Tips for cataloguing your artwork for your estate
- and how to make life easier for your Artistic Executor
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In order for Executors to deal appropriately with an artist's artwork, they first need to know what artwork exists, what it looks like, what its title is, the material used to create it and where it has been exhibited (if at all) and if it is sold and, if not, where it can be found.

Tips for Artists
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Return to THE ART LEGACY
Create a digital record

Use a digital camera and/or scanner to make a record of the work. Those who are used to doing this for exhibitions, websites or blogs will know how to get a good image. In general you need to:
  • take care with the lighting (avoid all sunlight; use natural light if possible as lightbulbs are often associated with either yellow or blue light)
  • use high resolution
  • use lossless files for posterity (eg TIFF); jpegs are fine for just having a record of what is what
  • sort files into a sensible folder system
  • be very precise with the file name - and use the title of the piece and date if possible

Access
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It's important that executors know how to access any inventory records which are created
  • If your inventory records are on paper make sure people know where they are kept
  • If keeping the catalogue on your computer make sure somebody knows how to access it - or print it off and keep it in a file periodically! That means they need to know the password to your computer if you have one.
Provenance
Establish the provenance of each item of artwork made (including those sold if you want to be thorough and it is likely to be relevant to posterity). 

This is especially important for those artists whose artwork has value and can be licensed after their death and copyright ownership needs to be established.

Use a simple spreadsheet for the records - this makes it easier to sort data. Alternatively use software designed for managing stock of art.

Make a record for each image of:
  • the title
  • the materials used to create it and the nature of the support
  • size
  • date completed
  • series it is part of (if applicable)
  • exhibitions it has been shown in
  • catalogues it has been included in
  • price when last offered for sale (this is NOT a valuation; it's just the artist's opinion of what it's worth - but it's helpful to executors)
  • name of collection (if this is artwork which has been sold and you know where it is)
  • any relevant notes about the work e.g. what is the scene in the landscape; who is the portrait of etc
  • don't forget to include an image of the artwork!

Tips for Executors
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Before you can dispose of artwork you first need to know what exists!

Inventory

Cataloguing the artwork: The process for cataloguing artwork is the same as that which should be adopted by the artist (see Tips for Artists). 
  • Do encourage the artist to do as much as they can for themselves. 
  • Do be wary of the fact that documentation is anathema to some artists and they may well need some help.
  • Become familiar with the art studio and where the artist tends to put their stock of artwork and any records of art work they have produced in the past.
Valuation
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Get an appropriate and knowledgeable art professional to value the work for disposal. 
  • The artist can assist by suggesting who might be the best person to do this. 
  • Professionals will be offering an objective opinion and will pay no regard to whether or not it benefits the estate to have the work valued in a certain way (e.g. to reduce tax payable)

REFERENCE
Inventory Software / Webware

Below is a list of different ways of keeping an inventory of artwork. Some are cloud based webware and some require you to download or upload software to a machine - which it must be compatible with.

CLOUD BASED
  • ArtEngine - Powerful, cloud-based art inventory management. Keep high-res images and artwork information in one place and access your works online from any device, anywhere. Pricing $93 p.a. (very basic) to $333 p.a. (unlimited)
  • Art Archive - Hosts your data and provides various unique ways to track and view your artwork, location showings, sales, and more. Accessible from any computer, tablet or smartphone anywhere in the world. Pricing: Free to $99 p.a.
  • Masterpiece Manager - Just about accessible on an iPad and iPhone but trying to get too much on a page