Is there a better way of doing this?
There is, but it comes with a it of expense.
Keeping a digital image database.
Purchase a scanner
Scan a stamp, all you need to type is the Cat number, the year and value...done
The image tells you all the rest, colour, vignette, centreing. etc
Notes? type out your notes, take a screen shot, save as an image
(using the stamp cat number)
Say you have 10,000 postage stamps, you want to see your Vietnam 30 Xu Stamp with a motorcycle ?
Using Search, you type in 30Xu and up it pops in about half a second.