Gem Collectors, how do you document your stones?

[pwsg07]

I am looking for better methods to document my stones.

I am using google sheets to record:

type of gems, weight, cutting style, dimension, source, colour, vendor, purchase date, price, transparency, treatment, cutter, clarity

Is there any app to document gemstones?

Thank you.

 

[2Neesers]

I'll be interested to find out what others do. I'm too lazy to create a spreadsheet, so I always take a screenshot of the sellers listing with all info before purchasing the gem from my iPad and also print a copy. I have my iPad set up to load photos/screenshots directly in to Prime Photos, which is free photo storage that comes with an Amazon Prime account. I plan to create a folder in Prime Photos for all of the spec sheets, but haven't gotten around to it yet. I keep the printed spec sheets in a file folder in the same order as my gem jars are in their storage case for quick reference of all stats.

 

[torontocatlady]

I don't have a method myself but I am excited to hear how other people do it! Following

 

[chrono]

I don’t. My receipt and any accompanying memo is sufficient. Most of what you listed will be in the receipt.

 

[marymm]

I have a digital folder on my laptop "My Stuff" which holds individual digital folders for each purchase, and each subfolder contains screenshots of the original listing, any photos from the original listing, a PDF of any gem lab report, invoice/receipt, and often a subfolder of my own photos. If I end up selling the item, I move its folder over to my "Sold or Returned" folder.

I still need to do up a cheat sheet hard copy to put with my important papers, so my DH has easy access "just in case" ...

 

[Deathspi]

I’m pretty sad when it comes to this sort of thing. I like to be organised!
On my iPad, I have a folder with screenshots of the gem specs, and a separate folder with just the pictures, and then a folder with photos I’ve taken just for convenience. As for hard copies, I have a folder with plastic wallets built in where I keep a catalog of stones, sorted by colour. Specs include a brief description, clarity, price, origin, vendor, size & weight. In the back a have a wallet with receipts and one for lab reports.
I need to get a life...

 

[elle_71125]

I take a screenshot of the listing and keep the paper receipt.
Most of my gem jars have zero info written on them. I’m so freaking lazy!
I marvel at all you ladies that have a strong system in place.

 

[lilmosun]

I once had an elaborate spreadsheet - one sheet for gems and one sheet for finished pieces. But it was a hassle to maintain so over time, I gave up on it.

On top of saving screenshots and receipts, I bought a package of Avery Dots (circular stickers) that I would use to record details on the bottom of gem jars. This works when I remember to do it and can read my small writing lol.

As I started to collect more finished jewelry, I decided that it was important to leave a more organized/easy to reference system in case something happened to me -or- I want to sell. So I took photos of all my jewelry and printed it for my physical files (the electronic copy also gets filed in a folder with the stone type in the name). On the back of the printed copy, I write all the details (stone details, purchase info, type of metal). I also write notes/stories about pieces of sentimental value or have rarer stones. The system is easy to maintain and works well for me.

Note: I originally came up with this system for my neighbor who was fretting about leaving her large collection behind and her kids not knowing what she had. We put her photos in a photo album, but because I wanted to keep my receipts/copies of listings/gem briefs with the photo, I put each photo in a clear plastic sleeve ( https://www.amazon.com/gp/product/B0105Y1MAC/ref=oh_aui_detailpage_o01_s00?ie=UTF8&psc=1 ) which also allows me to store any documents with the photo. I keep all of these packets in a photo storage box divided into sections (rings, pearls, necklaces, bracelets).

 

[marymm]

^ I like this plastic sleeve idea lilmosun!

 

[PrecisionGem]

For those of you using iPads, iMacs or iPhones, you could use Tap Forms

https://www.tapforms.com

A nice simple, inexpensive data base.

I use FileMaker Pro, which would be way over kill for the average collector.

 

[Deathspi]

This is what I use for photos on my iPad. You can sync to Dropbox, and it’s easy to use. (And you can change the colour scheme which is pointless, but pretty!)
Photo Album Private Organizer by Elizabeth Jayaseelan https://itunes.apple.com/gb/app/photo-album-private-organizer/id496799120?mt=8

 

[jordyonbass]

I store my stones in gemboxes and keep them in trays with a code on the gem box made with a label maker. The code corresponds to a row in a spreadsheet where all the info about weight, dimensions etc are kept.