Are you a disorganised mess? Do you have model horses coming out of your ears? Is there a rosette in every corner and a pile of certificates on every surface? Then are you sure you're not me? Ha ha ha just joking everything is super *cough* organised here. Well today we will be following the wise words of do as I say and not as I do and I am going to be sharing ten tips to keep your collection organised.
1. Create a Spreadsheet
The first step to an organised collection is an organised spreadsheet. I have written lots of guides on how to create a spreadsheet to catalogue your models (there's even a YouTube video if you are one of those people that prefers your tutorials to move) so I'm not going to go back over this in detail here but what I will do is list all the columns I recommend you have:
Original Finish/CTF
- Stable name
- Show name
- Breed
- Colour
- Gender
- Scale
- Make
- Model number
- Model name
- Mould
- Year produced
- Run number
- Face markings
- Leg markings
- Finish
- Year purchased
- Purchase amount
- Value
- Sire
- Dam
- ID number
- Additional items (e.g. a headcollar the model came with)
- Location
- BMECS/NAN qualification (column for each year)
- Show points
- Shows attended
- Average points
Custom Finish/AR- Stable name
- Show Name
- Breed
- Colour
- Gender
- Scale
- Make
- Artist
- Sculptor (ARC only)
- Mould
- Year painted
- Face markings
- Leg markings
- Year purchased
- Purchase amount
- Value
- Sire
- Dam
- ID number
- Location
- BMECS/NAN qualification (column for each year)
- Show points
- Shows attended
- Average points
I recommend having two separate sets of show points, one for breed and one for workmanship.
2. Catalogue models as they arrive
Stay. On. Top. Of. Your. Cataloguing.
As models arrive make sure they are photographed and catalogued. That way you always know what is in your collection. Also, remember your spreadsheet is also there for insurance purposes should the worst happen, so it is important that new £1000 artist resin gets put on!
3. Use unique ID codes
Give each of your models a unique ID code that can be used to identify them. This is also helpful if this is required for shows and can match the one you use for shows. You can put this ID code on their tag and also use it as the file name under a folder on your computer where you are going to keep one photo of each horse for identification purposes.
4. Write up results the day after the show
Staying on top of show results is so important. Did I write up some show results from a show in October last week? Is it currently September of the following year? Yes. Was this good practice? Absolutely not. Don't be me, be a good model horse collector.
Make a point of allocating time either on the evening after a show or the day after to write up the results. Then file them. Keeping on top of it won't make it feel overwhelming and will mean you have a good consistent record of each horse's winnings.
5. File certificates
File. Your. Certificates. There are two ways you can do this. You could have a file for each year and just throw them all in. This is quick and easy to do but has the disadvantage that if you want to sell that model you cannot easily grab their show results to give to the new owner.
The alternative is to have a wallet for each model in an A4 folder. You can organise them by ID number or alphabetically (I prefer ID number as I don't have to move things around, just add them at the end). In each wallet you can have a slip of paper with their photograph and basic details on (optional) or just a sticker with their ID number in the corner. Put all of their certificates into the folder after each show.
6. Keep models in congas
This seems obvious but it will honestly make your life so much easier if models of the same type are kept together. Keeping models in congas doesn't just look aesthetically pleasing it also helps you to easily find models when you need to pack them for shows.
7. Use a storage reference system
If you are having to store your models in boxes rather than shelves then make sure you have a storage reference system so you know where everyone is. Number each box and keep a list of which horses are in that box. You can add this to your spreadsheet but could also print it out and put it on the lid of the box. You can get these clever QR code stickers now that you can stick on boxes and scan to see what's in them, I've not tried them but I get the adverts all the time, so maybe you could try that and feedback to say whether they are actually any good?
8. Organise your tack and accessories
Organisation isn't just about your horses, it is about your tack and accessories as well. Keep sets in their own boxes with clear labels so you know exactly what is in each box. With spare pieces keep them organised by type, for example I have a box for English Tack as well as having each of my English tack sets in separate boxes. When you go to shows you can just take the boxes you need. You can even use slightly larger boxes to make sure you have the doll and props stored with the correct tack set as well.
Finally, catalogue your tack, dolls and props! If you're spending £200 on a custom doll you want that catalogued, it has value and you will want to make sure it is all in order for insurance purposes, in case the worst happens.
9. Write results down at shows
You're at a show, you're busy, you're running around like a headless chicken because for some reason the show host has decided to put workmanship and custom finish on at the same time and then has asked you to judge the OF section at the same time as well?!??! Anyway. Despite this chaos make sure you write down your results, because although you think you'll remember honestly you are not going to remember who got what placing. If you don't have time to write names on the back of certificates add a column to your show list spreadsheet for placings, then you just need to write down a number very quickly. Keep on top of this and it will save you having to go through a million pictures when you get home to find out who placed where.
10. Back. Everything. Up
No system is fool proof. Everything can fail. So make sure you have a backup of at least your spreadsheet of all your models. As a general rule everything that matters should exist in three formats (1) Digitally saved to a desktop (2) Digitally saved to the Cloud (3) Physically. Regularly back up the important desktop files to the cloud or download them from the cloud onto a hard drive. You should also regularly back up your computer to an external hard drive. I also recommend having a physical backup. Print out your spreadsheet, get physical copies of your photos. We rely so much on technology we forget that it could all be wiped out in an instant. That is much harder to do with physical items. But physical items can also be wiped out, so make sure there is a digital backup in case of house fires or similar!
And on that note, I'm going to back up my Massive Horse Spreadsheet because I haven't done it in ages!
What tips do you have for keeping your collection organised? I'd love to see them below.
