Stamp Catalog Contribution Guidelines

1. Purpose and Application:

The purpose of these guidelines is to facilitate consistency and to provide direction as to what is expected and what is discouraged. Unless otherwise stated, these are only guidelines, and they are not hard and fast rules. Editors may use their best judgment and depart from the guidelines if they believe that departure is necessary to improve the catalogue and provide better information to Colnect users. If editors find any parts of these guidelines are not working well in certain situations, they are encouraged to propose changes and improvements to the guidelines.

2. General Guidelines:

2.1 Details

In general, all stamps should contain enough detail so you can tell which stamp it is, and you can completely separate what distinguishes it apart from all similar stamps, without having to go back to the printed catalogues to figure it out. Do not assume that all users have a printed catalogue, or that they are using the same catalogue that you are using.

2.2 Consistency

In all cases one should strive for consistency, so if items for that series or that country are already setup a certain way, other items should be setup the same way.

2.3 English

Everything should be written in English. Generally, this just means translating what it says into good English. Special rules apply though to proper names. Proper names are not translated unless there is a well-accepted existing translation. So, for example “Federico Bianco” would be left as is and it would not be translated to “Frederick White”. However, the painting “La Gioconda” should be translated to “Mona Lisa”, and the city “Roma” to “Rome”, because these are widely accepted English translations.

It is also helpful to know that “imperforated” is not an English word and the correct philatelic term is “imperforate”, without a “d” at the end. Editors should remove the trailing “d” if they find it has been used in error. And although the word “bloc” does exist in the English language, it does not mean “souvenir sheet”. If you see the word “bloc” being used out of its proper context, replace it with the words “souvenir sheet”.

2.4 Abbreviations

The use of abbreviations should be avoided unless necessary.

Many do not translate into other languages or make sense when taken out of context.

Where it is desirable to save space by shortening a word the following abbreviations are suggested:

• Imperforate: imperf
• Offset lithography: litho
• Perforated: perf
• Perforations: perfs
• Photogravure: photo
• Typography: typo
• Watermark: wmk
• Overprint: opt
• Surcharge: surch
• Anniversary: Anniv
• Centenary: Cent
• Bicentenary: Bicent
• International: Int'l

The English conjunction "and" can have the "Ampersand" (&) substituted if necessary.

The mathematical symbol "+" should not be substituted for "and".

2.5 Surcharges and Overprints

In Colnect use the word “overprint” is a print applied over an existing stamp for any purpose other than to change its denomination, and “surcharge” is a print applied over an existing stamp to change its denomination. The two terms are not interchangeable in English-language philatelic usage and if editors find a “surcharge” being called an “overprint” they should correct that, and vice versa. An overprint can sometimes change what was a definitive stamp into a commemorative stamp, and a surcharge can sometimes change what was a commemorative stamp into a definitive stamp. Changes to and from air post and semi-postal also happen sometimes with overprints and surcharges.

3. The Name Field

3.1 Introduction

The “Name” field is intended to be a concise description of the stamp. “Name” is particularly important where no image is available, and it should be used to help make it clear which stamp it is.

3.2 Capitalization

Where the “Name” field is used as a “title” capitalization should be used in the correct format for titles written in English language. These rules are as follows:

1. In all cases capitalize the first letters of the first and last word of a title.
2. Capitalize the first letter of all nouns, pronouns, verbs, adjectives and adverbs.
3. Capitalize the first letter of other words that are five or more letters.
4. Do not capitalize prepositions and conjunctions (at, by, for, in, out, of, on, and, as, for, etc.).
5. Do not capitalize the particle “to” or articles (a, an, the).

For example: “Centenary of the First Reformation”.

3.3 Generic Names

Where the “Name” field is not used as a title, but it is used to list that which is seen on the stamp, only the first letter of the first word should be capitalized, items listed are separated by commas, and the conjunction “and” or “&” is not used. For example: “Horses, chickens, cows”.

3.4 Description of Subject

Where there are several stamps of the same series having the same denomination, the “Name” field should be used to distinguish which stamp from the series it is. So, for example do not just call them all “Santa Claus”. Instead use “Santa Claus on his Sleigh”, “Santa Claus on the Roof”, “Santa Claus at the Tree”, and so on.

3.5 Highlighting Variants

If the stamp has variants, the name should be used, whenever possible, to make it easy to distinguish which variant. Include the information about the variant after the name and a dash. For example, if there are two variants do not just name them both “Santa Claus”, when you could say “Santa Claus - perf 11” and “Santa Clause - perf 14”, or in another example, name one “Santa Claus” and the other “Santa Claus - surcharged”.

3.6 Personalities

If the stamp depicts as its main theme a notable person it is generally good to use that person’s name as the stamp name, unless that stamp already has a different well known “stamp name”. It is suggested to write the name with the first name first and the last name last; that is use “Albert Einstein” rather than “Einstein, Albert”. If the person is deceased it is better if editors include after the person’s name, the year of birth and the year of death in brackets, as in “Albert Einstein (1879-1955)”.

3.7 Plants and Animals

If the stamp depicts as its main theme a plant or an animal, then name the stamp using the English name for the species followed by the scientific name in brackets.

3.7.1 Further elaboration on Name Field for Plants and Animals

A. English Name

1. Where there is an English name on the stamp, it should be used. Where the name on the stamp is shorter than the full name, the full name can be used, so long as the shorter form is still searchable. e.g. European Goldfinch: "Goldfinch" on stamp; name can be "European Goldfinch".
2. Where the English name is significantly different from the current English name, the name on the stamp will be used, and the current name noted in Description. e.g., Bosun Bird (on stamp) goes in Name; Current name (White-tailed Tropicbird) goes in Description.
3. Where there is only a foreign name on the stamp, or no name, the current English (and scientific) names shall be researched and used in Name. For example: “Easter Lilies (Lilium longiflorum)” or “Norway Redfish (Sebastes viviparus)”.

B. Scientific Name

1. Where there is a scientific name on the stamp, it should be used in brackets after the English name, as given. If the current scientific name is different, this should be noted in Description. If there is no scientific name on the stamp, the current version should be added in brackets after the English name.
2. Where there is only a scientific name on the stamp (no English name), the current English name should be found and used, and the scientific name added in brackets as on the stamp. If there is no room for the full names, the English name takes priority. If a name is incomplete due to space, the full details will be added in Description.
3. If the scientific name on the stamp is trinomial, it should be used without inserting "ssp." in the line. e.g., Cacicus cela cela, not Cacicus cela ssp. cela. In this case, the English name shall be the species name only, without added subspecies names. e.g. (in the above case), Yellow-rumped Cacique (not Amazonian Yellow-rumped Cacique).
4. In Flora, many flowers are cultivars, and as such do not use scientific names. They should be given as type of flower, with cultivar name in quotations, e.g., Rosa "Apricot Delight", or in the case of hybrids, e.g., Cattleya x elegans.

3.7.2 Errors in Name or Design on Stamp

There are occasions where either the name of the species shown on the stamp (English or Latin) is misspelled or misidentified. In those cases:

1. Where there is a misspelling in the English name on the stamp, the corrected spelling will be used in Name, and the design error noted in Description. e.g., Name: "... Parakeet" (name on stamp was "... Pazakeet" Description: Design error: "Parakeet" misspelled "Pazakeet"
2. Where the name is correct in English but incorrect in Latin, the form on stamp will be in Name, the adjustment in Description. e.g., "Cacicus solitaria" from stamp in Name, updated ending "Cacicus solitarius" in Description.
3. Where there is a major error of identification of the animal/plant on the stamp, the name as on the stamp will be used in Name, with the additional note, "see Description". The Correction will be noted in Description, prefaced by "Design Error:". e.g., Design error: This is not White-tailed Tropicbird, but Red-billed Tropicbird (Phaethon aethereus).

