Cataloging Mineral Specimens
Why catalog your mineral specimens?
A catalog is a detailed inventory that records each specimen’s unique ID, locality, acquisition date, composition, and notable features, keeping your collection organized and accessible. Maintaining this centralized record preserves the scientific and historical value of every piece while simplifying inventory management as your collection grows. Cataloging safeguards each specimen’s story for you and future generations.
Catalog Options: Physical vs. Digital
Physical Catalogs
A physical catalog (kept in a notebook or a 3-ring binder) can be a great way to manage a small collection. It allows you to quickly look up information without needing a computer and can be handy when you’re managing a small number of specimens. For larger collections, however, it can become cumbersome.
Digital Catalogs
A digital catalog offers more flexibility and organization for larger collections. Some common options include:
Classic Spreadsheets (e.g., Excel or Google Sheets): Simple to use, widely accessible, and great for quick organization.
Airtable: Airtable is similar to Excel but much more intuitive, allowing you to sort and filter your collection in various ways. Its various views (grid, gallery, form) make it easy to manage and link specimens by locality or other categories. Check out our Sample Catalog.
What to Include in Your Catalog
A good catalog entry contains all the relevant information needed to understand the history and characteristics of a specimen. Here's a breakdown of the most important elements:
Unique ID Number
Each specimen in your collection should have a unique identification number. This number connects your catalog entry to the specimen, as well as to the label card. We recommend attaching the number to its specimen in a discreet spot.
Consider having a prefix for your numbering system, such as your initials. If your collection is donated to a museum or a college it will be added to other collections, so a unique numbering system will reduce the workload for those managing it.
Mineral Identification
Each identified mineral that is present on the specimen should be recorded, listed from most abundant to least abundant.
Locality
The specific location a specimen was found, including mine name, country, and region, should be documented as thoroughly as possible. If you do not know where the specimen is from, mark the location as “unknown.”
The locality is one of the most important factors for future collectors and researchers, as specimens without location details lose their historical and scientific value.
Description / Photo
A description of the specimen and/or a good photo is helpful for quick reference. It can also be helpful in case the ID number on a specimen fades or comes off. Descriptions should be clear and concise, yet detailed enough so someone could use it to determine which specimen you are describing.
Additionally, be sure to note any unique attributes that make the specimen stand out. This could include exceptional clarity, interesting inclusions, or rare crystal formations. For example, you might write, "specimen has excellent clarity for species" or "unidentified inclusion present."
Year Collected and Collector
Including the year of collection and the person who collected the specimen adds historical context and increases its value. Over time, collectors or specific mining years (such as the 1988 serandite find at Poudrette Quarry) may become well known for producing particularly notable specimens.
Additional Information
If Purchased: Include the year, seller, and amount paid for the specimen. This information can be important for future valuation.
Estimated Value: Providing an estimated value can help future owners understand the specimen's worth. This can be invaluable to family members or others who may inherit your collection, especially if they are not mineral collectors themselves. Be sure to note the date you recorded the estimated value, as specimens appreciate in value over time.
Size & Weight: This information can be helpful for organizing specimens for display as well as a backup in case the specimen labels get lost.
Final Thoughts
Maintaining a catalog of your mineral specimens is an essential step for ensuring that their significance, history, and value are preserved for future generations. Whether you choose a physical catalog, a digital spreadsheet, or a more robust database like Airtable, maintaining detailed records is an investment in your collection’s future. By following the guidelines outlined above, you’ll help protect your specimens’ provenance and ensure that they continue to be appreciated for years to come.