Several iKnifeCollector members have asked me about my collection database. It is a Microsoft Access file, and if you can use it, I'd be happy to share a copy with you.

All comments are gratefully received.

When I was training to be a librarian, I took many graduate courses, and one of my favorites was Cataloging. My fellow librarians-in-training thought I was out of my mind, but the instructor assured them that every so often an oddball like me would surface, and that they should not be afraid. So is it any wonder that I use Microsoft Access to organize my existence: wines, music, addresses, gardens, movies. . . .

When my father gave me many knives from his collection several years ago, he gave me a printed inventory – a notebook with a page for each knife. I used those forms -- “A.G. Russell, 1975” -- as I planned the database.

Serial numbers are two letters followed by three numbers. The letters indicate the style in five broad styles: FB (fixed blade), LB (lockback), TK (technical folder), FL (folder), OT (other). The numbers are assigned sequentially as I acquire each knife, with one exception. Dad’s serial numbers all lay between 001 and 099, and any other items are assigned numbers greater than 100. (Now I’m sure you are beginning to understand the immense power a cataloging librarian wields!)

I own knives that could fit into more than one category, so sometimes I have to choose one category over another. It’s not a perfect system, but it was integral to my father’s organization and I bow to his judgment.

I love the searching and sorting functions made available by electronic cataloging. Think like a computer as you create names for locations and you can sort your collection by exactly where you expect to find each item. You may think it’s overkill to be able to sort a knife collection by blade length (mine can), but one of the cleverest online databases I’ve ever seen was a database of bayonets, searchable by overall length. Well! There’s not a lot of accurate information this novice collector can glean from looking at an exotic blade, but I sure can measure its overall length – and I was able to make a successful identification.

The blade descriptor fields are not arrayed as a table (although that is how they are displayed in many of the forms). They’re named b1Style, b1Length, b1Text, b1Material, b1Note. Then it’s on to blade 2: b2Style, and so on, to b4Note. The length field is numeric; the others are text fields. Text as field name refers to words or numbers engraved on a blade, unless it’s part of an overall engraving including an illustration, in which case I describe the artwork in the blade’s Note field.

For some knives I have boxes, bags, original literature, and sheaths, and record that information as part of the database record. There is a checkbox to indicate whether each of these accessories is part of the collection, and a text field to describe it as necessary.

Four select boxes permit me to make odd checklists and keep them until the boxes are cleared manually. A form of durable search.

I added information about duplicate fields because I own a few knives that are exact copies of each other, and having this data close at hand helps when conducting inventory. If knives one, two, and three are duplicates, then ‘IsDuplicate’ is checked in each of the three records, and ‘Duplicates’ field would state ‘Knives 2 and 3’ (in record one), ‘Knives 1 and 3’ (in record two), and ‘Knives 1 and 2’ (in record 3). I named the field Duplicate before I owned triplicates and haven’t felt compelled to make the correction. We catalogers live life close to the edge.

With Forms you can temporarily emphasize some data over others. One of the joys of Access is updating and improving forms, a process which ultimately leads to insights and discoveries about the collection.

Every time I do an inventory, I create a new field and up-rev the name of the database. I’ll print out an inventory form or work directly onto the laptop.

If you have trouble viewing the (Microsoft Word 2003) tables below, send me an email and I will send them as an email attachment. If you have Access 2000 or can open Access 2000 files, I’d be happy to send you the database so that you too can loose your cataloging passions upon your knife collection!

Blade style refers to clip, spey, drop point, etc. If anyone can recommend a comprehensive, easy-to-use identification graphic, especially one available online, I would appreciate the help. I would also appreciate any information you can point me to regarding blade style histories and functions. What makes a particular style appropriate for some tasks?

I think that’s about it! Feel free to use, share, improve, and/or ignore my database, and all feedback, positive or negative, is truly appreciated.