How to document a collection, step by step
A well-documented collection is easier to enjoy, insure, sell and pass on. It does not take long if you build the habit when an item arrives. Here is a method that works for watches, knives, cameras, pens and most other objects.
Step 1: photograph it when it arrives
Take photos of the item, its box and its papers before you use it. Include a front view, a back view and any markings. A neutral background in daylight is enough.
Step 2: record the facts
Write down the make, model, reference, serial number, date, source and price. Add anything specific to the item type, such as a nib size for a pen or a blade steel for a knife.
Step 3: store the paperwork with it
Photograph the receipt or invoice and link it to the same entry. A receipt that lives in an email you will not find in five years is not much use.
Step 4: keep the sensitive part private
Serial numbers, prices and receipts are the details that matter for a claim and the ones you least want to be public. Keep them encrypted, and keep a way of recovering them if you lose your phone.
Step 5: update it when things change
Add a note when you service, repair or modify an item, and when you sell or give it away. A short, current record is better than a perfect one you stopped updating.
The minimum record for any item
| Item | Why it matters |
|---|---|
| Photos | Front, back, markings, with the box. |
| Make, model, reference | Identifies exactly what it is. |
| Serial number | Proof of ownership; keep private. |
| Date, source, price | Your own history. |
| Receipt or invoice | Linked to the same entry. |
| Service and repair notes | Condition over time. |
How LAYX handles this
- A private Vault with a page for each item and its photos.
- Sealed details (serial numbers, prices, receipts) are encrypted on your phone, with a key derived from your 12 recovery words that never leaves the device.
- If you lose your 12 words, nobody can open your Vault, including us, so write them down on paper when you create it.
Get notified when LAYX launches
One email when the app is approved on the App Store and Google Play. Nothing else.
Questions
Is a written inventory enough for insurance?
It helps, but requirements differ between insurers, so ask yours what it needs. Photos, serial numbers and receipts are normally the most useful.
What if I lose my phone?
Your catalogue is recovered with your 12 words. Without them nobody can open it.
Related guides
- Watch collection appWhat to track for a watch collection (reference, serial, service dates, box and papers) and how to keep it private. A collection app with no ads and no marketplace.
- Camera gear inventory appWhat to track in a camera gear inventory: bodies, lenses, serial numbers, shutter count, firmware and receipts. Keep it private and organised, with no ads and no marketplace.
- GuidesShort, practical guides on keeping track of what you own and what you carry, written for collectors and everyday carriers.