The short answer
For every piece, keep the original receipt and a scan of it, clear dated photos from several angles and the box, dust bag and any cards or booklets that came with it. These records support an insurance claim, a repair at the boutique and any future resale and the Journal in MyQuotaBag keeps each purchase with its receipt and photos in one private place.
What to keep for each piece
- The receipt, with the date, the boutique, the description of the piece and the price. Keep the original and scan or photograph it the day you receive it.
- The box, the dust bag and the rain cover, if the piece came with them.
- Every accessory that belongs to the piece, such as a lock, keys or a detachable strap.
- Cards and booklets, including any care booklet.
- Later records: a repair or care receipt or an appraisal and, for a piece bought on the resale market, the seller's invoice and any authentication report.
- For an exotic skin, any wildlife-trade (CITES) document you received for it. Crossing a border with an exotic piece or selling it can require a permit of its own and some places restrict the sale of certain skins, so check the rules before you travel or sell.
Printed receipts often use thermal paper, which fades with light and heat and can become hard to read within a few years. The copy you make on day one is the one you can rely on.
Photos that actually help
A good record is a set of plain, well-lit photos taken soon after the purchase. Your phone dates them automatically, which is exactly what you want.
- front, back, both sides and the base;
- the interior, the handles and the hardware;
- any stamp or marking inside the piece;
- any existing mark or sign of wear, so its condition is on record.
Keep the originals at full resolution and take a new set every year or two so the record follows the piece.
Why it matters
Insurance. A receipt and photos show that the piece is yours and what it is worth. Insurers usually ask for both to set a value and again at the time of a claim. More in our guide to insuring your collection.
Repairs. With the receipt and the details of the piece at hand, a care request is simpler to arrange with your Sales Associate. See caring for your bag.
Resale. Buyers and authentication services give real weight to an original receipt and to a piece that comes with its box, dust bag and accessories. A complete, documented piece is easier to sell and usually commands more trust. A receipt supports the history of a piece, but it does not prove authenticity on its own: authenticators judge the piece itself.
Where to keep your records
Keep the originals together in paper envelopes inside one folder or archive box, flat, dry and away from light, rather than in plastic sleeves. Keep digital copies in two places and one copy away from home, so a single event cannot take the piece and its proof at the same time.
A receipt carries personal information such as your name and part of your card number. Cover those details before you share a copy with anyone, including a buyer.
Your records in MyQuotaBag
In MyQuotaBag, the Journal keeps each purchase with its date, price and category, together with its receipt and photos of the piece, in one private place. When you are signed in, receipt images and photos are kept in private cloud storage, accessible only to your authenticated account. In Guest Mode, everything you save, photos included, stays on your phone and the purchase is saved without its receipt image.
The Journal is a personal record, not an appraisal or a proof of authenticity, so keep the originals as well.
Questions collectors ask
What should I keep when I buy a bag?
The original receipt and a scan of it, clear dated photos of the piece and the box, dust bag, rain cover, accessories, cards and booklets that came with it. Later, add any repair or care receipt and any appraisal.
Why should I keep the box and dust bag?
They protect the piece in storage and a bag that comes with its box, dust bag and accessories inspires more confidence with buyers and authentication services if you ever sell it.
Does a receipt matter when I sell a bag?
Yes. Buyers and authentication services give real weight to an original receipt, alongside the condition of the piece and its accessories, but a receipt does not prove authenticity on its own. Cover your name and card details before sharing a copy.
How do I keep a receipt from fading?
Printed receipts often use thermal paper, which fades with light and heat. Scan or photograph it the day you receive it, then store the original flat, dry and in the dark.
What photos should I take of my bag?
Front, back, sides, base, interior, handles, hardware and any stamp or marking, in good light, plus any existing mark or sign of wear. Keep them at full resolution and retake them every year or two.
Where can I keep my receipts and photos?
Keep the originals together in a folder or archive box and digital copies in two places, one of them away from home. In MyQuotaBag, the Journal keeps each purchase with its receipt and photos in one private place.
General information for collectors, not professional, insurance or legal advice. For the care of a specific piece, ask your boutique. For your coverage, rely on your policy and your insurer or broker.