For artists, creating art is only half the battle. The other crucial half is effectively managing your art business – a task that can seem daunting but is essential for professional success. Whether you're a painter, sculptor, photographer, or mixed-media artist, a major task is creating a well-organized inventory system to help you track your work, manage sales, and present yourself as a professional in the art world.
Why Does Inventory Management Matter?
Many artists underestimate the importance of a comprehensive inventory system. It's not just about keeping track of your artwork; it's about creating a professional archive that can support your career in multiple ways. A robust inventory helps you:
- Monitor your artistic progress and body of work
- Track sales and potential income
- Provide accurate information to galleries, collectors, and potential buyers
- Simplify insurance and tax documentation
- Plan future exhibitions and portfolio developments
- Create labels and inventory lists for exhibitions
Where To Begin?
Digital Documentation
In today's digital age, a digital inventory is non-negotiable. When I began creating a digital inventory back in 2000 - there was very little available in the way of robust digital inventories. I started out with ArtSala and still use this system today as it has my early works documented in it. However I also now use Artwork Archive which is a more modern program and has better flexibility and options. Both of these programs offer access to a professional website.
Other platforms are:
- Custom spreadsheet solutions
However as I haven't used these platforms I can't comment on their efficacy.
They also offer features like:
- Cloud storage
- Sales tracking
- Exhibition management
- Portfolio presentation
The first step is to start by creating a detailed digital record of each artwork.
To do this:
- Photograph each piece from multiple angles
- Capture high-resolution images that accurately represent colours and details - 300dpi at least and save in PSD, PNG or TIFF format.
- From the high res image I then create 3 more copies, while preserving the original. I save these as jpg images - small, medium and large file sizes. I then store all of these on my computer in a separate master file for each painting.
Key information in your spreadsheet or management system should include:
- Artwork title
- Date of creation
- Dimensions
- Materials used
- Medium
- Current location
- Sale status
- Price history
- Exhibition history
- Assign a unique identification number to each artwork. I use an alpha numeric system eg LS12 -where LS stands for for landscapes or AB20 with the AB standing for abstracts and so on.
While digital records are crucial, physical organization is equally important:
- Use archival-quality storage materials
- Keep artwork in a climate-controlled environment where possible
- Use protective covers for paintings and delicate pieces
- Store works flat or vertically, depending on the medium
- Keep a physical backup of your digital inventory
Your inventory should document the complete journey of each piece:
- Creation date
- Initial exhibition or showing
- Is it framed
- Sales
- Current owner
- Current location
- Any restoration or maintenance work
Treat your art inventory as a business asset:
- Keep detailed records of sales prices
- Track market trends for your work
- Maintain documentation for tax purposes
- Consider the potential appreciation of your artwork over time
Best Practices
1. **Update Regularly**: Set a monthly or quarterly schedule to update your inventory.
2. **Be Consistent**: Use the same documentation process for every artwork.
3. **Back Up Frequently**: Maintain multiple backups of your digital inventory.
4. **Include Detailed Descriptions**: Go beyond basic measurements – tell the story behind each piece.
Common Mistakes to Avoid
- Neglecting to photograph artwork immediately after completion
- Inconsistent record-keeping
- Failing to update inventory when pieces are sold or moved
- Not backing up digital records
Conclusion
An organized art inventory is more than administrative work – it's a strategic tool for your artistic career. By implementing a systematic approach to tracking your artwork, you create a professional foundation that can open doors to new opportunities, simplify business operations, and allow you to focus on what you do best: creating art.
If you are just starting out - begin keeping records right away - It will get you into a good habit and save you from possible problems in the future. I have lost track of pieces in the past, and also forgotten to photograph at a high enough res - and I'm following a system!! - Don't leave this aspect of your art career to chance - it's not worth it.
Remember, your inventory is a living document. It should grow and evolve alongside your artistic journey, serving as both a historical record and a forward-looking professional resource.
Happy record keeping :)
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