How to create a home inventory

What is a home inventory?
A home inventory is simply a list of your personal possessions--everything from tennis shoes to TVs. Having a visual record of your belongings makes it easy to figure replacement values-now or sometime in the future.

What is the purpose of having a home inventory?
Protection and peace of mind. "A home inventory is an easy way to keep track of what you own so you can protect your possessions and your investments in your home. If you ever need to file a claim, you'll have easy access to important information that will help substantiate the loss." Says Jamie Novak, Chief Organizing Officer for Collectify. "When your possessions are logged into Collectify, you are immediately protected even if you don't yet know the replacement value of the items."

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• Your camera
• Camera download cord
• Sticky notes
• Cord labelers
• Multipurpose cleaner
• Rag
• Hand-vac
• Garbage bag (for donations)
• Timer
• Pen
• Spiral notebook

1. 
    
   Tag from couch with model number

   Simplify - Snap the Shots
   Set your kitchen timer for 20 minutes and work in twenty-minute blocks of time to get the job done. This is not an "all-or-nothing" task! Even inventorying just one room is better than none. You do not have to do this all today--work in small blocks of time until it is done. Once time is up, simply leave yourself a sticky note so you know where you left off.
   In your notebook . . . as you shoot the photo, jot down info about how much you paid for the item, when you bought it, and any identifying or unique features. If it is a group photo, note quantities --like ten pairs of shoes or twenty-five DVDs.
   
   Set aside a twenty-minute block of time and get to work. Work on one room at a time, starting with a wide-angle photo from the entryway into the room to give a feel of the room set up, size, and contents. Take a shot of each wall, then one of the floor to show hardwood floors or floor coverings, and follow that with a shot of the ceiling to show light fixtures and any specialty moldings.
   
   Go wall-by-wall, snapping shots left-to-right and top-to-bottom to ensure you don't miss a thing. Be sure to get close-up shots of serial numbers and manufacturer's tags, especially identifying brands and styles for items like couches and mattresses. Whenever possible opt for group shots like spines of the books as they sit on the bookshelf or group shots of all your shoes instead of every shoe individually. The rule of thumb is that anything under $50 should be grouped in a shot. A bunch of inexpensive handbags can go together, while the vintage name brand gets its own portrait shot.
   
   Resist the urge to make this an Oscar worthy production--you are not going to win an award for cinematography. For documents, simply pick a flat surface with natural light; lay down the document (making sure the lens is parallel to the surface), focus, and snap.
   
   Check the list of provided inventory prompts by room below to see if you missed anything.

2. 
    
   A group shot of bookshelf just the spines of the books

   Organize - Sort the Shots
   Upload the photos to your computer and into Collectify. Make note of any important information. At this time you can also opt to identify a beneficiary as part of your estate planning. But remember this is a first draft and you can return to items later for details such as value or beneficiary notes.
   
   Describe the names of the item in each room, the brand or manufacturer, model number, and price paid. Include descriptions such as color, unique markings, etc. This is also the perfect time to include any family stories or history about the item.
   Document any backup paperwork, such as receipts. Skim through your paperwork and pull out receipts for the large/expensive purchases. Also add information from the documents section, including credit card information and drivers licenses.

3. 
    
   Keep track of cherished family heirlooms

   Protect - Save the Shots
   Now that you have your home inventory compiled on your computer, you'll want to keep copies in safe locations. E-mail yourself a copy and send a copy to a trusted friend or family member. Download a copy onto a backup or flash drive. Burn a copy to a CD or DVD and tuck it into a disaster proof box or safe deposit box.
   
   Update. Be sure to update your inventory packet every four to six months. In the meantime, save receipts for any new items you'll need to add. If you make a major purchase, update your inventory as soon as possible. And remember to delete items you no longer have.

4. 
    
