Stash Log:  Keeping Track of a Collection

               Stash! Personally, I prefer to call it my “collection”, because, like any work of art, a lovely fleece is something to behold.  But just what is the roving in that tub?  I could swear it was a Rambouillet cross, but it's spinning like Dorset.  The card in the box gives nothing more than the name of a sheep, Betsy.

               It's time to venture into Stash Log.  I turn on my computer and click on the file and low and behold Betsy is actually a Romney cross. Since I bought her from Elihu Farm so I can always e-mail the shepherdess and see if she remembers the bloodlines.  Betsy's fleece spins beautifully blending the glow of a Romney and the crisp handle of a down breed.  Guess what: she’s part Suffolk!

               If you're like many spinners I know, the piles of unspun fiber seems to breed with rabbit-like intensity.  My guild friend Cindy calls her stash "extra insulation" other's say their collection is taking over the house.  During the early years, I was able to sequester my fleece in one single closet, but since then the big plastic containers I store it in are stacking up as end tables in my studio and office and a couple of years spilled over into the erstwhile “guestroom” closet.

Many spinners I know have methods of keeping track of their fleece.  Some use large index cards where they staple locks on and jot a few facts, others keep notebooks, and still others throw a note in with the stored fleece.  I kept a notebook for years until I discovered the simple database program that came with my computer.

I use the Mircosoft Works database, an easy, inexpensive program for home users.  With it I track fleeces from sheep to shawl, and I can easily print reports that tell me interesting information like how much of each breed of fleece I have, how much is yarn and how much awaits the wheel. It's fun to be able to quickly see how many fleeces I've knit into projects--which is perfect for those times I'm feeling a little guilty about coming home with three bags full. Occasionally, I’m surprised to find I have some lovely fleece that had slipped my mind.

Creating the database should be a snap for those at ease with their computer, and a doable project for those who would like to improve their skills.  What you are making, in essence, is a gigantic list on a big grid that looks a lot like an Excel or Lotus spreadsheet, but better.  Below is an example of what it looks like:

 

When you open Works, click on Database and then on creating a blank sheet.  The "Create Database" dialogue box will appear asking you to create your first field.  A field in essence is the heading for this giant grid you'll be creating.  The headings (fields) on my database are, in this order: Breed, Color, Type (where I record coarse, medium or fine), Processing (what stage it's currently in), original (how I bought it, raw or roving), Farm (where I bought it), Sheep's Name, Weight (usually the washed weight), Price, Year (I bought it), Dye Projects, Yarn Made, Projects and Project Notes.

Don't worry if you forget a field, because you can always add a new column later directly onto the worksheet.

When you're creating the field it will ask you to chose a format.  For just about all of the fields I choose "general" except for weight and price when I choose number.  By choosing a number, I can create reports where these columns are added, so I know I have 22 pounds of washed fleece and 25 pounds of roving. Choose words for the headings that work for you--for instance some spinners might want to record "hand", crimps per inch, other qualities. 

            As you add the fields, you will see the grid magically grows from the left side of the screen.  Don't worry that they are so narrow because you can make them as wide as you want.  My last four fields are extra wide so I can jot notes and observations about my fleece.  I recommend putting the wider, note taking fields at the very end because it will make the database easier to manage.

Now, all you have to do is fill in the information underneath each of the fields (headings) you've chosen.  What could be simpler?

One important tip is for you to standardize your language when filling out fields, especially fields that contain information you will want for your reports.  The program is able to scan through all the information and sort by what you type into each field.  For instance if you sort for "Breed" you can get scroll down and see how many Shetland fleeces you’ve accumulated.

The fields I find important to standardize include Breed, type, processing and farm.  My processing field tells me at what stage I am--from Raw Wool to finished product.  So I pick one word for each stage.  If I've spun a fleece into yarn, I mark it as yarn.  I used to use “knit up” to indicate I’ve used up the yarn, but since I’ve added weaving to my repertoire, I type in “done.”

Creating the reports is easy.  The program walks you through it.  If you're patient and willing to experiment--characteristics which we fiber people have in abundance--you'll soon be creating the reports to suit your needs or fancy and using features I’m not even aware of.  Plus you'll have a history of each of your fleeces at your fingertips.

Recently I was perusing my database and saw that I had a skein of violet spun silk somewhere, yarn I'd forgotten all about!  I dug through my yarn odds and ends box and found a lovely yarn, perfect for this project I was considering.

I also learned that the Alpaca who donated the silky red brown wool for my favorite winter hat was named Kabuki.