Do You Have An Art Collection? Gather Your Documents.
Honoré Daumier (French, 1808–1879), The Connoisseur, ca. 1860–65, The Metropolitan Museum of Art, H. O. Havemeyer Collection, Bequest of Mrs. H. O. Havemeyer, 1929, 29.100.200
For a new art collector, one of the most important steps is establishing a comprehensive collection file for your artworks, furniture, and collectibles. Proper documentation provides an essential foundation for estate planning, charitable donations, insurance coverage and claims, future sales, and the long-term stewardship of your collection.
At Unknown Art, we can help identify, organize, and maintain the essential documentation for each object. A collection manager can help mitigate risk, conduct and coordinate provenance research, oversee proper handling, installation, transportation, and storage, and recommend appropriate conservation care.
Thomas Rowlandson (British, 1757–1827), Christie's Auction Room, Pall Mall, ca. 1808–10, The Metropolitan Museum of Art, Robert Lehman Collection, 1975, 1975.1.893
As a collector, it is important to recognize your role in preserving not only the objects themselves, but also the cultural history, provenance, and information associated with them. Thoughtful documentation and responsible stewardship help ensure that these records and the stories they tell are preserved for future generations.
Below is a checklist of the information and documentation that should be maintained in each object file, both physical and digital. A PDF version is available for download here.
ACQUISITION
How, when, where, and from whom was the object acquired?
▢ Purchase (payment confirmation, copy of an old check, or transaction receipt)
▢ Fractional Purchase / Ownership
▢ Gift
▢ Inheritance / Bequest
TITLE & OWNERSHIP
Documentation establishing ownership and any restrictions or conditions.
▢ Current Ownership Record
▢ Gift Agreement
▢ Will / Estate Documentation
▢ Trust Agreement
▢ Purchase Agreement
▢ Marital Settlement Agreement
OBJECT HISTORY
The documented history of an object’s ownership, custody, exhibitions, and loans.
▢ Provenance Documentation & Research
▢ Exhibition Agreements / Loan Agreements
▢ Exhibition History / Loan History
▢ Exhibition Receipts / Loan Receipts
▢ Literature
AUTHENTICITY
Documentation supporting authenticity.
▢ Certificate of Authenticity
▢ Authentication / Expert Opinion / Artist Foundation Confirmation
▢ Catalogue Raisonné Reference
OBJECT RECORD
Essential identifying information.
▢ Object Information (artist, title, date, medium, dimensions)
▢ Edition Information
▢ Identifying Marks / Inscriptions / Stamps
▢ Photographs
CONDITION & CONSERVATION
Current condition and treatment history.
▢ Condition Report
▢ Conservation Reports / Treatment History
▢ Post-Conservation Documentation
▢ Before & After Photographs
LOCATION & CUSTODY
A record of where the object is and who has custody.
▢ Current Location
▢ Previous Locations
TRANSPORTATION & CUSTOMS
Records relating to the movement of the object.
▢ Shipping Documentation
▢ Bill of Lading (BOL) / Air Waybill (AWB)
▢ Customs / Import / Export Documentation
▢ Duties / Tariff Documentation
▢ Customs Broker Documentation
INSURANCE & VALUATION
Documentation establishing coverage and value.
▢ Current Insurance Policy
▢ Retail Replacement Value Appraisal Report
▢ Valuation History
▢ Claims / Loss / Damage Documentation