate total cataloguing time: approximately 5-10 minutes per item for detailed cataloguing, 2-3 minutes per item for basic entry.

• User collects across multiple categories (e.g., stamps and coins and cards): Create a unified inventory system with a master table and type-specific extension tables. The master table contains universal fields; each type table contains type-specific fields. Link via item ID. This avoids blank columns for irrelevant fields while maintaining one searchable inventory.

• User wants to catalogue for insurance purposes: Emphasize documentation of acquisition cost or current estimated replacement value. Photographs must be high-resolution and stored separately from the collection (cloud backup or safety deposit box). The inventory should be exportable as a document that an insurance adjuster can use. Recommend updating estimated values annually for high-value items.

• User has items that are damaged or in poor condition: Still catalogue them -- completeness matters for the collection record. Grade accurately using the scale (Fair or Poor is a legitimate grade). Note specific damage in the defects field. These items may still have value for completeness in a set or as candidates for professional restoration.

Example

Input: "I have about 150 vinyl records that I've collected over the years. They're all in a closet in various conditions. I want to organize them properly and know what I have. Some might be worth something but mostly I just want to take better care of them."

Output:

Collection Inventory System: Vinyl Records

Collection Profile

Parameter	Value
Collection type	Vinyl records (LP, 45s, and other formats)
Estimated items	~150 records
Primary goal	Personal tracking and improved storage
Storage location	Closet (to be reorganized)

Database Schema

Field	Type	Required	Notes
item_id	Text	Yes	Format: VNL-0001, VNL-0002, etc.
artist	Text	Yes	Primary artist or band name
album_title	Text	Yes	Full album title
label	Text	Yes	Record label name
catalog_number	Text	Yes	Label catalog number (on spine/label)
year	Number	Yes	Year of this pressing
format	Text	Yes	LP, 2xLP, 45, 12-inch single, 10-inch, 78
pressing_country	Text	No	Country of pressing (US, UK, Japan, etc.)
matrix_number	Text	No	Dead wax inscription (identifies pressing)
disc_condition	Text	Yes	Goldmine grading scale
sleeve_condition	Text	Yes	Goldmine grading scale (separate)
storage_location	Text	Yes	Shelf/crate/position number
date_acquired	Date	Yes	When you got it
acquisition_source	Text	Yes	Store, online, gift, thrift, etc.
acquisition_cost	Currency	Yes	What you paid (0 if gift)
photo_ref	Text	No	Photo filename (cover + label)
notes	Text	No	Special pressings, colored vinyl, inserts, etc.

Condition Grading Scale (Goldmine Standard for Vinyl)

Grade	Code	Disc Description	Sleeve Description
Mint	M	Unplayed, factory-sealed. No marks whatsoever	No wear, creases, or writing. As-new
Near Mint	NM	Nearly flawless. May have been played but shows no wear	Minimal handling. No splits, ring wear, or writing
Very Good Plus	VG+	Light surface marks visible. Plays with very minor noise	Light wear at edges. No splits. Minor ring wear acceptable
Very Good	VG	Audible surface noise, light scratches. Still enjoyable to play	Obvious wear: ring wear, minor seam splits, light writing
Good	G	Significant surface noise and scratches. Plays through without skipping	Heavy wear: seam splits, writing, tape, missing pieces
Fair	F	Plays but with skips or repeating grooves	Major damage: tears, water damage, missing panels
Poor	P	May not play. Cracked, warped, or deeply scratched	Barely holding together or missing entirely

Important: Disc and sleeve are graded separately. A VG+ disc in a G sleeve is common for older records.

Cataloguing Workflow for Vinyl Records

1. Photograph the front cover, back cover, and record labels (both sides)
2. Record the catalog number from the spine or label
3. Check the dead wax (the smooth area near the label) for matrix numbers
4. Grade the disc: hold at an angle under light -- look for scratches, scuffs, and warping
5. Grade the sleeve: check seams, ring wear, corner wear, writing
6. Enter all fields in your inventory spreadsheet
7. Place the record in a new inner sleeve and outer sleeve if the originals are damaged
8. File in alphabetical order by artist in the designated storage location
9. Update the storage_location field with the final position

Storage Map

Location Code	Description	Capacity	Climate Notes
CLO-A	Closet, shelf 1, crate A	40-50 LPs	Room temperature, no direct sun
CLO-B	Closet, shelf 1, crate B	40-50 LPs	Room temperature, no direct sun
CLO-C	Closet, shelf 2, crate C	40-50 LPs	Room temperature, no direct sun
CLO-D	Closet, shelf 2, overflow	20-30 LPs	Room temperature

Protective Housing

Material	Use For	Replace When
HDPE inner sleeves	All discs	When torn or creased
Polypropylene outer sleeves	All cover jackets	When cloudy or torn
Acid-free cardboard dividers	Alphabetical tabs	When bent or damaged

Storage rules for vinyl:

• Store vertically, never stacked flat (stacking causes warping)
• Maintain 65-72F temperature (avoid attics, garages, and basements with moisture)
• Keep humidity at 40-55% -- vinyl and cardboard both suffer in high humidity
• Avoid direct sunlight on any shelf or crate
• Do not overstuff crates -- records should slide in and out without friction

Maintenance Schedule

Frequency	Task	Next Due
Monthly	Backup inventory spreadsheet to cloud	1 month
Quarterly	Spot-check 15 records against inventory	3 months
Annually	Full inventory audit: verify all 150 records match	1 year
Annually	Inspect inner and outer sleeves; replace worn ones	1 year
On acquire	Catalogue within 7 days using the workflow above	Ongoing

Getting Started: Batch Cataloguing Plan

With 150 records, plan to catalogue 15 records per session, 2-3 sessions per week. At that pace, the full inventory will be complete in approximately 4-5 weeks.

Week	Sessions	Records Catalogued	Running Total
1	3	45	45
2	3	45	90
3	3	45	135
4	1-2	15-30	150