What Is Your Favorite Stamp Organization Software?

I'm curious what the SCF views are on the various alternatives to organizing stamps.

besides the obvious catalog and paper choices, I am looking for 21st century solutions.

for myself, I use a large excel spreadsheet which I have created to capture all the information (like Scott #, Scott values, Used and Mint, quantity that I have, and a column for notes and price paid etc. I've lately also been taking thumbnails of pic too and embedding them.

But at the same time, I have seen advertisements for software (PC) that has all the information within it and I am hesitant to run out and buy one and spend all the time re-entering all my data, only to find issues.

So--anybody out there have some recommendations or some negatives?

I still use Excel

Have been working in it for years, I know how to use excel, and I know it will be around for quite a while. My file is quite big as well, even though I don't put photos into it. Instead, I am developing digitally designed albums which I put scans of my stamps in, and I am quite happy with the way they are coming out.

Honestly, I worry about the current commercial offerings whether they will be supported, especially as versions of Windows change.

Michael

Hi to all
I agree with DCstamps, I find that for me the best is Excel. I can control how much or how little information I use, and it is easier to format the layout that I want.
Regards
Horamakhet

I tried the pencil and paper route and then I tried Excel. Personally, Excel created too many hurdles for me to jump (no photos, stamp variations, add or cut columns etc.) and then I found EzStamp. It wasn't the cheapest product on the market but it was easy to use and I was able to fit my needs into its abilities. Someone else did the menial tasks of up-grading information and I used the results.

In addition, I found that the author always responded to questions quickly and, when I met him at stamp shows, he wasenergetic and open to discussion. I admire that in people and programs. I wasn't just a number but a concered collector.

I have tried many different databases and stamp programs to track my collection, none of which passed the test of time. I found and bought EzStamp 5 or 6 years ago and have entered some of my collection, I don't think I will ever be able to enter it all, but I am working on some of my favorite countries and have completed a few. Recently I upgraded to version 8, I feel it is the best yet. Very easy to enter inventory and search for items. As with the previous versions, preparing want lists and inventory lists is quick and easy. The search has been improved very much, I use it much more than the I did using previous versions.

I have a sizable collection that I have tracked on index cards for many years, I still do, but EzStamp makes it so much easier to see exactly what has been inventoried. I just wish there were more countries available. As many as there are, I always seem to work with the countries that are not available yet. I am rebuilding some of my collection, mounting items that have been stored for years and replacing pages that are showing their age. I am trying to work on the countries that are available so I can get them entered. Having many of the stamps pictured in the program is a major plus. I have found a few items that had either been unidentified or mis-identified.

The support I have received is nothing less than top notch it is probably the best customer service I have received with any product I have ever bought. The web site allows a free download of the complete program so you can get an idea of how it works. At this point, in my opinion, there is no competition out there for EzStamp.

The investment is sizable and the investment in time to enter everything is too. But I believe in the end it is worth it.

There are really two parts to any stamp organization application; the 'front end' which represents the interface you use to enter data and the 'back end' which is used to store the data.

Excel is very flexible but of course is a generic spreadsheet application not a custom database application designed specifically to inventory stamps. With some work you can do some very slick things with Excel including popping up the stamp image when you pass your mouse over the row which contains your stamp. (You can download a sample of this here http://DD-DESIGNS.CO/dnloads/Displa...upStamp.xlsx )
But the best thing about Excel is that it is very easy to import/export your data. Due to this, and the fact that many people already have and are comfortable with using it, Excel is it a good choice if a collector wants to at least start forming a electronic record of stamps. On the downside is that Excel has no preexisting stamp data or interface; you start with 'a blank piece of paper'.