3.7.3 Changes in Taxonomic Name

Due to continued research in various fields of biological science, the accepted taxonomic name of a species is often changed to reflect new research that comes available. In addition, there is sometimes disagreement between groups of researchers over the correct name to use, and on occasion a species may have two competing taxonomic names. If a stamp has a specific Latin taxonomic name on the stamp, that name should be used for the name field, even if the name itself is later changed by the scientific community to a new naming long after the stamp has been issued. In the end, Colnect is a stamp catalog, not a biological research manual, and collectors are going to search for stamps based on the inscriptions used on the stamps themselves. Any new names assigned by the scientific community should be placed in the Description field with a note stating that researchers have renamed the species in the time since the stamp itself was issued.

3.8 Works of Art

If the stamp depicts a work of art that has a name, then use the name of the work of art, a comma and the name of the artist. For example: “Mona Lisa, Leonardo da Vinci”. If the title contains a comma, then the title and artist should be separated by a semi-colon. If the year is known, place it after the artist's name in brackets. Example: In Yakutsk, Land of Pyotr Alekseev; A.N. Osipov (1984)

3.9 Catalogue Numbers

Catalogue numbers are not to be used in the “Name” field, and this field is to contain descriptive text only. If it seems necessary or important to use a catalogue number in order to properly describe the stamp, this is to be done in the Description field.

3.10 Events

Names for competitions, expositions, conferences, and similar such events should be standardized in the following formats, “<brief event name>, <date>, <venue>”, such as “Winter Olympics, 2018, PyeongChang”.

4. Series

Most fields on Colnect are used to provide information about the stamp. The “series” field is different, and this field is not for information purposes. It is there to support a specific software feature. To set up this software feature properly editors must understand the feature; why we have it, and how it is intended to work. On Colnect a “series” is a set of stamps that has been grouped together. By clicking on the series name, you can see all stamps in the series. Usually, the stamps in a series will be issued on the same day, have similar design elements, and have a common theme. Sometimes though the series will be issued in bits and pieces at different times, and it will only be apparent that the stamps are in the same series because of their matching design elements.

4.1 Naming A Series

The series is to be given a name. Some stamps series already have a well-known name (such as the “Machin” definitive series). If there is a well-known name be sure to include that name in the series name used within Colnect. If no well-known name exists, then create a series name that fits the series and in naming the series try to be consistent with how the other series for that country have already been named. Since the series name is a title, capitalization should be used in the correct format for titles written in English language (as described in more detail under the “Name” field).

4.2 Distinguishing Similar Series

If there are two or more series in a country for which an identical name is appropriate, give each series a different name by adding a distinguishing set of words after the name (such as the year, or series number, or something similar). Do not combine stamps of different series into a single series merely because the name is the same. So, for example do not call them all “Ducks”. Instead call them “Ducks 1st series” and “Ducks 2nd series”. Or in another example “Christmas 2006” and “Christmas 2007” rather than just “Christmas”. If the stamps are all of one series but it is too long a series to be manageable (such as the “Machin” definitive series) it should be broken up into two or more smaller series grouped by different time periods, or by some other logical subgroupings.

4.3 Changing/Editing Series Names That Already Exist

NEVER use the white "edit series name" icon to change the name of a series. The Colnect database treats a series name as a universal field for all countries, so if that series name is used in several different countries (say, Pelicans) if you change the name of the series for the country using the white "edit series name" icon, it will change the series name in EVERY country that uses that exact series name.

To change the name of a series for a single country, you have to first open an individual stamp page and using the green plus icon add a new series with the name that is not already in use for that country. Then you can add the other stamps in the old series to the newly created series by picking that new series from the picklist for those stamps.

To put a stamp into a different Series, open the series picklist for that stamp and pick a different series. This procedure moves just the one stamp at a time, from one series to another.

To separate several stamps from an existing series and put them into a new series you have to first open an individual stamp page and using the green plus icon add a new series with the name that is not already in use for that country. Then you can add the other stamps to the newly created series by picking that new series from the picklist for those stamps.

4.4 Correcting Broken Series

Sometimes you will find more than one series has been created for stamps of a single series, and hence the series is unintentionally in two or more groups. To fix this you need to pick which series you wish to discontinue and then move all stamps from that series to the other series by using the series picklist. You cannot fix this by giving both series the same name. If you try that you will end up with two series that each have exactly the same name, and that is then really confusing to users. If you find an error where two or more series have the exact same name, proceed to fix it as follows: First, rename one of the series something different so you can readily see that you have stamps in 2 different series. Then move all stamps into a single series using the picklist for each stamp.

4.5 Single Stamp Issues

Many stamps are issued on their own and they do not have a series. Leave such stamps in the series “Unknown”. Do not create a unique series for just one stamp. It clutters up the series list and serves no useful purpose. Series is not an information field. It is there to create groups, and there is no such thing as a group of just one. Also do not pretend that stamps having the same “theme” are all in the same series. The series is determined by the common design elements, not the common theme. The “Theme” field is intended to group stamps according to their theme, not the “Series” field.

4.5.1 Exceptions to The Single-Stamp Series Rule

On occasion there are a few single-issue stamps that will be exempt from this general rule due to the needs of the catalog to reflect other elements regarding that particular stamp issue.

• Single stamps that are part of a Multi-Country Series will have the same series name as those parts of the Multi-Country Series that contain multiple stamp sets.

4.6 Multi-Country Series

Sometimes a series will include the stamps of more than one country. When this happens, the following rules apply to listing the multi-country series in Colnect:

1. The exact same name for the series is to be used in all participating countries.
2. To show that the stamp is part of a multi-country series one (and only one) of the following themes is to be used for all stamps of the series (either “Joint Issues”, “Omnibus Issues”, or “Keyplate Type”).
3. A consistent format and choice of words is to be applied to the Title field for all stamps in the series.

4.6.1 Joint Issues

A "joint issue" is a coordinated issue by two or more separate countries that commemorates the same thing, where the stamps of the series have a uniform design or have common design elements. The “Europa” stamps issued each year between 1956 and 1973 are examples of joint issues. However, “Europa” stamps issued later that do not have common design elements, are not considered joint issues. In Colnect the Theme “Joint Issues” is to be used only for stamps of a multi-country series that fall into the foregoing definition of joint issues.

4.6.2 Omnibus Issues

An "omnibus issue" is a coordinated commemorative issue by a large number of closely related countries under common political ties (such as with a group of colonies of the same country). The stamps of an omnibus issue generally have a uniform design although not always. Omnibus issues are distinguished from joint issues in that the number of participating countries is generally much larger and the countries are more closely related politically (such as is the case with colonies or former colonies). Notwithstanding the foregoing definition, the stamps that are to be included in an omnibus series are the ones that a major stamp catalogue has listed as being part of an omnibus issue, and stamps not listed as such in any major catalogue are not to be included as part of an omnibus series in Colnect. The 1937 George VI Coronation Issue is an example of an omnibus issue. In Colnect the Theme “Omnibus Issues” is to be used only for stamps of a multi-country series that fall into the foregoing definition of omnibus issues. To ensure the unity of the Omnibus within the catalog, the standard series name will be used for all Omnibus issues whether they consist of single stamps from a philatelic entity or a "multiple stamp" set.

4.6.3 Keyplate Type

A keyplate stamp is created from a printing process that is split into two phases, through the use of a "keyplate" (or "head plate") for the bulk of the design and a separate "duty plate" for the name of the colony and the denomination of the stamp. The stamps have the exact same design across many colonies (countries) because they are all printed from the same keyplate. The French Navigation & Commerce issue is an example of a keyplate type. In Colnect the Theme “Keyplate Type” is to be used only for stamps of a multi-country series that fall into the foregoing definition of keyplate type.

4.7 Series Names for Stamps from Mini Sheets, Se-tenant Units and Multi-Stamp Souvenir Sheets

For those cases where the catalog will list a Mini-Sheet, a Multi-Stamp Souvenir Sheet, or a se-tenant unit where the result will be the creation of at least three total listings (one for the large complete unit and at least two stamps that derive from that unit), a series name should be created to unite the single stamps with their larger multi-stamp unit from which they derive.

