Choose a filing system
| System | Works well for | Trade-off |
|---|---|---|
| Alphabetical by artist | Most collections; easy for anyone to use | Mixes genres side by side |
| Genre, then alphabetical | Varied collections and DJs | Some records fit several genres |
| Chronological | Following an artist's or scene's story | Hard to find one album quickly |
| By label | Label-focused collectors | Needs knowledge of who released what |
Whatever you choose, decide the small rules once and write them down: where compilations and soundtracks go, whether "The" counts in band names, and how to file solo albums next to a band's. Consistency matters more than the system itself.
Plan shelves for the real weight
Records are much heavier than books of the same size. The Library of Congress notes that grooved discs average 35 pounds or more per shelf-foot, about 16 kg for every 30 cm of shelf, and that the weight concentrates along the centre line of a shelf, which can make some shelving collapse.
Check the shelf rating
Use shelving rated for the load, with supports close enough together that the boards do not sag.
Fix tall units to the wall
A full unit is heavy and top-heavy shelves can tip; secure them as the manufacturer instructs.
Keep the right environment
Choose a cool, relatively dry spot away from radiators, vents and direct sun, as preservation guidance advises.
Leave room to grow
Fill each shelf to about three quarters so new records slot in without squeezing the rest.
Keep records upright with dividers
The Library of Congress asks for grooved discs to be stored upright on shelves with sturdy, immovable dividers every 4 to 6 inches (about 10 to 15 cm) that support the whole face of the record in its sleeve. The U.S. National Archives adds that discs should never be stacked on top of one another.
- Do not pack records so tightly that pulling one out drags its neighbours.
- Do not leave them loose enough to lean at an angle.
- Store 7-inch, 10-inch and 12-inch records in separate sections, not mixed together.
- Use labelled divider cards for letters or genres so you can browse without pulling records out.
Sorting a collection you already have
Work in batches
Take one shelf or one box at a time instead of pulling the whole collection out at once.
Sort into upright boxes
Use sturdy boxes or crates as temporary letter or genre bins, with records standing up, never piled flat on the floor.
Check as you go
Match each record to its jacket, replace gritty inner sleeves and set aside anything that needs cleaning.
Shelve and label
Move each finished batch to the shelf and add divider cards before starting the next one.
A few hundred records can take an evening or two. Doing it in stages keeps the room usable and gives you a chance to catalogue each record as it passes through your hands.
Give records a way back home
Most collections drift out of order one record at a time, when an album is played and left by the turntable. A small "now playing" stand or a dedicated slot at the end of a shelf solves this: records you are listening to live there, and you file them properly once a week.
Keep a list of what you own
Shelves tell you where a record is; a list tells you what you have. A spreadsheet, a notebook or the collection in the CrateCore app lets you check for duplicates while shopping, note which pressing you own and record condition notes or runout codes for each record.
Note the details you would otherwise forget: where and when you bought a record, whether you replaced the inner sleeve and whether it has been cleaned. Our guides on storing vinyl records and handling vinyl cover the care side.