There are several applications such as EZStamp and StampManage that are custom applications that use MS Access as the database 'backend'. Most IS professionals hate MS Access and with good reason. It is slow and since there are many dependencies with common MS office files; it is not unusual for a MS Access application to stop working when a user upgrades their MS Office suite or another MS Access based application. Good news is that MS Access supports the importing and exporting of your data. But it is also possible for the publisher to make the import/export of your data very difficult and costly; beware of those which offer this as a paid service. For those that like to 'roll their own' MS Access can also be used to develop your own custom application.

I am not alone in saying that support from Liberty Street (StampManage) is poor. While the StampManage interface is orderly and fairly intuitive it sometimes requires the user to click a bit more than necessary. The interface supports some limited import/export features but the good news is that the StampManage MS Access database that lies underneath is fully exposed. This means that if you have MS Access as part of the MS Office suite or any other applications that can read/write an MS Access database you can import/export your data.

By far the best database backend would be a SQL database. Many of us develop our own but I am not aware of any commercially produced stamp organization application that currently uses one. SQL comes in many flavors and is supported on all computing platforms (Windows, Linux, Mac, etc). Frankly recommending a non-SQL solution for building a large critical database would be considered nuts by IS professionals. SQL is well suited for both online and local databases but most importantly it has a future that ensures it will never become obsolete. (Even if a new database technology is developed 25 years from now SQL is so widely used by major databases that migration paths will exist.) Once your data is in a SQL database it can not only be easily imported/export to other formats but also can be 'connected' with other SQL databases if desired.

By far the largest investment anyone will make in a stamp organization application is the time they spend entering their data. The original cost of the application pales in comparison in what you will have in man hours entering your data. This is why it is so important that you understand the import/export functionally and your options moving forward in time. You expect your stamp collection to be around for many, many years; your investment in entering data also needs to be protected for many years to come. The last thing you want is to be maintaining an old, ailing PC for the sole purpose of keeping your stamp application going.

I am presently using StampCAT for my modest World Wide collection of about 10,000 stamps. Each one was manually entered, with not always full information. So I am, during spare time going in and doing cleanup. Its a great program, but, I do not think one can get the Demo anymore. The web site is still up but no ordering capability. Maybe a direct contact via the contact us e-mail.

Based on the web site troubles, I started (and still am) looking for a replacement. I had pretty much settled on EZStamp and ready to pull the trigger on the complete set. The Demo works well, the pre-order support was superb. Then I got to looking on how I could import my present collection. Turns out that I again would be manually entering all my data, I am not sure I have enough years left to do that!
Some countries, USA, Russia could be imported but for a price by the developer (which btw is a fair price) but the rest would be up to me.
I was hoping that it would be a simple matter of dumping the data (provided the format was available and correct) but not to be.

That export to EZStamp from my collection is the only stumbling block that stopped me. They do have a Rapid Entry system, that looks like you input a "from/to" set of Scott numbers and it puts those in, whether you own them or not.

I own two other programs from the EZStamp developer, he is always quick to respond and answer my stupid questions. That is appreciated.

Interesting post by 51studebaker, it begs the question that if a database is backed up in a format of .MDB,(my present database) is that part of the MS Access system? I am not knowledgeable in any way of these subjects.

I think that EZStamp should have a capability of allowing a user to export their data, themselves, into the program, if of course they meet the format requirements.

Have not given up on EZStamp but just can't get by the import thing. Maybe Flyinlo or EasyOne can lend some info on the import thing.

Chuck

Yes, the .MDB is an MS Access database. When moving between databases the key become how the different fields are linked to one another. (Fields in a database are analogous to columns in a spreadsheet.)
For example in your existing .MDB file (which you can open and view with MS Access) there may be a field named 'Date Issued' that holds the date each stamp was issued. But in the new database this field may be named differently, perhaps 'IssueDate'. This is the primary challenge when importing/exporting data between databases.

The usual method for 'mapping' the fields together is to use a query. While queries usually only take a few minutes to develop this is one area where you must have some knowledge. Applications like Access make it fairly easy to do visually and without programming experience but there would be a learning curve if you have not done it before.

