ordicio

Toys & Models

Model Railways: What to Record

Locomotives, rolling stock, sets, track and accessories in all gauges.

The Data Sheet for Model Railways

The 30 fields worth recording for model railways, grouped as in the ordicio app. Fields marked with a broader category come from it; the others are specific to model railways.

Identification

Manufacturer Text Toys & models
Toy or model maker, e.g. Märklin, Hornby, Lionel, Matchbox, Kenner, Steiff, LEGO.
Catalogue / item number Text Toys & models
Manufacturer's article or set number, e.g. 3029, 75192, 1:18 ref. 180 038 106.
Model Text Toys & models
Model or product name given by the manufacturer.
Production years Text Toys & models
Years the item was produced, e.g. 1957 to 1962.
Country Text Toys & models
Country of origin or issue, by its usual English name (historic states as named at the time, e.g. Kingdom of Bavaria).
Reference link Link Toys & models
Web page about this object or its reference entry (catalogue, database, sale).
Gauge / scale Choice, or your own
Track gauge and model scale after NEM 010 (00 and 0 per British and North American practice).
  • Z (1:220)
  • N (1:160)
  • TT (1:120)
  • H0 (1:87)
  • 00 (1:76)
  • S (1:64)
  • 0 (1:43.5 to 1:48)
  • 1 (1:32)
  • G / LGB (1:22.5)
Vehicle type Choice, or your own
Kind of model.
  • Steam locomotive
  • Diesel locomotive
  • Electric locomotive
  • Railcar / multiple unit
  • Passenger coach
  • Freight wagon
  • Train set
  • Track / accessory
  • Building / scenery
Railway company Text
Prototype operator and livery, e.g. DB, SNCF, LMS, Union Pacific.
Prototype Text
Prototype class and running number, e.g. BR 01 118, Class A4 Mallard.
Epoch Choice
Railway epoch after NEM 800; the exact boundaries differ by country.
  • I (until about 1920)
  • II (about 1920 to 1950)
  • III (about 1950 to 1970)
  • IV (about 1970 to 1990)
  • V (about 1990 to 2006)
  • VI (since about 2006)

Condition

State of the toy and its packaging.

Toy grade Choice Toys & models
Condition of the toy itself on the C1 to C10 scale of the toy trade.
  • C10 Mint
  • C9 Near mint
  • C8 Excellent
  • C7 Fine
  • C6 Very good
  • C5 Good
  • C4 Fair
  • C3 Poor
  • C2 Very poor
  • C1 Junk
Packaging Choice Toys & models
State of the item and its original packaging.
  • Mint in sealed box (MISB)
  • Mint in box (MIB)
  • Mint on card (MOC)
  • Never removed from box (NRFB)
  • Box opened, complete
  • Loose, complete
  • Loose, incomplete
Box condition Text Toys & models
Condition of the original box or card, e.g. C8, corner wear, price sticker.
Completeness Text Toys & models
Parts, accessories, inserts and instructions present or missing.
Condition notes Text Toys & models
Faults, wear and damage in detail.
Restoration & repairs Text Toys & models
Restorations, repairs, replaced parts and cleaning, with who did them and when if known.

Acquisition

How and when the object came into the collection.

Acquisition date Date Toys & models
Date the object came into the collection.
Acquisition method Choice, or your own Toys & models
How the object came into the collection.
  • Purchase
  • Auction
  • Gift
  • Inheritance
  • Exchange / trade
  • Self-collected / found
  • Commission
Acquired from Text Toys & models
Seller, auction house (with sale and lot number), donor or place where it was found.
Purchase price Amount Toys & models
Price paid including fees and premiums.
Provenance Text Toys & models
Earlier owners and the object's history, oldest first, with sources (labels, invoices, sale catalogues).

Value

Estimated and insured value.

Estimated value Amount Toys & models
Current market value as estimated.
Valuation date Date Toys & models
Date of the current value estimate.
Valuation basis Choice Toys & models
What the estimated value is based on.
  • Own estimate
  • Recent sales / auction results
  • Dealer offer
  • Catalogue value
  • Professional appraisal
  • Insurance valuation
Insured value Amount Toys & models
Sum the object is insured for.

Collection record

Your own inventory data.

Inventory number Text Toys & models
Your own number or label for the object, e.g. C-0042, as written on its label or album page.
Storage location Text Toys & models
Where the object is kept, e.g. room, cabinet, drawer, album and page, box.

Technology

Power and control.

Current / control Choice, or your own
Current system and control.
  • 2-rail DC analogue
  • 3-rail AC analogue (Märklin)
  • DCC digital
  • Märklin digital (mfx / Motorola)
  • Battery / clockwork
Decoder / sound Text
Installed decoder and sound, e.g. ESU LokSound 5, mfx with sound.

More in Toys & Models

Updated October 24, 2026