   Protect treasured family photos

   Install Collectify Home Inventory (CHI) software onto your computer. Once it's installed, give your home inventory a name (such as "Jamie's Inventory") enter an optional password, type in the name of the owner of the inventory, and choose your currency. Next, add any of these rooms or areas that apply to you and your home: Antiques/Heirlooms, Attic/Basement, Automobile(s)/Boats, Bathroom(s), Bedroom(s), Collectibles, Crafting/Hobby, Dining Room, Entryway/Mudroom, Family Room, Garage/Shed, Home (exterior), Home Office, Kitchen, Laundry room, Living Room, Master Bathroom, Master Bedroom, Nursery, Off Site Storage, Pets, Play Room.
   
   Start your own inventory now!
   You do not have to inventory everything you own down to the last paperclip. Here's what to focus on and what to gloss over. Creating your inventory has never been simpler; follow these three simple steps for success. Work in small blocks of time; apply all three steps to a single room before moving onto the next room.

Tips & Warnings

• Although this is not the time to organize your belongings, as you come across items to donate, toss them in a bag to give to charity.
• Since you'll most likely have to move plugged-in items to get a shot of their serial/model numbers, this is the perfect time to label the cords so you know what belongs to what.
• As you go make notes in your spiral notebook of identifying features, things you remember about the item, and so on. These notes will be keyed into your inventory when you upload the picture.
• This is not the time to do a professional cleaning. However, while you are behind objects it might make sense to dust off the back of items or use the hand-vac to gobble up any dust bunnies.
• If you get to an area that cannot be inventoried at this time -- for example, large storage tubs too heavy to move without assistance -- leave a sticky note on the item as a reminder the next time you are there.
• Motivation. Getting started is the most difficult part, but you can do this by working in small blocks of time doing a section at a time.
• Feeling overwhelmed. The task can seem insurmountable, but it is doable. Be realistic about what you can accomplish and get to work.
• Time. You're busy and fitting it in can seem impossible. Use small gaps of time throughout your week. For example, you can get a lot done during the commercial breaks while watching your favorite show. And, if you have a teenager who you can entice to help out, you can delegate parts of the task like taking the photographs and/or uploading them to the computer.
• Add a "fun factor." Turn a chore into a memory by making it an experience for the whole family. Share family stories while snapping shots. You might consider using a video camera. Turn it into a production complete with a director and intermission for snacks.
• Procrastination. As with any task it can be easy to put it off. Make a deal with yourself that you are going to treat yourself every time you complete a room-a drink from your favorite café may be just the motivation you need.
• Panic. As you walk around and see all the stuff you own, you can start to panic about all the stuff you have to do, deal with, clean, move, organize, or store. Just breathe and continue-- you have plenty of time to go back and deal with areas you want to work on further.
• Photographs. It can be easy to go from room to room snapping shots--that's the easy part. Do not get carried away, however. Take the photos of one room and upload them.
• Not tech savvy? No problem, CHI is intuitive. The large icons show you exactly what to do. If you can type, you can master this.
• Items of low value. It can be tempting to skip inventorying low-cost items. After all, how difficult would it be to replace a ten-dollar item out of your own pocket? But if you add up those seemingly inexpensive and insignificant items, they could quickly total a few hundred dollars to replace.
• Sidetracked. It's possible to get off track, especially if you're taking photos and a show comes on television that catches your eye or you come across something you need to do like go through the pile of mail. Avoid all temptation to stray until the timer goes off.
• Cleaning and purging. Since you are there anyway, it can be tempting to start a thorough cleaning or to start organizing your stuff. Don't. Your job is to inventory--simply make a note of what you want to clean or organize and return to it at another time.
• Interruptions. The phone rings, a family member needs help . . . who knows what else can come up. If you have to stop what you are doing, keep the timer going so you can get right back to it.
• Reminders. You are bound to come across reminders of things you've been meaning to do. Do not stop to do them now-instead, simply make a note on a to-do list and stay on track.
• Perfectionism. Avoid the temptation do everything perfectly or get everything done the first go around. Think of this as a "first draft" of your inventory--you can always go back and add more information, but only if you get the basic information entered first.

Resources

• More tips

[SandySegovia]

on 10/27/2008 Super helpful, the steps make it doable. Another great article from Jamie Novak!

[RENorton]

on 10/14/2008 Excellent article. Thanks for the helpful tips!