Photographing a Collection: Identify Items and Track Their Condition

Separate an item's category from its individual name

If you own several postcards with the same illustration or collect similar ornaments, ‘blue postcard’ may not identify one particular item. Distinguish the type of object from your name for that individual piece. An editorial example is ‘Seaside postcard A, crease at bottom right.’

This identifier is a convention for your records, not an official product name. Record a confirmed official name separately and mark uncertain details as guesses. You do not need to mark or label the object itself; using the same identifier in photos and text is enough.

Photograph the whole item and its distinguishing features

Start with a picture showing the entire shape, then add a close-up of identifying marks or patterns. If packaging and contents convey different information, note which you photographed. You do not need to dismantle an item or break a seal to see its back.

Check whether the photo lets you recognize the actual object. A group photograph can hide small differences. If moving an item is difficult, photograph it in storage and explain which surfaces are not visible.

Describe the location and appearance of marks instead of assigning grades

Instead of ‘perfect condition,’ write ‘a small crease is visible at the front left corner.’ Lighting and angle affect what a photograph shows, so an invisible mark is not necessarily absent. Leave unexamined areas marked as unchecked.

When inspecting it again, add the date and apparent changes instead of overwriting the old record. If the cause is unknown, acknowledge comparison limits: ‘The color looks lighter than in the previous photo, but the lighting was different.’ These records do not establish condition grades or authenticity from photos.

Separate how you acquired it from how you feel today

The acquisition date, today's photo date, and the date you heard its story may differ. Explain each: ‘Bought during a trip; exact date unknown. First photographed today.’ Keep a seller's account of an item's origins distinct from facts you have verified.

• Verified information: note names and features marked on the item or checked firsthand.

• Secondhand information: state who described it and what you could not verify.

• Personal impressions: explain why you chose it and what memories it brings back.

• Transaction records: keep necessary documentation separately and minimize private details in the diary.

Update the location and distinguish past arrangements

Record a location specific enough to retrieve the item, such as ‘second compartment in the small box,’ and update it when you move it. An old photo may show that day's arrangement rather than your current inventory. If you give an item away or stop keeping it, record the change as needed.

Consider whether a shared record needs an exact storage location. Keep the locations of valuables and personal addresses out of public descriptions. This is not a professional inventory system; check the current situation directly when ownership or location matters.

Record rediscoveries as well as new acquisitions

A collection diary need not contain only new purchases. Record why you took out an old ornament, how a new display arrangement feels, or a pattern you had never noticed. Focus on why you enjoy keeping things rather than increasing their number.

In Pogaem, save photos and notes by date to tell the stories of both acquiring an item and revisiting it. Keep its name consistent and link entries through the text. Before finishing, check that the picture, identifier, and observation date agree, leaving useful clues for your future self.