A useful inventory answers a simple question: which records belong to this particular nugget? A spreadsheet is enough to begin. Give every specimen a unique reference and use that reference on the storage label, photographs and document folder.
Separate what you know from what you were told
Do not combine a seller’s description, your own observation and a laboratory result in one unlabelled field. Record each with its source. For example, “weight stated on product listing” is different from “weight measured at home”. A country named in a listing is a seller-stated origin, unless you have supporting evidence that establishes more.
The Smithsonian’s collection policies emphasise documentation and records associated with specimens. The following template is our practical adaptation for a private collection; it is not a certification procedure or a Smithsonian-endorsed form.
Fields you can copy into a spreadsheet
| Field | What to enter |
|---|---|
| Collection reference | Your unique ID, such as G2U-001 |
| Description | Observable outline and distinguishing surface features |
| Listing weight | Number, unit, listing date and source |
| Own measurement | Separate value, instrument and measurement date, if taken |
| Purchase record | Seller, date, order reference and invoice filename |
| Image type | Exact-item photographs or reference images |
| Supporting evidence | Document name, issuer and precisely what it states |
| Photo folder | Front, reverse and scale-view filenames |
| Location | Your storage reference, kept privately |
| Change log | Dates of moves, loans or revised information |
Make an entry when an order arrives
Save the listing as it appeared at purchase, then photograph the delivered specimen. A 0.2375g sample-order listing uses reference imagery and states a minimum weight. Do not use the pictured example as the identity image for your delivered piece. For the 5.6g nugget listing, keep the seller’s photographs alongside your own arrival photographs rather than silently replacing one with the other.
Check that the order reference in your inventory matches the invoice. If a document relates to several items, list exactly which collection references it covers. If no assay or locality evidence came with your purchase, write “not supplied” instead of filling the gap with an assumption.
Keep purchase cost separate from valuation
An invoice records what you paid at a particular time. It is not an independent current valuation. Store those fields separately if you later obtain professional advice. Avoid copying general market statistics into an individual specimen’s record as evidence of its worth.
Make the record recoverable
Keep a second copy of the inventory and its attachments. Test that filenames still open after moving a folder. Use a public version without personal details or storage locations if you share your collection online. For consistent images, see our nugget photography guide.
Source: Smithsonian National Museum of Natural History collection policies. Product information checked 3 October 2026.
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