5. Catalogue codes

Catalogue codes (catalogue numbers) must begin with 2 letters. Two letter codes already exist for each country, and you are to use these and not create something new or different. These 2 letters have been derived from ISO 3166-1 alpha-2 codes. Be sure to use 2 letters based on how the stamp is listed in the catalogue you are coding, and do not just copy how the other catalogues have done it. For example, the Mi code might begin with DR while the corresponding Sn code begins with DE because early German stamps are listed under Deutsches Reich in Mi and under Germany (Deutschland) in Sn.

5.1 Use of Description Field for Catalog Information

If it is not obvious where the listing for the stamp is located in your particular catalogue, the “Description” field should be used to indicate where it is found.

5.2 The Rules for Entering Catalog Codes

The other rules dealing with catalogue codes are so completely inconsistent with the general idea behind Colnect, that they require some further explanation. As you are aware, the purpose of Colnect is to “bring collectors together”. The purpose of Colnect is not to create an exact replication of any one printed catalogue. The whole reason we have a Colnect catalogue is so collectors all over the world can more easily communicate with each other. This involves more than just resolving language differences. Sometimes different catalogues present stamps differently. These inconsistencies in the catalogues make it impossible to simultaneously “bring collectors together”, and “reproduce each catalogue precisely”. At this time the rules dealing with catalogue codes have been fashioned without much regard to the objective of bringing collectors together and emphasis has been placed on replicating the Michel catalogue as precisely as possible, even though this is being done at the expense of those who are using other catalogues. Unless and until these rules are changed and replaced with something that is more balanced and fairer, they are to be followed strictly. The rules are:

5.3 Summary of Catalog Code Rules

Use only numbers that exist in the printed catalogue and do not create “derived numbers” to fill in the blanks. If one catalogue has made a single stamp into more than one stamp (for example by assigning a different catalogue code to the same stamp over and over, merely because that stamp happens to exist with different imperforate edges) you can apply the matching catalogue number to one listing only. There exists no way to assign the associated catalogue number to all listings to which it applies, and the redundant listings must be left blank. The one you do assign the code to is picked at random, but if you are assigning for example an SG code and Sn and Yt have already picked one duplicate listing to use, pick the same one. It is not permitted to put an appropriate catalogue number everywhere that number belongs by adding blank spaces at the end or other types of derived extensions, in order to avoid the duplicate code checker. The redundant listings are to be linked as if they were variants, even though they are not true variants and they are just the same stamp entered over and over. There exists at this time no way to resolve the obvious confusion that this causes, and editors are required to follow the rules strictly whether they agree with them or not.

• Exception to Sn for Canadian listings

The Canadian specialized catalogue Unitrade licenses its numbering system from Sn. As such, it was decided that rather than repeat numeration that would the same for base listings in Canada by having two separate codes, only the Sn code would be used to represent listings both in Sn and more specialized material in Unitrade. Among the differences between Sn and Unitrade is listing of booklet pane singles as separate items, something Sn does not do as a whole but Unitrade does for Canada. Unitrade provides both a separate number and a directional suffix to refer to the various positions available, similar to Michel's treatment of Booklet pane singles. Thus, there will be Canadian issues that will appear to have "derived" Sn numbers, but which are acceptable as they refer to the listings in the Unitrade Specialized Catalogue.

5.4 Format of Catalog Code

The format of the Catalog code is Country Code followed by the Catalog Number of the Item for the Catalog you are Referencing. There should be NO hyphens or other punctuation between the country code and the catalog number. So, for example a catalog code entered as GB-465 is INCORRECT. The correct format is GB 465 with nothing between the country code and the catalog number.

In general if the catalogue code includes a sequence of numbers (such as for se-tenant listings for Michel and Yvert) the correct format should be to show the beginning number in the series and the end number in the series in full. So for example ML 810-812. However if the catalogue code is too long to fit (there is a character limit of 25 characters) then it is acceptable to shorten the numbers. So while the Yvert code ML BSPG880-881+PA380-PA381 excedes the limit, shortening it to ML BSPG880-1+PA380-1 is acceptable. But overall the preference is for full numbers when listing a sequence in a catalogue code.

Each catalog has its own numbering system. For information on a catalog's specific numbering conventions go to the catalog's wiki page, these are listed below:

• Rules and Syntax for Yvert & Tellier Catalog Codes

5.5 Correcting Incorrect Catalog Codes (Editors)

If it is discovered that an item has an incorrect catalog code, or a Colnect user has reported an incorrect Catalog Code using the "Improve our Catalog" feature, editors should follow the following procedure:

1. Verify that the current code is incorrect and then enter the correct Catalog Code for the item
2. Using the "Improve Our Catalog" dialogue box, enter a note stating that the Catalog Code for the item was changed, and list the year edition of the catalog for which the code has been changed.

Hypothetical Example:

Current item catalog code says Sn US 999 2020 edition of Sn has a renumbering of the stamp from 999 to 999C due to new varieties added to the listing

• Edit the listing so it says the new catalog number
• Add a short line to the edit log using the Improve our Catalog feature saying, "Sn catalog number updated to 999C based on 2020 Sn Catalog Numbering."

The purpose of adding the catalog edition information in the edit log is to prevent updated data being reversed to older, now incorrect data, by editors who have older editions of catalogs and are unaware of changes made by catalog publishers in newer edition.

6. Variants, Related Items and Special Variants

Most fields on Colnect are used to provide information about the stamp. The “variant”, “related items” and “special variant” fields are different, and these fields are not for information purposes. They are there to support specific software features. To set up these software features properly editors must understand these features; why we have them, and how they are intended to work. Do not become confused by the philatelic definition of the word “variant” as that has nothing to do with the proper setup of these software features.

6.1 Variants

A “variant” on Colnect is a feature of the software that enables a user to conveniently find and display all similar stamps that might be confused with each other. This feature is to be set up to work well for all users, including novice users who are unfamiliar with stamp varieties. The feature works by linking all stamps which are similar looking. This of course includes all stamps that would fit within the usual philatelic meaning of the word “variant”, and you are to link stamps that differ from each other by minor things such as perforation, paper, watermark, printing method, printing die types and so on. And if stamps are of a somewhat similar color, linking is also helpful (such as blue, linked with ultramarine, or light ochre with dull orange, and so on). But there are other similar looking stamps that are also to be linked; stamps which would not be called “variants” in the philatelic sense of the word. Generally, you would not link stamps having different denominations, but again if there is a large number of stamps with a design that is very confusingly similar, even different denominations should sometimes be linked as variants. The question is not “are these stamps variants within the philatelic meaning of that word?”, the question is “are the stamps so similar that they could be confused with each other by a novice stamp collector?”.

6.1.1 Items from larger units are NOT to be linked as Variants

Stamp issues that are released in multi-stamp units, such as se-tenants, mini-sheets or souvenir sheets should not use the variant link to connect the larger unit with the individual stamp(s) that compose that unit. In all of these cases the items should be unified using the Series field.

6.1.2 Overprints & Surcharges

Along with the introduction of the new minor variant system in November 2022, a new system to link overprint variants as a separate category was created so that all overprints found on a base stamp can be brought together as a group. One of the biggest changes that has resulted was the decision to includes overprints on stamps that result in the new stamp being created for use in a different postal administration (see for example the first issues of the various German Colonies, which were overprints on German Reich stamps). So as of December 2022, Overprint variant groups will includes stamps that were overprinted and used in the same postal administration as the original base stamp, AND overprinted stamps that were for use in different postal administrations.

6.1.3 Use of Name Field

Once “variants” are linked, how each stamp differs from the others should be made apparent in the “Name” field if possible, and also in the “Description” field. It is much faster to look at the Name or Description field and see one stamp is “Santa Claus - perf 12” and the other is “Santa Claus - perf 11” than to try to compare every single field until you find the difference.

6.1.4 Use of Magnified Images

In some cases, adding a second image will also be helpful to show the different variations. A magnified second image is ideal when stamps have different printing die types.

6.1.5 Make Sure There is a Difference in One Category!

It should never be the case that stamps that are linked as “variants” are described in an identical way in all fields, leaving only the photo and catalogue codes to tell which is which. Not everyone uses a printed catalogue, and not everyone will rapidly see the difference in the photos. The difference should be pointed out in the “Name” field or the “Description” field, or both.