Companies like EzStamp and StampManage have done this many times before for other customers; they already have the queries done to map the various field from the major competitors applications. In my opinion offering this as a service is fine although since it takes so little effort I would offer it as a free enticement to get folks to buy the program.

What I would not buy into is to not have the ability to have full access to my data in an open format. It is possible to encrypt the data in a database so that you HAVE to use the custom tools the manufacturer provides. If they did this you would then be locked into their application and be at their mercy if you ever want to use another database solution.

StampManage has an open fully exposed database with no encryption or other means that prevents you from getting to your data. I do not have experience with EzStamp. It also sounds like StampCAT is open since you can backup to a MS Access .MDB file. You could use Access and Excel to open and work with your .MDB. (In fact with a bit of work you could actual write a web page 'front end' so that you could use any browser to display, add, and edit data from your database.)

If anyone from SCF would like help or assistance with stamp databases or queries I am willing to help at no charge.

Thanks 51studebaker,

Great explanation and I gained some knowledge here. Gives me a new direction in which to look.
Understand about the encryption and can see how that would kinda keep you locked into one area.
I agree, if the import facility was there for me as a end user then my mind would be made up, I would purchase the program of interest.

Thanks again,

Chuck

Thanks to all.

51studebaker--your post is particularly germane. I want to wait until there is an SQL solution, and have been wondering when it would arrive.

I use excel and as you mentioned--it is ok and all my work inputting is done.

My remaining question is : if I invest in Ezstamp (both $ and time), do you think that this can bridge me to be able to transfer/export SEAMLESSLY the data (.MDB?) into an SQL solution down the road? Or am I better off limping along with Excel into a robust SQL solution is available?

As a newbee collector but experienced IT Database guy, I have a question:

Considering all the copyright issues surrounding the Scott Catalog and its numbering system, has anyone ever created an Excel spreadsheet (or other db file)of all the Scott numbers with descriptions? Do the various stamp programs include all Scott numbers in their reference database? Does Scott offer an electronic version of its catalog?

Thanks, and sorry if this is too much of a newbee question!

Tommy,
In my opinion you are fine staying in Excel but I cannot talk to EzStamp since I have not installed this application. EzStamp mentions in their web site that they can port data into EzStamp as a value-added service. I have seen the fellow who is the owner/developer of EzStamp post in other forums and he impressed me as a decent guy. I'm am sure that if you contacted him he would explain options for import/export of data and if his application allows for open access.
As is the case with StampManage (or Excel) the full exposure of the data source allows you to access your data using other applications. For example, it is quite easy to write web pages that use a .MDB or Excel files to display our stamp information. This same 'openness' allows also supports the transfer of data in and out of any SQL product.
So the questions for EzStamp, or any application where you are going to invest heavily in data entry, are;
What is the database 'backend' of EzStamp?
Is the database in the EZStamp product encrypted or otherwise proprietary?
Are there tools/utilities/services available to port data in and out of the application?
Regards,
don

Rockman,
Yes, I have quite a few database and spreadsheet files that contain Scott catalog numbers. I even have a full SQL database with them in it and use it to deliver web pages for US stamps. You can see this in action on my web site, click on the Online Plate Number Tool
http://dd-designs.co/stamp%20gallery.htm

But note that I signed a contract with Amos and have their permission to use their numbering system. They were very professional and competent. I was only asked to link their web site but note that my use of the Scott numbers is totally non-commercial. I assume that Amos would negotiate fees or compensation if anyone wanted to use their numbering system for commercial reasons.
don

Hi

I believe I have mentioned it before. I use WORD tables and I have written a "ton" of Macros (programs) in VBA to maintain the tables. Now I am getting ready to convert the "system" to a more modern VB.NET. The only MS office product I have is WORD 2000 which came with my computer years ago. So, being an engineer and a software/hardware consultant I wrote my own.

Jerry B