Assign a stable catalogue number
Use an identifier that does not depend on the puzzle’s name, because names and attributions can change. A simple format such as CP-0001 is sufficient.
Record core fields
- Primary and alternative names
- Puzzle family and objective
- Designer, maker and country where known
- Material, dimensions and piece count
- Approximate date and acquisition source
- Packaging and instructions present
- Condition and missing parts
- Solution and verification status
Keep evidence separate from assumptions
Record exactly what appears on packaging or instructions, then place uncertain identifications in a separate notes field. Include the source and date for every later attribution.
Use consistent photographs
Choose a standard background, scale reference and set of views. Link each image filename to the stable catalogue number rather than relying on the puzzle name.
Back up the catalogue
Keep at least two copies in different places and export structured data such as CSV in addition to any specialist database format.