6.1.6 Photos of Variants

If you are adding a photo of a “variant”, be sure to add a photo that is of that particular “variant”, and not a photo of the other variety if the difference between the varieties is visible from the front of the stamp, such as shade or perforation differences. Of course, in some cases such as with watermark variations, the same photo of the stamp can be used for both “variants”.

6.1.7 Variant as a Software Feature on Colnect

Sometimes stamps are listed quite separately in the printed catalogues, and they are not actually variants of each other in any philatelic sense of the word, but they are still appropriately linked as “variants” on Colnect. This occurs because on Colnect the word “variant” refers to a software feature and it is not used as a philatelic term. By setting the “variants” you are setting up that software feature to bring together in one place all stamps that are confusingly similar.

6.2 Related Items

The “Related Items” feature is used to link collectible items that are of a different type of collectible, but that are related to each other in some distinct way. For example, a stamp would be linked as “Related Item” to its first day cover. Previously the related items feature was used to link stamps that did not fit the original definition of a variant together (such as stamps overprinted for use in another postal administration). With the introduction of the new Minor and Overprint Variant systems in November 2022, the Related items feature should no longer be used to link stamps together for any reason, and only be used to link related items in different Colnect catalogues

6.2.1 Variants are NOT Related Items

Do not use the “related items” feature to link similar stamps that might be confused with each other. Use the “variants” feature for that.

6.3 Minor (formerly Special) Variants

Until its replacement by the new Minor Variant system, Variants were sometimes marked as "Special Variants". Saying that a stamp is a “special variant” on Colnect does not mean that the stamp is “special” or that it has any linked “variants”. And the expression “special variant” is not being used on Colnect as a philatelic term. The concept of a “special variant” is there to support a software feature. The feature that it supports is the ability to have two catalogues in one. For those people who would like Colnect to be a highly specialized catalogue showing every esoteric variety of each stamp, it is that. And for those who consider all these varieties are just useless clutter and they want only a generalized catalogue, Colnect is that too. This is made possible using what has been called “special variants”.

6.3.1 The "Show Special Variants" Setting

When you go to your Colnect page and click Personal Page (Edit) you end up at your user settings page. One of the settings on this page is a tick box that says, "Always show special variants". If you have no tick in that box, you will not see those stamps that have been tagged as "special variants". So, if you want a specialized catalogue, you turn on special variants, and if you want a basic general catalogue, you turn them off. This feature will be discontinued after the introduction of the new Minor Variant System by the developers.

6.3.2 Introduction of the new Minor Variant System

While the system of special variants provided a degree of flexibility by allowing users of Colnect to switch between basic and specialized catalogues, many users of the catalogue found the system difficult to use, especially with items that had very large numbers of special variants listed. As a result, the Developers decided that the special variant system would be replaced by a new Minor Variant system similar to the variant system used in Collectibles such as Coins. This means that stamps that before introduction of the new system were marked as Special Variants would in future be listed within the main listing of the base stamp as "Minor Variants". This decision resulted in a need for the community to re-define the basis for which a stamp should be considered a Major, always visible Variant in the catalogue, and which variants should be considered Special Variants (to become Minor Variants in the new system) that would be integrated in the main information page of the base stamp and no longer visible in full. After months of discussion, a new definition of what makes a stamp variant Major or Minor was worked out.

6.3.3 Defining "Major vs Minor (formerly Special) Variant"

Under the old special variant system, there were no hard and fast rules as to what must be tagged as a “special variant”. However, with the decision to replace special variants with minor variants, rules were needed. These new rules are summarized below and may be revised and updated as needed by the Catalogue Coordinator in the future:

Definition of a Major Variant

Any variant that differs from the original issue of a design in terms of any of the following criteria will remain a fully listed Major variant within the new variants system and NOT be listed within the listing of the first issuance of a design as a minor listing.

• Separation variants (perforation/roulette) that differs by 0.25 units or more on any side or in method of perforation (line vs comb) even if of same gauge, and released for general use
• Variants which use of a completely different watermark design
• Watermark orientation variations issued at a date later than the original release of the design
• Variants issued in a completely different color group from the original design (such as red to blue)
• Variants of shade within the same overarching color group (such as ultramarine vs turquoise) that is listed in at least 3 of the 4 Major Global Catalogues (Michel, Sn, Gibbons and Yvert)
• Variants issued with an image size that is more than 0.5 mm different from the original design (such as Flat Plate vs Rotary Plate US Stamps)
• Variants issued with a completely different adhesion method (no gum as issued vs traditional gum vs self-adhesive)
• Variants issued with a completely different paper type visible to the naked eye (wove vs laid vs granite, for example)
• Variants with significant changes to the design visible to the naked eye, including Die Changes and changes to the imprint or imprint date
• Variants created by change in method of printing (from recess to typography, for example)
• The format stamp with attached label is a major variant of the base stamp it derives from
• Booklet pane and coil single stamps with designs the same as full pane stamps but with one or more sides imperforate

Definition of a Minor (formerly Special) Variant

Any variant with the following differences will be considered minor variants of the stamps they derive from and will be listed within the listing of the main stamp from which they derive

• Variants that result from errors in production during the initial release of the stamp (inverted centers, wrong color used, wrong watermarked paper and so forth)
• Separation variants not issued for general release, in particular imperforate versions of stamps issued in perforated formats and generally not available in equal numbers to their perforated counterparts (such as imperf variants from the Trucial States, Hungary, Romania, North Korea and the like)
• Watermark orientation variants produced at the time of the original release of the design
• Variants only listed in a regional specialized catalogue and not in one of the 4 Major Global Catalogues (Michel, Sn, Gibbons, Yvert) - even if otherwise they would be listed as a major variant based on a technical detail (such as perforation)
• Variants of shade within the same overarching color group (such as ultramarine vs turquoise) that are listed in less than 3 of the 4 Major Global Catalogues (Michel, Sn, Gibbons and Yvert)
• Variants whose image size is less than 0.5mm different from the original design
• Variants of traditional gum types (gum Arabic vs PVA, for example)
• Plate flaws or other design modifications which can only be identified with the use of a magnifying glass
• Variants in paper type that are not immediately visible to the naked eye or inspection, such as coated paper vs ordinary paper and addition or lack of fluorescence or phosphorescence
• The following format types will be listed as minor variants of their base stamp: gutter pairs, tete-bêche, limited edition single-design souvenir sheets (Einzelblocks) and stamp with collectible margin (Exception: Israel Tab Stamps, which due to their collecting popularity will remain as major variants to the single stamp counterpart)
• Variants of se-tenant units where the difference is in the sequence of the stamps in the se-tenant unit, which are listed in separately in national specialized catalogues.
• Variants of stamps with attached labels where the difference is in the design of the attached labels, which are listed in separately in national specialized catalogues.
• Full Panes of a stamp issue.
• Partial se-tenant units from mini-sheets and booklets that are specifically listed in one or more catalogues that we support.

6.3.4 Linking of Variants

With the new minor variant system, all minor variants refer back to the original base major variant to which they are linked. A minor variant which has its own variants can NOT be linked together as variants of each other. Minor variants can not have their own variants, they must all refer back to the major variant from which they derive. So for a plate flaw version of a minor variant does not link to the regular minor variant, but rather to the base major variant that both minor variants derive from. Similarly a minor variant of a stamp with attached label can not link as a variant of the minor variant of the stamp without label.

7. Themes

All clearly applicable themes should be added. Themes that are hardly there and not really applicable, should not be added. A stamp showing a ship at sea with a microscopic bird flying in the corner is not a “bird stamp” and the bird theme should not be added. In many cases it is a matter of good judgment as to whether the theme is there in the stamp or whether it is too minimal to mention.

7.1 Use Care when Assigning Themes

Avoid the incorrect usage of themes and do not add them if you are not sure. Not all Asian people sport fighting are doing judo. If you do not know, do not guess.

