What if a card is graded by a third party?

Record the grading company, the grade and the grading serial number in the card entry. Add scans that show the slab front and slab back. Keep the original entry fields Player name, Card number and Year unchanged so the graded record links to your other notes.

How do I create a unique identifier?

Combine a short prefix for the sport or set with a sequential number or a portion of the Card number. Always store the identifier alongside Player name, Card number and Year and use it in file names and labels so you never lose track of which physical card matches which record.

How should I handle duplicates or multi-card lots?

Give each physical card its own identifier and entry, even if Player name, Card number and Year are identical. For lots you intend to keep together, create a lot entry that lists all identifiers and references each card's Player name, Card number and Year.

How should a collector catalog their cards

A practical catalog helps a collector track condition, provenance and availability for trading. This page gives concrete fields and routines to record each card so you can find, compare and move inventory with confidence.

Quick facts

Field: Player name
Field: Card number
Field: Year

Start with essential fields

For every card record, always include three core values: Player name, Card number and Year. Treat those three items as primary search keys. Add a short unique identifier you assign in your system so each physical card maps to exactly one entry; record that identifier next to the Player name, Card number and Year so filenames, labels and indexes all match.

Add the descriptive details

Beyond the essentials, capture sport (baseball, basketball, football, hockey or soccer), team, set name, variation (e.g., parallel, refractor), print run notes and any backprint text. Record condition notes and any grading information: list the grading company (for example psa), the numeric grade and the grading serial number if present. These descriptive fields make sorting and value checks easier when you prepare for trading or insurance.

Scan and photo guidelines

Create a clear visual record for every card. Use at least one scan of the front and one photo of the back; include close-ups of corners and centering if there are issues. Name image files to include your identifier plus Player name, Card number and Year so the image and database always match. Store scans in a consistent folder structure and keep originals backed up.

Organize for access and trading

Structure your catalog so you can sort by sport, set, Year, grade and Player name. Use filters for grading status (ungraded vs graded), for psa-graded items, and for cards you plan to trade. Maintain a simple status flag for availability: available, reserved, sold, or for trade. For bulk moves during trading events, export a CSV with identifier, Player name, Card number, Year and grade.

Backups and using software

Keep two independent backups of your catalog and all scans. If you prefer software to manage lists, choose one that supports custom fields for your identifier scheme and can import/export CSV with Player name, Card number and Year included. If you want to catalog with software, consider Slabbr.

Common questions

What if a card is graded by a third party?: Record the grading company, the grade and the grading serial number in the card entry. Add scans that show the slab front and slab back. Keep the original entry fields Player name, Card number and Year unchanged so the graded record links to your other notes.
How do I create a unique identifier?: Combine a short prefix for the sport or set with a sequential number or a portion of the Card number. Always store the identifier alongside Player name, Card number and Year and use it in file names and labels so you never lose track of which physical card matches which record.
How should I handle duplicates or multi-card lots?: Give each physical card its own identifier and entry, even if Player name, Card number and Year are identical. For lots you intend to keep together, create a lot entry that lists all identifiers and references each card's Player name, Card number and Year.

← Slabbr