How to Inventory Your Instruments

This spring has looked a lot different for musicians with gigs being cancelled, in person lessons and classroom settings moved to operating virtually. Trying to find the new normal during these times by learning and growing through it all. 
​
Although we are stuck inside, spring is still the perfect time for spring cleaning. CJ put together a few tips for musicians on the importance of knowing your instrument inventory, keeping track of your instrument serial numbers and insuring your instruments. Let’s get to spring cleaning with your instruments.

If you have even one instrument in your possession, you should answer the following: 

1. Do you have documentation for the serial number(s) on your instrument(s)? 
2. Is/are your instrument(s) insured? 
3. Do you know the approximate value of your instrument(s)?

​
If you can answer these questions without hesitation, you are awesome! If you haven’t done any of these yet, take the time to document your instruments so that you know what you are working with.

This year we have learned that the world is unpredictable (you probably already knew that). Taking the time to answer the questions above are just as important as the valuable research you put into researching your horn, or investing in that mouthpiece or getting your instruments maintenanced. Take the time to document your instruments so that you have information to insure and protect the items that you have worked so hard to get.

​Find your Serial Numbers & Document

You want to make sure that you have accurate documentation for your instrument(s), and other related items such as specialty cases, mutes, amps, bows and other items you may need for performances.

• Create a spreadsheet in Google Drive and include the following columns: Instrument, Brand, Serial Number, Year Produced, Estimated Cost, Image (optional)​
• Make a list of any and all serial numbers for your instrument(s). Serial numbers are located in various areas depending on the instrument and are usually hidden for the aesthetic look of the instrument. The serial number should be visible without removing any parts.

Find Serial Number on a Brass Instrument 
Find Serial Number on a Woodwind Instrument  
Find Serial Number on a String Instrument
Find Serial Number on a Percussion Instrument

• Look up the approximate value by searching google for your instrument by brand and the year that it was made. An estimate should do just fine, but some insurance companies may want you to have your instrument(s) appraised. Do so if it is recommended. 
  
• Secondary items like mute bags or instrument accessories probably won’t have a serial number. It doesn’t hurt to document them and their value, but know that if something happened that you would need to replace those items it most likely would be out of pocket. 
  
• Be sure to  document your more valuable items like cases and mouthpieces. Keeping receipts even will help show their value and will document your property just in case it is ever stolen.  Knowing more information gives you a better chance to get your property returned to you or covered in insurance in the case that it is not found. ​
  
• Take photos of each of your instruments and cases. Being able to show a photo of your equipment will be valuable when you go to sell your instrument, document for insurance, or in the event that your instrument or gear is ever stolen.
  

protecting your equipment

If you travel a lot for gigs like I do, your gear probably has been in a vehicle.  The above steps may seem a little extreme to document for a potential accident, but it could happen. If your gear is in your car during a car accident, having documentation will help be able to document what is lost or replaceable. 
Click here to read about what type of documentation you need to insure your instrument(s).

​Note that less expensive gear probably won’t be covered and you will have to replace it, but knowing what you need to document before there is a problem is key to preventing being without something in the future. We hope something like that never happens, but you have to be prepared. Talk to your insurance agent for more specific information.

Something simple you can do to protect your instruments when you are traveling is this: DO NOT leave your instrument(s) in your car overnight.

• One, if the weather is extreme, it isn’t good for your instrument. Extreme temperatures can be damaging to the finishing or materials the instrument is made out of. 
• The obvious danger is theft. Helen and I have heard many stories about instruments being stolen in the middle of the night because people were careless. ​

Bottom line: Please, take care of your items. You’ve spent years working on your craft and investing in the tools to do your craft so be responsible and know what you have and take care of them.

Let us know if you have any more questions about this and let us know when you have made your spreadsheet documenting your instruments. Do not share this document on social media, but encourage your friends with instruments and gear to get on board with spring cleaning and document their gear! ​

Take care! 
-Helen & CJ