7.2 Consider Broad as well as Specific Themes

Editors should try to be familiar with the themes list so all relevant themes can be added at once. For example, if the stamp is about speed skating at the Olympics, it is an “Olympics”, “Sports”, “Winter Sports”, “Skating” and “Speed Skating”. Or if a stamp shows a dictator, it is generally speaking “Dictators”, “Politicians”, “Heads of State”, “Famous People” and “Men”. In the long run it saves time if all relevant themes can be entered at one time whenever the “Themes” field is edited.

7.3 Consistency

When editing the themes in a single stamp, all other stamps in the same series that have the same themes should be edited as well, to ensure that all stamps in the same series are kept up-to-date and consistent with each other.

8. Issued On and Expiry Dates

Dates are in 'yyyy-mm-dd' format (as in 1997-05-01). If the day or the month are unknown use 00 (as in: 1884-00-00 or 1965-11-00). Please note that the printed catalogues do not always agree on the issued or expired dates so the editor should use the date that would appear to be the most reliable. Michel dates are generally most reliable for German stamps, YT dates for French stamps, and SG dates for stamps in the British Empire. Do not change the date already listed unless you are confident that you are putting in a better and more reliable date. If you change a date, check the other stamps of the same series as those dates may need to be corrected also.

9. Format

The “format” field is pretty obvious, but editors should familiarize themselves with what is meant by se-tenant and how a mini sheet differs from a souvenir sheet, or how a booklet is different than a booklet pane.

• Booklet: A small booklet with stamps inside. Some booklets are sold through automates; the booklet cardboard then protects the stamps from mechanical damage. Booklets can be quite simple in design or be a piece of art that integrates the stamps or gives additional information about them.
• Booklet Pane: The small sheetlet of stamps that is included within a booklet. The pane of stamps may be of just one design, or the stamps may be all different in design.
• Full Pane: Any sheet containing 5 stamps or more where there is repetition of designs, either all the stamps being the same design or a minimum of three sets of se-tenant pairs.
• Gutter Pair: Two stamps separated by a gutter (selvage).
• Mini Sheet: Any sheet usually all-different stamp designs and where the single stamps only exist as part of the sheet, and were not issued separately in their own single-design or se-tenant full sheet. Generally, though not always, the margins of the sheet are perforated to allow ease of removal of the stamps. NOTE: In a few postal administrations, stamps are both produced in large full sheets of more than 20, and in smaller sheets of 4-8 of the same designs. For clarity, these smaller sheets are considered mini-sheets and the larger panes are Full Panes.
• Se-tenant: Two or more stamps with different denominations, colors, design, etc., joined together side by side, printed on the same sheet, in a strip or block. The stamps can be directly printed next to each other or be separated by one or more non-stamp labels (blank or with printing). For the Colnect Stamp Catalog also stamp pairs with non-stamp labels in between that are not upside-down to each other are categorized as se-tenant. Single stamps with a non-stamp label attached are considered single stamps and they are listed in the format "Stamp" and not "Se-tenant".
• Souvenir Sheet: These are small panes of stamps generally produced with margins that do not allow easy access to the stamps. In some cases, the stamps in the sheet only exist in the sheet itself and are not also produced in single-design panes, while other times the panes contain one of each stamp in a series that is also release in individual single-design panes. The difference between mini sheet and souvenir sheet in some cases is not always crystal clear, and catalogues may differ in their definitions.
• Stamp: A regular, single postage stamp. The same stamp may also exist in the catalog as part of items in one or more of the other formats.
• Stamp with Attached Label : a joined se-tenant unit consisting of a one or more stamps and one or more decorative labels printed within the sheet of stamps.
• Stamp with Collectible Margin : a joined se-tenant unit consisting of one or more stamps with attached illustrated sheet margin (selvage) recognized by a Colnect-supported catalog as a distinct collectible variety of the stamp.
• Tête-bêche: a joined pair of stamps printed intentionally or accidentally in upside-down direction to one another. A pair of tête-bêches can be a vertical or a horizontal pair. Triangular stamps can be linked only "head-to-tail". Tête-bêche is a type of the Se-tenant.

To summarize on the different type of sheets that exist and which format they should be assigned :

• 4 stamps or less in pane : Souvenir Sheet
• 5 or more stamps, stamps also release in separate single-design panes : Souvenir Sheet
• 5 or more stamps, all stamps different in design : Mini-Sheet
• 5 or more stamps, stamps of all same design or contain 3 or more se-tenant units : Full Pane

10. Emission

The “Emission” field is straight forward. See the list below for a definition of the various emission types. When making a correction to the emission type please check all stamps in the series, as more than one may need to be corrected. Please note though that stamps in a single series can have different emission types. It is for example not uncommon to find commemorative stamps in the same series with air post stamps.

