This piece in the photo is a decent example of the system we sort of settled into for a while. This piece was assigned the number 09.13.09.25. This was the date it was completed and the corresponding number from the work done on that day. In this case this happens to be the 25th piece out of the 76 total pieces finished that day. Later, after we'd talk and confirm the total pieces we had each done on whatever dates I'd enter it into a spreadsheet and then tally up the final total of pieces in the project to that point.
The M with the bar across the top is the Roman numeral for one million and that signified that the piece was finished and ready to be documented and officially included in the series. The squared X meant it was assigned a consecutive number in the database and the check-mark meant the piece had also been scanned.
The lowercase 'e' meant the piece was being posted to Etsy and should be kept track of and not sold off in some gallery or show or whatever.
Now we use Google Docs to keep track of where we are in the series. It's a lot easier for sure.