Complete Physical Inventory Sweep
1-3 daysRemove every coin from storage, verify against existing records, and flag unlisted or missing pieces.
Intermediate1-2 weeks
Collection Insurance Catalog Guide
Complete guide for collection insurance catalog — step-by-step workflow, tools, checklist, and expert tips to get started.
serious collectorsestate planners
Workflow
Photograph and Record Grade for Each Piece
2-5 minutes per coinCapture obverse, reverse, and holder label photos; record PCGS/NGC cert numbers or raw grade estimates.
Assign Fair Market Value and Total Insured Amount
4-8 hoursPrice each coin at recent auction realization or Red Book retail; sum total and add 10% buffer for market moves.
Bind Rider Policy and Store Offsite Backup
2 hoursSubmit catalog to insurer for collectibles rider, store encrypted backup offsite, and schedule annual review.
Tools Used
- NotepadPrimary
Maintain master inventory spreadsheet with cert numbers, grades, values, and storage locations for insurance binding.
- Image CompressorPrimary
Create archival photo set of every insured coin for claim documentation and offsite backup.
- Investment Return CalculatorSupporting
Calculate total collection fair market value and track appreciation for annual policy review.
- Date Difference CalculatorReference
Schedule annual inventory refresh and policy renewal dates from last catalog completion.
Checklist
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Inventory
Documentation
Appraisal
Records
Insurance
Security
Reference Materials
Insurance Documentation FieldsTable
Required data for collectibles rider underwriting.
| Field | Example | Required |
|---|---|---|
| Description | 1921 Morgan dollar MS-63 | Yes |
| Cert number | PCGS 12345678 | If slabbed |
| Acquisition date | 2024-03-15 | Yes |
| Fair market value | $85 | Yes — appraised |
| Storage location | Home safe shelf B | Recommended |
Insured Value BufferFormula
Recommended insured amount = Σ fair market values × 1.10 to cover short-term market appreciation.
Claim Readiness StandardStandard
Insurer pays claims against documented pre-loss inventory — undocumented coins may be unrecoverable.
Photo Now
Insurance photos taken before loss are worth infinitely more than post-loss memory.
Greysheet Not eBay
Insurers reject eBay ask prices — use Greysheet or auction realizations for values.
Update Annually
Stale inventories cause under-insurance after market runs — schedule birthday inventory review.
Safety Notes
- Do not store inventory backup in the same location as coins — fire destroys both.
- Limit who knows collection value and storage location — operational security reduces theft risk.