10.1 Definitions of Emission Types

• Agency Issue: Stamp issues produced by a third-party agency on behalf of a postal administration with its authorization but with minimal or no say by the postal administration regarding thematic content of the stamp program. The vast majority of the total stamps of each issue produced by these Agencies are sold directly to the global philatelic market counter to UPU guidelines, with limited quantities (and in many cases NO quantities) of each issue being delivered to the postal administration for use in the country. As a result, mint and cancelled-to-order copies of the issues are very common, while legitimately postally used copies are much less common and highly collectible, especially when preserved on piece or cover. In Colnect there are two types of Agency Issues :
  • Agency Issue : Commemorative : Commemorative Stamp Issues produced by Agencies on behalf of a Postal Administration
  • Agency Issue : Definitive : Definitive Stamp Issues produced by Agencies on behalf of a Postal Administration
• Air Post: Postage stamps produced specifically for the payment of fees for transport of mail by air, either within a country or to overseas destinations.
• Air Post Official: stamps produced by postal administrations for the use of government departments who need airmail delivery service for their letters or packages.
• Air Post Semi-Postal: stamps produced by a postal administration specifically for the payment of fees for transport of mail by air, either within a country or to overseas destinations, which also include a surcharge to raise funds for a specific charity or organization.
• ATM labels: These are stamps produced by postal administrations which are dispensed by “automatic teller machines” and their value is printed at the time of purchase. Therefore, the same ATM label stamp design exists with a variety of values. In some countries ATM labels are difficult to distinguish from postal meter labels, the underlying difference being that ATM labels can be used at any time by any person, while the usage of a postal meter labels is always restricted, either by the printed date, or by the license of the postal meter holder, or both.
• Cinderella: A “cinderella stamp” is any label that looks like a stamp but is not an actual postage stamp (that is to say they are not stamps that were issued by a governmental authority of a country to be used to pay for postage). Cinderella stamps include:
  • Stamps that have been produced under the governmental authority of a country but not for postal usage, such as charity stamps
  • Stamps produced by government authorities for the collection of fees for fiscal purposes (these fiscal stamps are known as “Revenues” and are listed as a separate emission type on Colnect).
  • Stamps that are used to pay for postage (delivery) but have been produced under the governmental authority of a place that is not a “country”, such as stamps by a government in exile, or stamps from a territory or a micronation that was never recognized by the United Nations, the U.P.U., or its neighbors.
  • Legitimate stamps that are used to pay for postage (delivery) for use by private courier companies under license agreements with the national postal administraition. These private delivery stamps are listed as stamps with the emission type “Private” on Colnect.
  • Stamp shaped seals and labels that are produced in a place that is a country but that have not been authorized by its government and are not used to pay for postage or delivery, such as Christmas seals, propaganda stamps, and various other charity seals and labels.
  • Stamps that are fakes or forgeries of genuine postage stamps produced in order to deceive postal administrations and/or collectors. Some forgeries produced to deceive postal administrations are listed as stamps with the emission type “Forgery” on Colnect.
  • Stamp shaped seals that have a fictitious country name or no country name at all that were printed to sell to collectors.
  • And anything else that looks like a stamp but is not an actual postage stamp.
• Commemorative: Commemorative stamps initially were always issued to recognize a specific event or anniversary. Nowadays the term is used for all non-definitive regular stamps, and they may or may not commemorate anything. Commemorative stamps are available only for a limited time, usually while stocks last. In some countries commemorative stamps can only be bought at larger post offices or at special philatelic counters. Commemorative stamps are now the majority of all stamps issued in a given year.
• Cryptostamp: A physical stamp with a digital counterpart on a blockchain, issued by or on behalf of a designated postal operator. The physical stamp can be used for postal services, while its digital counterpart serves as an NFT collectible. This stamp also holds innovation value for various collector categories and new audiences
• Definitive: These stamps are intended for routine postal use. They are issued for an indefinite period of time in indefinite quantities and can be bought at any post office, even those where commemorative stamps are not available.
• Errinophilia: This term is used in Colnect for Cinderella items which have been give full catalogue status within a published catalogue that Colnect supports.
• Forgery: These are stamps produced by private individuals in imitation of legitimate postage stamps in order to either deceive postal administrations and avoid payment of postal fees, or in order to deceive collectors who believe they are purchasing a legitimate version of a stamp. The forgeries listed in Colnect currently are those which were designed to deceive the postal administrations, the collection of which has a following in philately and are often listed in specialized catalogues. Colnect at present does not list forgeries created with the purpose to deceive collectors, though there is a vast field of information online available to collectors to aid in determining legitimate stamps from forgeries.
• Hunting Permit: These are government issued revenue stamps (non-postal) that are required to be affixed to hunting licenses or permits to show proof of payment of fees for the license to hunt.
• Illegal: Fantasy stamps inscribed in the name of a legitimate postal authority but which were printed without any authorization or validity from that authority in order to deceive postal administrations and/or collectors into believing they are legitimate postage stamps.
• Insured Letter: These are for use on mailed items that are insured for a fee by the Postal Service. Insured mail differs from registered mail in that the value of the contents is declared and the mail is then insured for that amount.
• Military: These are stamps issued by a postal administration for use by its serving military personnel for their personal mail that they send back home. Often this mail is transported by the armed forces itself until it reaches the destination country.
• Newspaper: These are stamps were issued by postal administrations specifically for the mailing of newspapers, periodicals and printed matter, which were delivered at reduced rates by the postal administration. Many of these were destroyed because the stamp often was used to glue the wrapper with the recipient's address to the newspaper, and it was just torn off by the recipient.
• Official: These stamps are produced by postal administrations for the sole use of the postal service needs of government agencies and officials. Personal use is usually forbidden and fined. In many countries official stamps are also sold to collectors in unused condition by the postal authority.
• Official Reprint: Reprints of (usually) classic-era stamps officially produced by Government Postal Administrations for sale to collectors years or decades after the original release of the stamps. Many catalogues separately list and value these reprints, which usually have less value than the original stamps.
• Parcel Post: These stamps are issued to pay for the postage of parcels (items larger than letters).
• Personal Delivery: These stamps were used on letters that had to be delivered personally to the addressee and no one else. The letters could not just be held at the post office general delivery window for pick-up.
• Personalized: These are stamps that can be customized to bear an image from a personal photo or design that is submitted by the purchaser of the stamp and then applied either to a blank area on the stamp or to a label attached to the stamp. On Colnect there are two types of Personalized stamps recognized
  • Personalized – Official are stamps that use the format frame for personalized stamps produced by a country, but the design is commissioned by the national post office and the stamps are sold by the Post Office to the general public just as they sell regular commemorative stamps, although very often at a price higher than the face value of the stamp. Such stamps are often listed by the major published catalogues.
  • Personalized – Private are stamps that use the format frame for personalized stamps produced by a country, but the design is commissioned by a private individual and the post office only sells them to that private individual who contracted their design, and not to the public at large. Given their limited nature, they are not generally listed in the major stamp catalogues.
• Postage Due: These stamps are affixed by the postal authority to items with no postage, or insufficient postage, to alert the letter carrier that the postage due (plus a premium) needs to be collected from the recipient.
• Postal-Fiscal: These are stamps that were originally produced for fiscal purposes, but were then allowed by Postal administrations to be used to pay postal fees. They are therefore considered postage stamps by the mainstream catalogues and are listed as such by catalogues that do not otherwise list purely fiscal (revenue) stamps.
• Postal Tax: stamps required to be purchased by customers from the postal administration and affixed to postal items in addition to regular postage stamps, to show payment of an additional tax used to raise funds for a specific cause.
• Precancelled: These stamps are for use by mass mailing senders to expedite large mailings of items. They are precancelled either by the postal administration itself or privately by an organization with the agreement of the postal administration before items are mailed, and they cannot be used by regular postal customers as they are only valid with a mass mailing contract.
• Private: These stamps are issued by, and used to pay for delivery services of, private courier companies allowed to deliver mail and parcels alongside the national postal service.
• Regional: These stamps were issued only for use within a specific region within a country. It depends on local regulations if these stamps can be used only in that region or generally throughout the whole country.
• Registration: These are stamps are issued by postal administrations for use on letters sent by registered mail, a postal service that allows letters to be directly tracked from the moment of receipt by postal officials to its delivery to the recipient.
• Revenue: Also called "Fiscal Stamps" these stamps are produced by national governments for use as evidence of proof of the payment of various taxes, duties or fees levied by the national government. They are affixed to official documents and sometimes directly to merchandise. Historically stamps inscribed "Postage and Revenue" were available for either use and these are now usually worth much less if fiscally canceled than if postally used.
• Savings Stamps: These are labels produced by either national government or private organizations to encourage the deposit of money in accounts for later use by customers. Such labels showed the amount deposited by the customer as proof of the deposit.
• Semi-Postal: These are stamps are sold by postal administrations at a price that is greater than the stamps postal value, with the additional charge being applied for a special (often charitable) purpose. The use of these stamps by customers is voluntary. The denomination shown on these stamps usually has two printed values separated with a '+' sign. The first value is the price of the postage, and the second value is the contribution to the special purpose.
• Special Delivery: stamps are produced by postal administrations to show payment of fees for expedited delivery of mail within a certain period of time, usually sooner than regular postal delivery.
• Telegraph & Telephone: stamps are produced by postal administrations to show payment by customers for telegraph or telephone services provided by the national postal administration.
• Used Abroad: Stamps from one postal administration that were supplied for use by that postal administration's post offices in another territory without any special overprints to denote the stamp's use in the second territory. Correct use can only be verified by correct cancellation type on the stamp or cover to which the stamp is applied. Known in German as Vorläufer or Mitläufer. Often found from colonies of European powers before the introduction of specific postage stamps for those colonies or when the Great Powers opened post offices in regions such as Latin America that were politically independent but whose postal administrations were felt deficient compared to European standards.
• War Tax: stamps are a special type of Postal Tax Stamp issued by a postal administration where the revenue collected is being used to defray the costs of a war. Their use was compulsory for all postal patrons.

10.2 Hierarchy of Emission Types

Where a stamp has more than one emission type list it as the emission type with the highest “priority” according to the following list:

• Illegal
• Reprint
• Hunting Permit
• Used Abroad
• Postal Fiscal
• Telegraph
• Postal Tax
• War Tax
• Revenue
• Private
• Cinderella
• Regional
• Precancelled
• Military
• ATM Labels
• Air Post Official
• Official
• Insured Letter
• Personal Delivery
• Special Delivery
• Registration
• Newspaper
• Parcel Post
• Postage Due
• Air Post Semi Postal
• Air Post
• Semi Postal
• Personalized - Private
• Personalized - Official
• Commemorative
• Definitive

So, for example, Military Parcel Post stamps would be listed under the emission “Military”, Semi Postal Official stamps would be listed under the emission “Official”, Regional Air Post Official stamps would be listed under the emission “Regional”, and so on.

11. Perforation

The perforation field covers both the perforation number (number of holes per 2 centimeters) and the perforation type (line, comb, syncopated, etc.). The perforation number is not always given correctly in printed catalogues, and the different major catalogues will sometimes list numbers that differ from other printed catalogues. In these cases, it is best to take an actual stamp and measure its perforations. Stamps of the same series that have the same perforations should all be listed the same way on Colnect, and it is best to check the whole series when you are correcting the perforations of any one stamp. Editors must be familiar with the various philatelic meanings associated with stamp perforations, as described in the Colnect wiki. Perforations are always measured horizontal x vertical, so for example perforation 13¼ x 13 means the two horizontal sides gauge perforation 13¼ while the two vertical sides gauge perforation 13.

