Here at Worthwhile Magazine, we are passionate about helping our readers learn how to protect, preserve, and enjoy their collections! In this article, we are pleased to share the perspective of Elysian Koglmeier, Head of Growth for Artwork Archive. She shares her tips for how collectors can use tools like Artwork Archive to catalog their collections.

Digitizing your collection helps you organize and safeguard your investment. But the process may seem overwhelming, and it can be hard to know where to start. This is especially true for those who have been collecting for decades and don’t have a handle on their inventory. Does your collection spread across different homes? Are your documents in a junk drawer?

Artwork Archive, an online art collection management system, is here to help with ten easy steps to help collectors and art professionals around the world cut the chaos and get organized.

When it’s all said and done, you’ll be so glad that you took the time to catalog your collection. You’ll be prepared to collaborate with other art professionals, like appraisers and estate planners. Information will be on hand if disaster were to strike, like theft or damage. You’ll be able to rest easy, knowing that your collection is safe and secure.

Plus, you may re-discover your beloved art collection along the way, finding new details about a work that makes it special. Enjoy the process!

Step 1: Work backwards.

It can seem overwhelming to inventory an entire collection, so we recommend working backwards. That way, you’ll start with the art that is freshest in your mind. And, you'll have details on hand for questions about recent acquisitions. Then you can take a trip down memory lane and archive your older pieces.

Step 2: Take high-quality photographs.

While this may seem obvious, it is tempting to type in the artist name and title of a piece and be done with it. Don’t fall for that trap!

As the years go by and your collection grows, it can be easy to forget which painting goes with what title. It’s also nice to have beautiful, high-quality images of your work to send to those working within your estate, whether they’re appraisers, art advisors, accountants, or attorneys. You’ll also have flattering photos to share with galleries, auction houses, and other potential buyers.

There are many ways you can then share these images, whether it is in a report, via email, or using Artwork Archive’s Private Room feature. Inventorying your collection with beautiful photos and the right information lets you send stakeholders what they need in a snap.

Step 3: Add in the provenance details.

You’ll need to record the title, artist name, dimensions, creation date, price, medium, and subject matter to have a detailed provenance record for each piece. There is plenty more information to add to your record if you wish, such as the work's condition, signature notes, acquisition details, etc.

You can upload up to 20 pieces at once using Artwork Archive’s Bulk Upload feature and fill in the title, artist name, and price as they upload. Then you can add in the rest of the information later.

Step 4: Take notes on each piece.

Record the description of each piece. These can be information shared by the artist while they were creating the artwork—inspirations, materials used, etc.

You can jot specific notes about how the work came into your collection and record any information that will help support the work’s authenticity and provenance. These details may be top of mind when you first purchase the object, but we guarantee details like this get lost and forgotten over time.

Step 5: Assign your work to a location.

Once you’ve logged all of your pieces into the art collection management software, you can assign each piece to a location. That way, you’ll always know where your work resides—whether that’s in your home, at a storage unit, or on loan. You’ll never forget where your artwork is.

You’ll also have the location at the ready if a colleague, family member, or estate planning attorney needs the information. For instance, if a hurricane hits your Florida house, you’ll have the insurance value for all of your art ready for the insurance claim.

Step 6: Register purchases, sales, and donations.

Maintain better bookkeeping by logging purchases, sales, and donations in a collection management system.

When you buy a piece of artwork, definitely relish in the sale. But then get down to business and log key details—the acquisition price, who you bought it from—and upload critical documents pertaining to the sale. To learn more about must-have transaction documents, check out this article: https://www.artworkarchive.com/blog/smart-art-collecting-must-have-transaction-documents

For tax purposes, it’s critical to keep track of your purchases, taxes paid, as well as any sales, gifts, or donations you’ve made in the year. Have all of this information handy when tax season comes around. It will be here before you know it!

You'll also gain valuable insights into your collection and see your entire collection’s evolution from initial investment to present day.

With all of this information recorded, you can make informed decisions to enhance the value of your art collection. An informed collector is an intelligent collector.

Step 7: Upload and track important documents.

Provenance documentation is critical since it supports authenticity and passage of clear legal title, proving your piece’s value and bettering your chances for a positive return on your investment.

As mentioned earlier, it’s important to digitize key financial documents and other records as well as appraisals, condition reports, and literature pertaining to the artwork and artist.

The advantage of keeping this information online is that you don't have to worry about natural disasters destroying your documentation. You can also easily share documents with those that play a part in managing your investment. And, these records will always be accessible for those running your estate.

Step 8: Add important contacts.

Next, add important contacts, so you have the details of your artists, appraisers, lawyers, curators, gallery owners, conservators, all in one place. Then, you can access them anytime, anywhere. You can keep them updated by sharing key documents or reports directly from your account. We’ve heard from appraisers that it saves them time and hassle when their clients can quickly provide them with details about the artwork and its condition.

Organize contact details, so you never have to stress about searching for important information in emergency situations.

Step 9: Record the object’s condition and any scheduled maintenance.

Protect and preserve your valuable collection by always having its assessment and treatments on hand. With an online collection management system, you can track the conservation done to your works of art—record what maintenance happened, who did it, and how much it cost. Upload important files like invoices, conservator notes, treatment plans, and images. And, schedule a reminder for upcoming maintenance needs so that you never forget.

Step 10: Most importantly, enjoy and share your work.

Once you’ve inventoried all your art, you can easily view your collection on a computer or mobile device. It will all be organized in one place so you can easily share information and generate comprehensive reports for your insurance company, appraiser, accountant, or estate planner.

