How to inventory a camera and lens collection
A camera collection is really two collections that depend on each other: bodies and lenses, joined by the mount. A useful inventory records the details that identify each piece and affect its value, such as serial numbers, shutter count, condition and the accessories that came with it. Here is what to record and how to set it up.
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Why camera collectors keep an inventory
Cameras and lenses are small, valuable and easy to lose track of once a collection spreads across a shelf, a dry cabinet and a few bags. An inventory answers practical questions: which lenses fit this body, do I already have this focal length, and which serial number belongs to the lens I sent for repair?
It also helps when you buy and sell. Used-gear dealers grade every item and record serial numbers, shutter counts and included accessories, and buyers expect the same detail from private sellers. If you have recorded those details from the start, a listing takes minutes. For insurance, a list with serial numbers and photos makes it much easier to describe what you own.
If you have not yet decided on categories and storage for your collection as a whole, start with our general guide to cataloging a collection, then come back here for the camera-specific fields.
Record serial numbers on bodies and lenses
Every body and nearly every interchangeable lens has its own serial number, and they are recorded separately. A serial number is the strongest way to show that a specific item is yours, and dealers use it to check repair and recall history or the production period of older gear.
- Digital bodies: usually on the base plate, near the tripod socket, or inside the battery or card door.
- Film bodies: often on the top plate, the back of the body or near the film door hinge.
- Lenses: on the barrel, the underside near the mount, or on the rear rim. Some vintage lenses have it on the front name ring.
- Flashes, grips and teleconverters: on the base or inside the battery compartment.
Shutter count for digital bodies
Shutter count, also called actuations, is the number of times the mechanical shutter has fired. It is one of the first things a buyer asks about a used digital body because shutters are rated for a number of cycles and are expensive to replace.
On many cameras you can read it from the metadata of a straight-out-of-camera image using a free online reader, or from the camera menu on some models. Some brands only store it in RAW files, and others need a desktop utility or a service center. On mirrorless bodies, shots taken with the electronic shutter generally do not add to the mechanical count. Record the number with the date you checked it, since it changes every time you shoot.
Condition grading terms
There is no single industry standard. Each large dealer uses its own scale, so note which one you follow. KEH, for example, uses New, Like New, Like New Minus, Excellent Plus, Excellent, Bargain and Ugly, plus As Is for items that do not work. MPB uses a similar ladder from Like new through Excellent, Good, Well used and Heavily used.
Whatever words you choose, grade the same few things every time.
- Cosmetics: brassing, dents, scratches, worn leatherette or rubber grips
- Glass: scratches, cleaning marks, haze, fungus, separation and dust inside the lens
- Function: shutter speeds, metering, autofocus, aperture blades free of oil, smooth focus and zoom rings
- For film cameras: light seals, mirror foam and the meter’s accuracy
- For digital bodies: sensor marks, dead or hot pixels, and the shutter count
The attributes worth recording
Bodies and lenses need slightly different fields, so many collectors keep them as two categories. A dropdown for values that repeat, such as mount and condition, keeps the list consistent and easy to filter.
Cameras
Brand, Model, Mount, Format (35mm, medium format, APS-C, full frame), Type (SLR, rangefinder, mirrorless, compact), Year or era, Shutter count, Condition, Tested working (yes or no).
Lenses
Brand, Model, Mount, Focal length in mm, Maximum aperture, Autofocus or manual, Filter thread in mm, Condition, Glass notes such as haze or fungus.
Accessories
Original box, caps, hood, manual, strap, battery and charger. Complete sets with box and paperwork usually sell for more, so record what is present.
Purchase details
Where and when you bought it and what you paid. These are hard to recover later and matter when you sell or insure.
Storage and locations
Lenses do best in a dry, ventilated place, since fungus thrives in warm, humid, still air. Many collectors use a dry cabinet or a sealed box with silica gel, and store lenses with caps on both ends. Give each place a location, such as Study / Dry cabinet / Shelf 2 or Closet / Camera bag 1, so you can find any lens without opening every bag.
Research values without guesswork
Prices for used cameras and lenses vary a lot with condition, shutter count and completeness. Search for the exact model, then compare listings in similar condition. Asking prices are often higher than final sale prices, so where a marketplace offers a sold or completed filter, use it. Dealer buy prices are another useful, more conservative reference. Record a range and the date you checked rather than a single number.
How Allventory fits a camera collection
Allventory has a standard TV, audio & cameras category with Device type, Brand, Model and Lens / mount fields. You can add attributes to it, or create your own Cameras and Lenses categories with exactly the fields above.
Category attributes
Give a Cameras category attributes such as Mount and Condition as dropdowns, Shutter count and Focal length as numbers with units, Tested working as yes or no, and dates where you need them. The Home plan allows up to 15 attributes per category, Portfolio 30 and Professional 50.
Serial numbers expected
Set the serial number field to Expected for the category. Expected fields are highlighted on each item and show up in missing-details reports, without blocking you from saving.
Scan the serial label
Photograph the serial label and Allventory suggests the number for you to check. Search the inventory by name or serial number later.
A shelf in one photo
Photograph a row of cameras and Allventory suggests a separate item for each, with names, categories and estimated values to review before saving. Estimates are AI suggestions, not appraisals.
Paperwork and photos
Attach receipts, manuals, repair invoices and close-ups of serial labels or glass, up to 20 files per item.
Price research
On an item’s Sell tab, search its saved photo with Google Lens to look for comparable listings. Results may show advertised prices, not confirmed sale prices.
Questions people ask
Where is the serial number on a camera lens?
Usually on the barrel, the underside near the mount or the rear rim. On some vintage lenses it is on the front name ring around the glass.
How do I check my camera’s shutter count?
Many cameras record it in image metadata, which a free online reader can show. Some models show it in a menu, store it only in RAW files or need a brand utility or service center.
What does Excellent Plus mean for a used camera?
It is a dealer grade. At KEH it means lightly used with minor finish wear and optics that still produce excellent images. Grades differ between dealers, so check the seller’s definitions.
Should lenses be cataloged separately from camera bodies?
Yes. Each has its own serial number, condition and value, and lenses often outlive bodies. Record the mount on both so you can see which lenses fit which body.