As an artist, maintaining comprehensive records of your artwork is not just a matter of organization—it's a crucial practice that enhances the value, authenticity, and legacy of your body of work. Proper documentation serves multiple purposes, from facilitating sales and exhibitions to preserving the historical context of each piece. Let's explore why meticulous art documentation and cataloguing are essential for artists and how to approach this task effectively.
Her are the main reasons why you should embrace these tasks as a vital piece of your art practice.
When building a database of all your work there are different things to take into consideration. An important factor is Enhancing Value and Credibility: Well-documented artworks often command higher value in the art market. Detailed records provide provenance, exhibition history, and other crucial information that collectors and institutions value highly. Every place your art is exhibited should be recorded.
Facilitating Transactions: When selling, loaning, or exhibiting your artworks, comprehensive documentation streamlines this process, providing galleries, collectors, or institutions with all the necessary information they might require. It also simplifies the process for you, because you then have all of it at your fingertips. How many times have you wasted time searching for long forgotten records and you can't remember where you put them? ahem....
Preservation and Conservation: Accurate records of an artwork's condition, materials, and previous treatments guide conservation efforts, ensuring proper care and preservation over time. You may not think you will ever be in need of having your work preserved for posterity, however, you don't know what the future holds.
Career Development: Detailed documentation supports your professional growth, enabling you to track your artistic journey and present your work effectively to galleries, curators, and collectors. This becomes vitally important, should you ever hold a retrospective exhibition of your work.
So what are some of the essential elements of record keeping for you the artist. Undoubtedly the most important thing you need to do is to create a robust catalogue of your artwork. Before we get down to the nuts and bolts of that you need to decide on what format you will use.
I use a programme called Artwork Archive, which has all the bells and whistles you might ever need. Plus they have website capability and a fantastic help service. Or you can simply set up an excel spread sheet.
What information should you include for each piece:
The first Priority is High-Quality Images: If you can afford it, professional photographs capturing the artwork from multiple angles, including close-ups of significant details, should document all art works. If you do it yourself, make sure you do it correctly. The ins and outs of that are for another day.
Next is - Basic Information: Each artwork should be listed with it's title, date of creation, medium, dimensions, and a detailed description of materials used and any unique techniques employed. Also include any series or project affiliations if you have them. The latter is particularly important if you are a community based artist. Keep a detailed record of your sponsors, grants, benefactors, collaborators and so forth.
Also each works data should include Condition Reports. These are regular assessments of the artwork's physical state, particularly important for installations or ephemeral works. But also vital if you have works stored in less than ideal conditions. I had failed to do this and discovered that several paintings had become mouldy on the back and had to be destroyed. Learn from my mistakes!
Conceptual Information: Artist statements, inspiration, and the context or story behind each piece. Each piece needs to have its own information file.
Then there is your CV or Exhibition History: This includes a list of exhibitions where the artwork has been displayed, including dates and venues. This should also contain a list of any awards or prizes your artwork has been given
Collectors Database: This is a record of all your sales, including dates, prices, and the current ownership (if known). It should also include the collectors email, phone and address if known to you for contacting them with information about up coming exhibitions.
Press and Publication: Are you mentioned in any articles, reviews, or publications.
You might also consider maintaining records of:
Sketches and Studies: Preliminary drawings or studies related to finished works. These can contribute to making exhibitions more interesting, or be used for social media.
Production Costs: Materials, framing, and other expenses associated with creating each piece. This is essential when it comes to pricing your work.
Grants and Residencies**: Information on any funding received or residency programs you have attended or would like to attend.
Copyright and Reproduction Rights: Records of any licensing agreements or reproductions of your work.
Other Handy Tips To Help You on This Journey.
Be consistent. Choose a system and stick to it. Use a standard format for documenting the work.
Invest in Proper Tool. As I mentioned before consider using specialized art cataloguing software designed for artists, such as Artwork Archive, Art Record, or My Art Collection.
While physical documentation remains important, digital cataloguing offers numerous benefits for artists. Records can be accessed and updated from anywhere, including mobile devices. They allow for quick retrieval of information. And also many digital platforms offer tools to create professional reports, invoices, and portfolios. This is invaluable.
Of Vital Importance is to do regular Updates. Keep your records current by updating information as changes occur, such as new exhibitions or sales. Don't put it off as that is how information slips through the cracks.
Store physical documents in acid-free folders and climate-controlled environments. if possible. For digital records, implement regular backups.
Investing time and resources in thorough art documentation and cataloguing is crucial for artists looking to build a successful career. It not only preserves the legacy of your artworks but also enhances their value and facilitates their management. By adopting these best practices and utilizing modern digital tools, you can ensure that your artistic journey is well-documented, accessible, and primed for success in the competitive art world.
Comments