RailScanPro gives you full control over your data. You can export everything — inventory, photos, valuation history, and custom fields — at any time, in formats that work in other tools.
Running an Export
- Go to Asset Management → Export
- Choose an export format:
- CSV — universal, works in any spreadsheet or database
- Excel (.xlsx) — formatted workbook with multiple sheets
- PDF — Inventory Report — formatted printable list, ideal for insurance
- JMRI Roster XML — for JMRI DCC software integration
- Choose what to include: All Items, By Collection, By Location, By Category
- In the Column Picker, select which fields to include (standard and custom fields)
- Click Export — the download starts immediately for up to 2,000 items; larger exports are emailed as a link within a few minutes
What's Included
| Export Format | Inventory Data | Photos | Valuation History | Custom Fields |
|---|---|---|---|---|
| CSV | Yes | No | No | Yes |
| Excel | Yes | No | Yes (separate sheet) | Yes |
| PDF Report | Yes | Yes (thumbnails) | Yes | Yes |
| JMRI XML | Locos only | No | No | No |
Exporting Photos
Photos are not included in CSV/Excel exports (they would make the file huge). To export photos:
- Go to Asset Management → Export → Photo Archive
- Select a collection or category
- Download a ZIP file containing all photos organized by item
Photo exports over 1 GB are split into multiple ZIP files. You'll receive a download link by email.
Full Account Backup
For a complete backup of everything in your account:
- Go to Settings → Account → Request Data Export
- We'll prepare a complete archive: inventory, photos, ops history, reports, settings
- A download link is emailed within 24 hours
This is the format you'd use if you ever needed to move your data to another platform.
Scheduled Exports
Pro, Club, and Museum plans can schedule automatic exports:
- Go to Settings → Integrations → Scheduled Exports
- Choose frequency (weekly, monthly), format, and destination (email or cloud storage like Dropbox or Google Drive)
Your Data Rights
RailScanPro's Terms of Service confirm: your data belongs to you. We never sell or share your inventory data. Export, download, and delete as you choose. See the Privacy Policy for the full data handling policy.
Next Steps
- Bulk Import — import data into RailScanPro
- Custom Fields — include custom attributes in your export
- Canceling Your Subscription — what happens to your data