The value of any entry in the collection is vastly determined by the amount of care used for keeping record of all relevant information about the specimen that can possibly be obtained. Its physical properties, like mineral associations, etc can be retrieved by examining the specimen any time. Exact localities (finds, pockets, circumstances), however, and provenance (former collections the specimen was part of) have to be meticulously recorded.
For this I use a tailor made software called MINERVA - the MINERal Virtual Archive. It has been developped over 20 years to my particular needs and style. Since some years it is fully cloud-hosted and php-based, hence I can accesses it from anywhere and on any device capable of web-browsing.