Stop searching through hard drive folders or manila folders in a filing cabinet. Have all of your information at your fingertips.

And best of all, be able to fall in love with your art collection all over again.

Start organizing your art collection with easy-to-use tools! Try Artwork Archive, free for 30 days, to protect and preserve your investment. By being a Worthwhile Magazine™ reader, you get an exclusive 20% off your first year subscription. Just sign up with this link: https://www.artworkarchive.com/worthwhilemagazine

Learn more about Artwork Archive

Artwork Archive is an online art collection management system that has been used by collectors, art consultants, artists, and organizations for over a decade. And their testimonials are amazing! Here’s what art professionals have to say:

Appraisers

Appraisers use Artwork Archive to organize their own businesses—tracking clients and their personal property, maintaining records of condition reports and values, and generating reports and invoices. They also love when their clients use the same database to track their art collection, so they have details needed for appraisals at the ready. Appraisers can get information quickly and easily—saving time for both parties. Plus, collectors can upload appraisal reports to the object record—ensuring that the information is accessible later. You’ll be surprised by how many collectors don’t keep records of their artworks or can’t find the records when asked. Appraisers love it when their clients have all of the information handy.

Conservators

Similar to appraisers, the work of conservators is much faster and easier when the client has information on hand. The conservator is set up for success when the client has records of past treatment plans, conservation notes and images of the art. Oftentimes, the conservator may be inheriting an older object from another professional, so it is helpful to have this information available. This way there is continuity in care.

Artists

There are so many reasons why artists love Artwork Archive, and that’s because they have to wear a lot of hats—creative, entrepreneur, marketing guru, inventory manager, sales expert and more. They don’t want to sit behind a computer all day; they’d rather be in front of an easel or potter’s wheel and make art. Artwork Archive helps them stay organized, run their business professionally, and save time while doing it all!

Here are the top five reasons why artists love Artwork Archive:

It’s cloud-based, so there are always features being added. And users have access to their account anywhere, on any device.
Artwork Archive really cares so you can expect amazing customer support.

“The customer service is unbeatable! They are attentive, helpful, and friendly. They are dedicated to giving you the smoothest and least complicated experience. Artwork Archive puts in a team effort to make everything you need a top priority.”—Lindsey V.

The platform is intuitive and easy-to-use. Artists can easily organize their artworks, sales, expenses, exhibitions, contacts and more. No one wants to be a disorganized mess. Artwork Archive helps cut the stress by streamlining the business side of an art career.

“I now know where every painting is, where it has been in the past, who purchased what, and all the contact information for all my galleries and collectors easily accessible in one place.” Wendell Myers

Artwork Archive not only inventories your artwork, but helps you market it. With features like Private Rooms, professional reports, the Public Profile and website embeds, artists can easily share and showcase their art to potential buyers.
It’s affordable. Artists can cut costs by transitioning to one platform that streamlines their art business. For the price of a cup of coffee, artists can get a month of professional tools.

Gallerists

When purchasing artworks from artists and collectors using Artwork Archive, gallerists know that they will have the information they need. Collectors that use Artwork Archive have current appraisals and condition reports at the ready. They can share transaction documents and provenance details that support the authenticity and value. Artists have all of the important details organized in a consignment or inventory report, ready to hand over with their contact information. Galleries have the artwork and contact information they need to run their own business smoothly, and create an excellent experience for their customers.

Attorneys

Most attorneys are not art experts. When they have to handle an art collector’s estate, they may not have the tools and information to make the best decision for your art investment, and it’s not their fault. When collectors provide attorneys with clear directives on their will and hand over detailed inventory reports with values, locations, conditions and notes on who gets what, the attorneys are HAPPY. It saves them lots of time, and that means your estate saves money on their hourly fee—win/win.

Art Advisors

Art consultants are hired to help collectors grow, manage and preserve their collections. Many art consultants have flocked to online collection management systems so that they can keep their clients’ collections organized. They appreciate the multiple user access on Artwork Archive accounts. This way they can manage a collection while providing access to the stakeholder. To learn more about how art professionals use Artwork Archive, click here.

Collectors

Collectors love that they can have peace of mind knowing that their art investment is organized, and safe and secure. The world is complicated and we are currently going through a number of crises—global pandemic, economic recession, rise of natural disasters, and civic unrest. Collectors have their investments top of mind (along with their mortality) so they are eager to find an easy-to-use solution for organizing and protecting their art assets. Plus, with everything organized in one place, they can easily share information with estate managers, insurance brokers, financial advisors, auction houses, etc.

"As an art industry professional, I have witnessed firsthand the importance of tracking collections. The Artwork Archive software can track fine details of collections including provenance and the object's current location, resulting in effortless collection management for everyone from the novice collector to the small-sized institution." Kate Chimenti, ARIS Title Insurance Corporation

Learn more about collector tools here.

Institutions

Organization, collaboration, affordability, security and access. Artwork Archive works with a wide range of collecting institutions—hospitals, academic institutions, family estates, public art programs, corporate collections, airports, museums and more.

One particular favorite feature for organization is maintenance tracking.

“It's easy to use Artwork Archive. Plus, we don't have to be on a desktop. When I am in the terminal, I can make notes right there for my team. Artwork Archive's simple tools are so helpful. My favorite parts of Artwork Archive are the Maintenance and Reminder tools. They help us stay on top of conservation." San Diego International Airport

About the Author: Elysian Koglmeier is Head of Growth for Artwork Archive, an online art inventory management system for artists, collectors and organizations. She leads communications, partnerships, and writes content for the company's blog—http://www.artworkarchive.com/blog.

10 Steps for Cataloging Your Collection