For the last 12-15 years we have used Filemaker Pro to catalog our collection. The initial setup isn’t hard but requires thought to make sure you include all the appropriate fields to make searching easier. We use fields ( I think this is “columns” in Excel) for Control Nr., Family, Genus, Species, Sub-species/Variety, Author Date, Habitat, Data, Size (mm & S, Avg, L), Condition (includes w/o, w/p), Nr. of Specimens, Cost/Value, Locality (For USA we go by state, all others by country), source (S/C, dealer, trade, etc.), Region (Molluscan Province?), Date collected, Date obtained, synonyms, common name, and finally “container” in which you may place a picture of the shell. This may seem like a lot but it helps with the sorting. For instance “How many S/.C shells do I have? Command/S. Type S/C into the Source field and hit “return”. Do I have a Wavy Turban? Type it into the Common Name column and return. This past weekend I entered lot number 9003 into our database so you understand why we need this search ability (plus I got tired of buying the same shell over and over at the COA Bourse because I couldn’t remember if I had it). Filemaker also makes a version for the iPad (It may be available for other tablets) called FilemakerGo which I like. It allows you to type any data element into the search line and it will seek it out anywhere in the database. 

When I checked with them last November they were offering a trial version of the Desktop/laptop and iPad programs for free. I don’t know if that is still on-going.  Of course even the best database doesn’t help when you are searching for a single shell in a very crowded drawer. (I did set up another database that lists what genera are in what drawer in which cabinet)
> On May 7, 2020, at 10:26 AM, Geiger, Steve <[log in to unmask]> wrote:
> 
> As a suggestion.
> 
> Yes always have a backup. Or two.  I make new, dated copies of important files about monthly when I’m working on them.
> 
> Add a dummy column with values 1 through whatever your maximum is.   Then always be sure to sort ALL columns. This way at least you can resort by the Dummy variable. 
> 
> You can sort a subset of lines…. But. Be careful because you won’t be able to select by column name, only the values on the first line.
> 
> If you don’t realize you have sorted a subset of your columns before you save ,  your data can indeed be ruined.
> 
> One alternative is to have copies on tabs.   Again, organization is key.
> 
> The major caveat is,,, you need to keep track of how many copies you have. Lest you edit a copy that is not most current.
> 
> 
> Re: linking photos, rather than inserting.  It works, if you’re organized, but rapidly slows the program once you get a lot of links.  If you change file names and/or directory structure this can also cause issues.
> 
> -	Steve
> -	Ps – FWIW you’re not the only one.
> 
> 
> From: Conchologists List <[log in to unmask]> On Behalf Of John Varner
> Sent: Thursday, May 07, 2020 10:26 AM
> To: [log in to unmask]
> Subject: Re: [CONCH-L] document your collection
> 
> [EXTERNAL SENDER] Use Caution opening links or attachments
> I have also been re-cataloguing my collection using Excel, and discovered the hard way that Excel is not as intuitive or easily used as I thought.  (e.g.: I updated genus/specie names using Worms, then tried to alphabetically sort my 140 species of cones by specie name.  The result was a nearly hopeless scrambling of rows & columns that I couldn't undo, and  I wound up having to re-enter nearly the entire file of 140 specimens).
> Some lessons from my Excel fiasco:  
> Excel is a more complicated and powerful program than is necessary for cataloguing shells. 
> Work on a copy, not the original document, just in case.  
> Back up often, and/or use "Time Machine" or a similar system back up
> Find out how to use 'sort' and 'filter' options before trying to use them, as empty cells in your catalogue will throw off these functions.
> 'Undo' only works until you close the program, at which time changes are locked in.
> 
> Any input is welcomed!
> 
> I am still trying to figure out the best way to attach small file size thumbnail photos of specimens to their entries, but that may have to wait until the next pandemic...
> 
> 
> 
> 
> ​- John​ 
> 
> ----------------------------------------------------------------------
> [log in to unmask] - a forum for informal discussions on molluscs
> To leave this list, click on the following web link:
> http://listserv.uga.edu/cgi-bin/wa?SUBED1=conch-l&A=1
> Type your email address and name in the appropriate box and
> click leave the list.
> ----------------------------------------------------------------------

----------------------------------------------------------------------
[log in to unmask] - a forum for informal discussions on molluscs
To leave this list, click on the following web link:
http://listserv.uga.edu/cgi-bin/wa?SUBED1=conch-l&A=1
Type your email address and name in the appropriate box and
click leave the list.
----------------------------------------------------------------------