The key point
Create a repeatable item record for a collection, jewelry project, or trade order.
Assign an item ID
Use an identifier that appears on the photo set, measurements, quote, and storage label. Keep the identifier with the record rather than writing on a polished surface. For lots, distinguish the lot ID from individual item IDs so paperwork cannot quietly migrate to a different specimen.
Measure consistently
Record maximum length and width, total depth, unit, and how the item was positioned. For a cabochon, include side and underside images; for rough, describe the irregular form and whether dimensions are approximate. Do not clamp a measuring tool hard against a stone or assume dimensions alone guarantee setting fit.
Record what the weight includes
State whether the item is loose, mounted, attached to findings, or weighed as a lot. Record grams or carats clearly. Do not subtract an assumed metal weight to advertise a precise gemstone weight. An unknown component should remain unknown until measured or reliably documented.
Use a repeatable photo set
Photograph the same views under similar light on a neutral background. Keep originals and distinguish illustrative images from documentary ones. Include a scale reference in at least one view. If color was adjusted, record what was done rather than presenting the image as an exact color measurement.
Keep claims and observations separate
An observation might say “visible white band on the back.” A claim might say “natural untreated Dominican pectolite, according to supplier.” A laboratory conclusion has its own issuer and scope. Keeping these separate makes your record more useful to buyers, jewelers, and future reviewers.
About this guidance
This guide provides practical purchase questions, terminology, or clearly labeled interpretation. It does not claim laboratory testing, field observation, current market research, or independent expert review.
Our initial library was developed with AI assistance. Product claims require separate item-specific evidence. Read our editorial standards.