Documenting Your Breyer Collection

By Kim Bjorgo-Thorne, with photos by Eleanor Harvey

You just bought that dream model – the one “grail” you searched for. That model has a significant value, and it is one you might want to document for your insurance. If you are at the point where you want to document and protect your collection, congratulations! In this article, we will discuss several steps you can take to document and safeguard your collection.

The first step is to document your collection. A spreadsheet is a great way to start. There are several free programs available - Google and Open Office both have free spreadsheets. The spreadsheet should list the Breyer mold number and model name and perhaps the purchase price. Each model should have a unique identifying number. Add fields to your spreadsheet or database to accommodate other details you think are important. Once you have catalogued each piece, tag it with a merchandise tag. Use pencil (ink may transfer to the model) and mark the tag in a way that will help identify each model, such as the unique ID number.

Format for database:

The second step of documenting your collection is to collect photographs or videos. Getting images is as easy as using your smartphone. You can also take longer videos of whole shelves of models to document them. Describe each horse as you make the video. Make sure you mention the ID number of each model, or put the filename attached to each photo in your database. Make sure your photo or video links back to your spreadsheet or database using the ID number.

Once you have documented your models, save a copy of your spreadsheet, images and/or video and put them on a flash drive. Put the flash drive in a safe location- a fireproof box, with a trusted friend, or perhaps a safe deposit box. Remember you will need to update your database (and your backup copies) as you add and subtract models.

Each of these models is tagged for identification. Large collections may seem intimidating to document, but working on it in smaller spurts will help get it done!

There are a number of options for insuring your collection. Check with your insurance agent to find out if your homeowner’s or renter’s policy covers your models- especially the more valuable ones. You may need to add a rider or purchase collectibles insurance from another vendor. Some insurance companies will insure your collection without a list of all the pieces, but in the event of a claim you will need that complete list. Documenting value may also be relevant (depending on what your insurer requires). In the case of special models, like a raffle model where you don't have a receipt for a value, you may need to identify sales of similar pieces.

Longtime collector Heather Wells has helped disperse two very large collections. She shares, “Documenting your collection can be daunting. Plan to work on it an hour a week to make the work manageable.” Heather adds, “Having a circle of friends who will help with your collection is important.” Consider asking trusted friends if they can store a copy of your list and computer files. You might even ask if they can be named in your planning documents as persons who will help disperse your collection. It is a lot of work, so asking beforehand is important.

You’ve put time and effort into building your collection or securing that special model. By breaking up your documentation process into manageable pieces, you’ll have proper documentation at the ready in no time!