11.1 Missing Perforation Types

Any stamp that has a perforation size or type that is not in the picklist in Colnect (such as “Die Cut 6.8”, or “pin perfs”) should have the correct perforation type and size for the stamp noted in the “Description” field, and a request sent to the Catalog Coordinator to have the missing Perforation type added to the list.

12. Printing

The “Printing” type field is straight forward and should be filled in whenever the printing type is known. If the difference between variants involves the printing type, then the field must be filled in for both (or all) - variants. When editing the printing type check all stamps in the series to make sure the printing type is consistent and correct for them all.

13. Gum

The “Gum” field should be left blank unless there is something special about the gum. If variants exist with different gum types, then the gum field should be filled in for all variants. Typically, this would involve listing one stamp as “self-adhesive” and the other as “ordinary”. If a stamp was issued with no gum, it is appropriate to use the word “without” in the gum field. While different ways of indicating “ordinary” gum may all be technically correct (such as “Arabic”, or “water activated”) for consistency editors should use the word “ordinary” unless it is necessary to designate the exact type of gum in a more particularized way in order to distinguish variants.

14. Size

The two “Size” fields are used to record the dimensions of the stamp expressed in millimeters. When measuring an individual stamp, it is to be measured from the outer edge of the perforations, and if it is a stamp still joined to another it is to be measured from the center line of the perforation holes. Do not use this field for the size of the design on the stamp. This means also that this fields can NOT be used for imperforate stamps. All major published catalogues use “size” to mean the size of the design so it will list a smaller size than the size of the stamp as shown on Colnect unless the design extends to the perforation tips.

14.1 Odd-Shaped Stamps

For unusual-shaped stamps (round, triangle, diamond, etc.) if the size field is filled in, it should record the maximum horizontal dimension followed by the maximum vertical dimension (i.e., the size of a rectangular photo that would be needed to show the whole stamp in its upright orientation).

15. Color (Colour)

The “Color” field is a required field to be filled in for all stamps. Most stamps are “Multicolor” (full color), but where the stamps are only one, two or three colors, these should be listed separately. If the stamp has only one color, then list only one color. Do not list additional colors if the stamp exists in different shades (a separate listing should be created for each shade that qualifies as a variant). For example, a stamp listed with the colors “Pink | Red” means that two colors of ink were used to print the stamp, pink ink and red ink. It does not mean the stamp exists with two variants, one pink and the other red. It also does not mean it is a one-color stamp having a pinkish red color. So, the rule is, do not list more than one color for a stamp that has only one ink color. If the paper is also colored list that in the “Paper” field and not in the color field.

16. Face Value

This “field” is actually made up of 2 fields, an open text field for the denomination, and a picklist field for the currency type. The use of this field is straight forward for most stamps but be sure to use the correct currency. Currencies are listed by country, so for example a “Singapore dollar” is different from a “United States dollar”. In the case of countries that were at one time colonies the currency of the stamp is not always of the same “country” and it might be at the time the stamp was issued the currency was that of the parent country for the colony, and not the colony itself.

16.1 When Face Value is NOT a Number

Where the “denomination” is not showing on the stamp as a simple number, certain rules apply.

• Rule 1: Sometimes there is a "service type" associated with the face value. By way of example in a particular country you may find A Europe, A Inland, and A International. There are 2 possible ways to list these. They can either all be listed as "A" or they can be separately listed as "A Europe", "A Inland", and "A International". It is not acceptable to mix a match in the same country, and they are to be listed one way or the other, and not both. Of the two ways, the second way (listing them as "A Europe", "A Inland", and "A International") is the preferred way and if you have the time and inclination to do the whole country, that is encouraged. But if most are under “A” right now do not start putting just a few in "A Europe", "A Inland", and "A International" unless you are going to be doing that for all of them. It is important to maintain consistency.

If some are written a little bit differently from others, on the stamp, such as some are "A Euro" others are "Europe A", and still others are “A Europe”, DO NOT copy exactly what is written on the stamp so as to create multiple headings for what is essentially a single thing. Keep them all consistent; as for example make them all "A Europe", bearing in mind that the field is limited to 15 characters and sometimes you will be forced to use abbreviations.

Where a currency or weight is also associated with this type of face value it is NOT to be treated as part of the denomination. It goes in the currency part of the field. So for example if you have stamps such as Europa 20g, Prioritaire 20g, Locale 20g, they could all just be listed as face value 20 and currency Grams, or if you have time then list them as Europa 20, Prioritaire 20, and Locale 20, you can do that for all of them, but you must put the grams in the currency field as is required by section 16.2.1 of these guidelines.

• Rule 2, if the stamp is a semi-postal enter the face value as it is shown on the stamp with the plus sign (as for example enter 30+10, and do not add that up and enter 40).
• Rule 3, if it is a pane or sheet with more than one stamp and all stamps are of the same denomination then show the value based on the number of stamps in the pane or sheet, in the format 5*30 rather than the total for all stamps 150.
• Rule 4, if it is a pane or sheet with more than one stamp and the stamps are not all of the same denomination then show the value based on the sum total for all of the stamps.
• Rule 5, if it is a pane or sheet with more than one stamp and the stamps are not all of the same denomination and it is not possible to arrive at a numeric total (for example if some stamps on the sheet have denominations like “1st” or “A”) then show the value as “Various” and do not show it as “Variable” or as anything else.
• Rule 6, do not change the face value to match up to a different currency type that is not the one shown on the stamp. For example, if it is a 160 cents stamp then show it as such, and do not make it into a 1.60-dollar stamp.

16.2 Non-financial Currencies

As mentioned, “Face Value” has not only a denomination but also a currency picklist. The picklist has a few picks that are not actual currencies. The usage of these non-currency picks requires some explanation:

16.2.1 Based on Weight

“Gram” and “Kilogram” are used as the “currency” when the face value of the stamp is in reference to the maximum weight that may be mailed with this stamp. So, for example, not only is it possible to list a stamp as “30 Singapore dollars” it is also possible to list a stamp as “30 Grams” if it is that sort of stamp.

16.2.2 Use of No Face Value

The currency pick “No face value” is used in two different contexts. It is used when the stamp has no face value, that is there is no type of value printed anywhere on the face of the stamp. In those cases, the denomination is to be shown as “None” and the currency is shown as “No Face Value”. Then there are also cases where the stamp has a face value, but it is not in a currency or by weight, and instead it is in reference to something else (usually a class of mail such as “1st” or “A”). For these stamps you are to use the denomination field to show the denomination printed on the stamp, such as 1st” or “A” or otherwise as the case may be. Then you are to select the “No face value” pick. In this context the “No face value” currency pick is understood to mean “no currency type”.

16.2.3 Use of NIF

When completing a NIF (New Information File) to add stamps to the catalogue, the currency field is not filled in for each stamp in the NIF but rather it is filled in for the entire NIF just once at the top. Therefore, if you are adding stamps with more than one currency you have to create more than one NIF (such as one NIF for the stamps with currency and one NIF for the stamps with no face value). Do not repeat the currency type in the denomination field. Use that field only for the numeric denomination as described in section 16.1 above.

16.2.4 ATM Stamps

If the exact same stamp exists with a variety of possible denominations, as for example with an ATM stamp, put the word "Variable" in the denomination part of the field and use the currency portion for the appropriate currency or weight.

16.3 Face Values of Se-Tenant Units, Mini Sheets and Full Panes

How the face value of a se-tenant unit, full pane or Mini-Sheet is noted depends on the composition of the item.

16.3.1 All Stamps Are The Same Face Value

If all of the stamps in a se-tenant unit, full pane or mini-sheet are of the same face value, then the face value should be rendered as # Stamps*Face Value. So A mini-sheet of 16 stamps valued at 50 cents would have the face value noted as 16*50, and so forth.

16.3.2 Stamps Have Different Face Values

If the stamps in a se-tenant unit, full pane or mini-sheet have different face values, then the face value should be rendered as the total sum of the face values. So a se-tenant strip of three with values 20, 30 and 40 cents would have the face value noted as 90. A full pane of the same item containing four se-tenant strips would have a face value of 360.

