The Importance of Cataloging Antiques
By Silas Finch
Any antique collector, no matter how small or inexpensive the collection, should keep a complete catalog of their pieces. At the same time that a new collector makes their first purchase they should also stop at the stationary store and buy a logbook or note card file.
Keeping this information on your home computer is important but, in my opinion, nothing beats hard copies. If you do keep records on a computer make sure you keep back-ups of the data somewhere safe. Hard disc crashes, fires, and theft of your computer can quickly destroy all of your hard work.
There are many reasons to keep a good catalog. The most obvious one is insurance. Homeowners insurance will provide a certain amount of protection for the loss of antiques not specifically recorded but it will rarely be enough to compensate for the loss of all but the cheapest pieces. If your antiques are carefully cataloged you will have a much easier time getting what your ruined collection is actually worth. Of course, truly valuable antiques should be insured separately.
The problem with individually insuring antiques is that it will require an expert appraisal. Your insurance company will take you word on the value of fairly inexpensive pieces but very valuable ones will require the opinion of accredited experts.
A collection of any size will sooner or later come under the baleful eye of the tax authorities. This will come as a result of filing your taxes when you sell pieces or when you die and someone inherits them. In either case a thorough catalog will smooth the process along.
A catalog of antiques should include a complete listing of all pertinent information. The name of the piece, a complete description that relates the size, color, condition, and any identification marks, and how much you paid for it. You will also want to enter where and when you purchased the collectible.
If you have pieces purchased at an auction or estate sale keep whatever promotional material you picked up. They may be bulky and awkward to keep but brochures and pamphlets will provide a resource to return to find information on a pieces history that may slip your mind.
Once all the data has been stored it is a good idea to place some kind of identifying mark of the antique itself. By doing so you will help in recovering pieces that are stolen or partial destroyed by fire or in a flood. Pieces of furniture and paintings are the easiest to mark in this manner. Find a hidden or inconspicuous place on the piece and write the date of purchase, your name and address, as well as any previous ownership data you know about it.
Antiques that cannot be handled in this manner such as silver, glassware, or similar small articles can be marked using inks only visible to ultraviolet light. There are many commercially available inks that glow very brightly when illuminated using a black light or UV light. Invisible inks with flourescent qualities are available in a variety of colors and even have formulations for non-porous surfaces. These can be used on glass, plastics and the like. Using a different color for different types or values of pieces is a good way to keep things in order and make them easily identifiable.
Of course to check your own UV marks will require the purchase of a UV light wand or similar item. There are readily available both at fine art collecting stores and online. You should expect to pay about $25.
Cataloging your collection, especially if it is somewhat extensive, may seem an odious task. However, look at it as an opportunity to revisit and rediscover your own collection. It?s probably been a long time since you last handled all of those little figurines or china cups. Be warned getting lost in your collection might be entertaining but it will make the task take much longer. Just remind yourself it is all part of the fun that brought you to collecting in the first place.
Silas Finch is a freelance writer and regular contributor to Collectible Antiques Etc. He can be reached at Content and Solutions.