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Permalink Reply by Jenn Nelson on March 24, 2009 at 8:39pm

Use google spreadsheets and keep your tracking info online, so it's never lost. Don't worry about how you number things, you'll wind up adding more numbers eventually and it will just be a complete mess. That's why you have the book organized by type.

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Permalink Reply by David Hennessey on April 2, 2009 at 9:05pm

Obviously, I'm behind in keeping up on this thread. I'm still sorting out options, but getting closer to a plan. Thank you, belatedly, for the input.

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Permalink Reply by Valerie Shuknecht on April 2, 2009 at 7:30pm

I found that when you do your digital photos have the number you are assigning the item showing in the photo some how. It makes it easier when going through and picking an outfit from the photos.
Also, we numbered ours using an alphabet letter then numbers for each different group of clothing. example: coats were labeled A 1 - A what ever number you get up to. That way you can just add more numbers as you get new pieces.

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Permalink Reply by David Hennessey on April 2, 2009 at 9:07pm

Thanks for the feedback. An additional question: about how big is your stock? I'm thinking the size and potential size of the collection may affect the numbering system we adopt.

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Permalink Reply by Sal Michon on April 3, 2009 at 6:01am

David
I am on the board of River Reigon Drama Guild and we have just purchased an inventory system from the internet that is used for rental houses . It seems thatit has been used mostly by tool rental companies but we are adapting it. The system allows you to track all units in imventory with photo documentation. It also allows for barcoading of each part . We use iron on tags for the clothing and stick on tags fot others.If we lend or rent a unit to anyone it allows us to have a printed list of each unit sent out.I understand that the software was not that expensive as it costs around $400.00
and the tags were under $100.00. If you need more Info Call me at 504 454-7581 I am in New Orleans and available weekdays form Tues to Sat 10:00 am to 5:00 pm Sal Michon

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Permalink Reply by David Hennessey on June 8, 2009 at 11:29pm

Sal
I'm obviously behind on tracking this thread because starting our inventory got delayed. But belated thanks for the idea. We probably will not invest in the software at this time as we think we've found another workable solution. But if we change our minds, I will contact you.

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Permalink Reply by Ashli Arnold on January 18, 2010 at 10:12am

Hi! I'm starting to inventory a HUGE stock at Flat Rock Playhouse in NC. I have opted for an expansion pack for Microsoft Access that allows me to create a page w/ info for each costume. I would like to know more about the labels you used. I'm considering using ConnText...they seem a little expensive though. I like the idea of a bar code, but more likely we will assign everything an inventory # and have our name on the labels as well. Any advice helps!
Ashli 828-692-6206

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Permalink Reply by David Hennessey on January 20, 2010 at 12:55pm

We used volunteers to tag about 500 garments. The tags were from IPC-Tags, Ltd., 817-864-9433, 877-447-2824 toll free. My contact was Debbie Schuster. We got 1,000 labels for $169.00. However, we've discovered they aren't sticking as well as we thought they would. They are designed for application with a heat press which we don't have and can't afford, but after discussion with another customer and some initial testing, we thought we could make them work with a mini iron that concentrates the heat over a small area. The upshot is from this point forward we'll probably sew them on, and we'll have to some up with a systematic way to check those that are finished to see if we need to sew them too. For the inventory, we simply developed a google spreadsheet
that included the bar code number, photo number, and basic description of the garment. The advantage of using a google document is you can give anyone you want access to filling it out and as long as your people have internet where the inventory is taking place, it's a breeze. Hope this helps and good luck!

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Permalink Reply by Pamela "Pete " Johnson on January 21, 2010 at 12:03pm

we have just moved our inventory to a new space and would like to create a workable computerized inventory system as well. so any knowledge you can pass on to our rental/educational program would help. we are now finding we have to use costume rental income to pay for labor for construction of upcoming shows next year. we need to increase our volume of renting. thank you in advance for any sharing of successes.
Pamela Johnson
SSU School of Performing Arts
johnsopa@sonoma.edu

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Permalink Reply by David Hennessey on January 21, 2010 at 1:29pm

I can't give you any advice on rentals, as we have chosen not to enter into that area, mostly for staffing reasons. As for computerizing the inventory, as I alluded to in a recent posting, we simply developed a google spreadsheet with the following headings; photo #, tag #, color, period, other description, size, actors who wore, shows used in. We have put all the photos onto our system but have not yet tried to organize them, a task I imagine would be important to you if you're going into rentals in a big way. Sorry I can't give you any other advice. Hope your idea works as an income source.

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