17. Print run

Use a number only, such as: 10000, 200000 without dots or commas.

18. Paper

If the paper is ordinary and there are no variants it is best to leave this field blank. If the type of paper is important to distinguish between variants fill in this field for all variants. If one of the variants is on normal paper enter the word “ordinary”. Be consistent within the country and series. Do not say for some stamps the paper is “ribbed gum” and for others it is “ironed” if all stamps are actually on the same type of paper that has ribbed gum because it has been hot ironed. If the paper has a color enter it in this field.

19. Watermark

If the stamp has no watermark and there are no variants, then this field should be left blank. If there are variants, one without a watermark, put “no watermark” for the variant that has none.

19.1 Colnect Watermark Master List

Because Published Catalogues do not have a universal standard for watermark naming, Colnect has established a standardized Watermark Name List to ensure that all stamps across all postal administrations with the same watermark have the same name. This list can be found at https://colnect.com/en/collectors/wiki/title=Stamp_Watermarks_Master_List and should be referenced whenever adding new items to the catalogue via NIFiller for those stamps that have watermarks.

19.2 Watermark Illustration

If the watermark is necessary to distinguish between variants, then the Photo #2 field should be used to show the watermark. The watermark in the photo should be in the same orientation as the stamp when viewed from its back.

20. Description

The “description” field is a catch all field where you can put in useful information that cannot be put in the other fields. The main purpose of the description field is to provide additional information that is necessary or helpful to identify the stamp, or to distinguish how it differs from other variants. Other brief helpful information about the stamp may also be included, for example: the fact that it is an exceedingly rare stamp, if it has no face value then how much it sold for on the day of issue, how it is listed somewhat differently in one or more of the major catalogues than it is in Colnect, where it is found in a particular catalogue if that is not otherwise obvious, and similar such things.

20.1 Use to Clarify Variants

If the stamp has variants, do not just list them as Type I, Type II, Type III. Work on the basis that the user has no printed catalogue and has no idea of the difference between types. Describe each type in enough detail so it is clear which is which. If it would be helpful, you may use Photo #2 to show the differences that exist between the Types.

20.2 Quoting Text on Stamps Not in English

Anything in the description that is not to be subject to any language translation is to be put in parentheses. For example, you would write “Overprinted in black (República Argentina)”.

20.3 Do Not Write a Wikipedia Article!!!

Do not use the “description” field for a general description of the stamp that merely restates what the picture of the stamp already shows. Such information is redundant and not helpful. Do not use this field as a place to put information that belongs in other fields unless it is there in order to more clearly distinguish different variants. And do not use the “description” field to tell a lengthy story about the stamp or the topic of the stamp, even if it is a very interesting story. Use the Colnect wiki for that.

20.4 No HTML

Do not use HTML in the “Description” field or any other field.

21. Adding Images

Use Photo #1 for a photo of a front image of the stamp. Never upload a copyrighted photo, or any photo that is "watermarked". The ideal photo is a 600-dpi scan of a mint stamp set against a black (or contrasting) background, rotated to its upright position, and closely cropped. If the photo you have is leaning left or right rotate it upright before uploading it to Colnect. And if the photo you have has wide margins around the stamp crop it to create narrow margins. In most cases scans are better than pictures taken with your digital camera or phone, but sometimes the pictures work better on stamps with special finishes such as foil stamps. If the ideal photo is not available, use the best available photo of the stamp. A medium resolution uncancelled stamp is preferable to a high-resolution cancelled stamp. The cancellation may cause issues with the image recognition software that supports the feature where users upload a search photo in order to find all similar looking stamps. Be very careful not to upload a photo of the wrong stamp, particularly where there are variants. After uploading the photo compare the denomination on the photo to the denomination listed for the stamp. This simple check will catch many uploaded photo errors.

21.1 Photo #2 Field

Use Photo #2 for a photo of the watermark if the watermark is necessary to distinguish the stamps from its variants. The watermark photo should be as it would appear viewed from the back of the stamp and in the correct orientation (i.e., upright, not sideways or upside down). Also use Photo #2 to show magnified details of the stamp that are necessary to distinguish between variants. It is generally speaking not necessary to use Photo #2 for stamps without variants, but if the back of the stamp is unusual in some way (such as a printed control number) Photo #2 can be used to show that.

22. Designer

This field provides information about the artists (designer, engraver, photographer or other artists) who designed the stamp.

22.1 Formatting for Designer Field

• If the full name of the designer is known, then the full name should be used. For example: Dean Roksandić.
• If only initials are provided for the first (and/or middle) name, then they should be followed by a period and separated. For example: O. Symonenko, T. J. Smith. If you have the ability to do some research online to discover the full name of the designer, then please, if at all possible, provide the designer's full name.
• Professional titles such as Dr. or Prof. should NOT be included, only the name of the designer.
• If there is more than one designer, the names should be entered separately, as there can be more than one designer name allowed in the field.
• If the designer is an organization, the name of that organization is used. For example: Two Degrees North

22.1.1 Formatting for Engravers involved in Development of Stamp

Very often more than one person is involved in the development of the ultimate artwork for a stamp besides the designer. To help recognized those people, a system of suffixes will be used to mark their role in the creation of the stamp

• Engravers - if an individual did not create the actual artwork of the stamp but did create the engraving used to print the stamp, that person should be noted by placing a (E) after their name. So for example: John Doe (E) engraved the stamp for printing but did not come up with the original artwork.
  • NOTE: If the engraver is the same person who also created the artwork for the stamp, then no suffix is placed after the name. It would simply be John Doe in the above example if he did both the original artwork AND the engraving.

22.1.2 Formatting for Photographers and Artists involved in Development of Stamp

• Photographers and Artists - very often Postal Administrations will commission artists or photographers for the artistic element of a stamp, which is then modified by a designer into the final format for the stamp. When such information about the source artwork is known, the individuals who provided the original images should be credited as follows: John Doe (P) if he provided the basic photograph used for the stamp or John Doe (A) if he provided the individual artwork for the stamp.
  • NOTE: The individual providing the artwork must have been commissioned by the Postal Administration for the stamp issue. For historic works of Art, the name of the Artist should be provided in the Name field of the stamp. Do NOT, for example, put Leonardo Da Vinci (A) in the designer field - he was not commissioned by the Postal Administration to create a work for that stamp release.

22.2 Editing for Designer Field

The editing of existing Designer names is limited to the Coordinator. If you find an error in the name of a designer, please contact the Stamp Catalog Coordinator (currently DJCMH) so that it can be corrected by the coordinator.

22.3 Confirm designer name in catalog

While many nations often do note the name of the designer on the stamp itself, always confirm the name of the designer in a catalog first before assigning a designer name to a stamp. Very often the name is not of the designer, but rather a printer, or the name of the theme of the stamp issue, or another person involved in the development of the stamp, such an engraver. Never assume that the name in the imprint of the stamp is the designer's name!

23. Printers

This field provides information about the company that printed the stamp.

23.1 Formatting for Printers Field

• The full name of the company that printed the stamp should be used.
  • Examples: Bureau of Engraving and Printing, Canadian Bank Note Company, De La Rue de Colombia, Waterlow & Sons, Impressor S.A., Courvoisier
• Unless identification of the location of the printer is needed to differentiate printers with otherwise the same name, the name of the company itself should only be added.
  • Example: Government Printing Bureau, Tokyo vs Government Printing Office, Valetta vs Government Printing Office, Nicosia
• If a stamp was later overprinted by a printer different from the one that originally printed the base stamp, the name of the printer followed by (O) should be added. The original printer of the base stamp should have no following clarification.
  • Example: De La Rue & Co. Ltd. and Government Printing Office, Valletta (O) would indicate a stamp originally printed by De La Rue, and subsequently overprinted by the Government Printing Office in Valetta

If the printer that printed the original stamp also later overprinted the stamp, the printer's name is only needed to be mentioned once, without any following suffix.

• • Example: De La Rue & Co. Ltd. on an overprinted stamp would indicate that De La Rue printed the original stamp AND did the overprint.