Art Business Info. for Artists
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​How to create an inventory of artwork

Tips for cataloguing your artwork for your estate
- and how to make life easier for your Artistic Executor

​

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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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
​

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!
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Tips for Executors
​

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
​

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
  • Art Inventory Information & Tools | Senior Artist Initiative
  • Inventory Database Applications | Senior Artist Initiative
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

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GO TO:
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  • Famous Artists Estates
  • ​After the Death of an Artist
  • Copyright and Resale Rights for Heirs
  • Art and Inheritance Tax
  • Estate Planning for Art Collectors
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ABOUT ART BUSINESS INFO. FOR ARTISTS
This website aims to provide a compendium of resources about the art business for artists. Please read "PLEASE NOTE"

It helps artists learn how to do better at being business-like, marketing and selling their art and looking after their financial security.
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  • Home
    • Art Business Information Index
  • NEWS
  • PRACTICE
    • Starting Out - Tips
    • Being a Professional artist >
      • Working Lives of Professional Artists
      • Artists' Side Hustles
      • Artists' Residencies
      • Artists Unions
    • Best Art Business Books
    • Learning Opportunities >
      • Art Schools in the UK
      • Art Business Courses
    • Image Management for Artists >
      • How to photograph art
      • How To Scan Artwork
      • How to back up image files
    • Law for Artists >
      • Legal Matters
      • Data Protection for Art and Artists
      • Brexit Guidance for Art and Artists
    • Business Management for Artists >
      • Risk Management for Artists
      • How to spot Art Scams / Fraud
      • Life in an Art Market Recession
      • Coronavirus COVID-19 and Art
  • MARKETING
    • How to write an Artist's Statement >
      • What is an Artist Statement?
      • Why you need an Artist's Statement
      • TIPS How to write an artist statement
      • The Language of an Artist's Statement
      • What an artist statement should contain
      • Examples of Artists Statements
    • How to write an Artist's Resume or CV >
      • Social Media summaries
      • CV for Artists
      • Resume for Artists
      • Biography for Artists
    • How to sign a painting, drawing or fine art print
    • Business Cards for Artists
    • How to write a press release for an artist
    • The Private View Invitation
    • Publicity for Juried Exhibitions
    • Websites for Artists >
      • Why websites matter
      • Options for Websites
      • Web content for Artists
      • Web design for artists
      • Keeping Google Happy
      • Writing for the Web
    • Image & Video sizes for Social Media Sites
    • How to be mobile-friendly
  • SELL ART
    • Trading Law & Regulations for Artists (UK)
    • E-commerce for artists
    • Art Exhibitions & Competitions >
      • Juried Exhibitions & Art Competitions
      • Juried Art Exhibition Checklist for Artists
      • How to cost a juried exhibition entry
      • How to make labels for an art exhibition
    • A Guide to Art Agents and Consultants
    • A Guide to Art Dealers & Galleries >
      • How to find the right gallery
    • The Artist-run Gallery
    • The Vanity Gallery
    • Art Fairs
    • Alternative Options for Exhibitions
    • How to Sell Art from Home
    • Open Studios
  • FRAME ART
    • List of Recommended Picture Framers
    • Conservation Products
    • Framing for open exhibitions and art competitions
    • Framing Videos
    • How to hang a picture
  • SHIP ART
    • How to pack artwork >
      • How to pack and ship pastel paintings
    • Packaging materials
    • How to ship art internationally >
      • Rules of Origin
      • Export Licences for Cultural Goods
    • How to ship art to exhibitions
    • How to mail art - Post & Parcel Services
    • UK & Ireland: Art Transport Services
    • USA Art Transport Services
  • COPYRIGHT
    • Copyright and artists' rights
    • BASICS: Copyright Infringement and Fair Use
    • How to protect artwork online
    • How to do a reverse image search
    • What to do about copyright infringement - for artists
    • Global Conventions on copyright >
      • Copyright in the UK
      • Copyright in the USA
      • Copyright in Canada
      • Copyright in Australia
  • MONEY & TAX
    • How to work out profit from an art sale
    • How to Price Your Art >
      • How important is price when buying art?
      • Options for Pricing Art
      • Terminology and Formulas for Pricing Art
      • Art Experts on Pricing Art
      • How artists price their art
      • The price of affordable art
    • Payments to Artists >
      • Paying Artists
      • How to create an Invoice
    • VAT for Artists
    • Tax Tips for Artists >
      • Tax on prize money
      • UK Tax Tips for Artists
      • UK: Self-Assessment Video Tips
      • USA Tax Tips for Artists
      • Ireland: Tax for Artists
      • Australia: Tax Tips for Artists
    • Insurance for Art and Artists >
      • Insurance for Art Teachers
      • UK Insurance Policies for art and artists
      • USA & Canada: Insurance Policies for Art and Artists
    • Artists' Grants & Scholarships
    • Retirement and Pensions for Artists
    • The Art Legacy >
      • Estate Planning for Artists
      • Estate Planning for Art Collectors
      • Famous Artists Estates
      • Artwork Inventory
      • After the Death of an Artist
      • Copyright and Resale Rights after Death
      • Art and Inheritance Tax
  • About + Help
    • Would you like me to help?
    • Privacy & Cookies Policy
    • Contact