Paper condition report terms

A final report consists of "after" photographs, a summary of the work completed compared to the goals of treatment, and the conservator's contact information in case future conservators working on the object have questions about the previous work completed. Any documentation of conservation treatments is also stored in the object's permanent file for ease of accessibility and retrievability.

Documentation describing the art historical context and significance of an object is important to maintain for research purposes. Typically curators develop this research and catalog their notes in the object file. They often publish their results as well, in order to advance the field and bring new understanding or interpretations to various art historical subjects. Many collections professionals benefit from the creation and maintenance of well-organized art historical documentation and research files.

Conservators use this documentation in determining an ideal state for their treatment goals based on artistic intent and historical value. Collections managers use contextual documentation to determine the best storage and handling methods for objects depending on historical use.

And other curators and researchers use this information to develop exhibitions and to learn about aesthetic and cultural motives, as well as technical qualities of objects. Identifying the risks that an institution faces and documenting the policies and measures in place to mitigate those risks is an important aspect of collections stewardship.

Having a comprehensive, written Emergency response plan and Integrated pest management program, improves the museum's ability to minimize overall risk to the collections. Institutions also transfer the assumption of potential risks through the use of Insurance. Any associated documentation needed for insurance claims, such as valuations and appraisals can also be kept in the object file.

Another facet of managing an institution's risks, involves diligently documenting and tracking the copyright status of each object in the collection. In order to avoid copyright infringement and costly legal problems, museum professionals develop standard processes for recording and updating copyright statuses of objects.

When an institution decides to deacession a cultural artifact, documentation discussing the process of consideration for this decision is required. The institution documents the value of the object, the reasons why it is no longer appropriate for the collection; namely: out of context, deteriorated beyond usefulness, duplicate of another object, etc. This protects the museum from potential backlash when objects are removed from the collection.

Documenting contemporary art requires a non-traditional approach. As artists increasingly use more ephemeral materials, installations, and digital content to meet their creative needs, the approach to defining the parameters of these new works and how to document them has necessarily evolved. Materials are undeniably important to the way we understand art. A working knowledge of and familiarity with various media will allow a registrar to forecast storage needs, foster collections care, and recommend exhibition guidelines The new challenge is how to effectively document a conceptual work.

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How To Store Your Art Collection Like an Expert

Adhering to cataloging standards while creating and maintaining documentation is necessary for uniformity and accessibility. They promote data sharing, improve content management, and reduce redundant efforts. In time, the accumulation of consistently documented records across multiple repositories will increase access to content by maximizing research results.

Ultimately, uniform documentation will promote the development of a body of cultural heritage information that will greatly enhance research and teaching in the arts and humanities. Numbering and marking an object usually with the object's accession number is part of the initial cataloging process, which also includes standard procedures for measuring, photographing, and examining the condition of objects.

Marking an object with its accession number or temporary number if the object will not become part of the permanent collection is how the object is identified and linked to its documentation. In order to track museum collections, to differentiate between permanent, loan, and subsidiary collections, and to provide access to the documentation of objects in the collection, systematic numbering schemes are used and each unique number is marked or tagged on the objects and prominently noted on all documentation associated with the objects.

There are many ways to mark objects with their numbers.

Another way of controlling collections information to promote accessibility is utilizing standard formats of required data elements and preferred terminology when describing and documenting works of art, architecture, and cultural artifacts, as well as their images.

There are also a number of authority lists and thesauri available to documentation professionals, which can be very helpful in choosing preferred terminology in describing cultural objects.

Visual glossary

Other valuable tools for professionals documenting cultural property are CAMEO and the American Institute for Conservation of Historic and Artistic Works' Lexicon Project , which are collaborative efforts designed to define and standardize terms used in the description of objects and materials used to conserve objects. In order to effectively manage all the documentation required to care for collections, organized systems are necessary.

In the early days of museum registration simple paper ledgers were used to track objects, and documentation was stored in file cabinets. Since computers became more commonplace however, practices have evolved and very technologically advanced systems now exist to manage all aspects of collection management in one place. A CMS is a database that can track object locations, prepare exhibition lists, create forms insurance, shipping, loan, etc.

All the data and documentation that was previously stored in paper object files is now entered or scanned into the CMS. Paper copies can still be kept for archival purposes. A flexible and robust CMS is capable of safely and securely storing information about collections objects, while simultaneously enhancing the capacity to share and disseminate cultural information to vast audiences via the internet.

A DAMS is digital archive that can hold resources images, audio, and text as well as the metadata used to describe them. These systems make organization, identification, and retrieval of images and other files more efficient. Creating good, well-organized records is a successful start, but preserving that documentation for the benefit of future generations is also paramount. Some methods of initiating long-term preservation of both digital and paper files are delineated below. Many institutions maintain archives of their important documents.

Documentation pertaining to the institution itself, as well as collections documentation is stored in the institutional archive or the library. Sometimes paper copies of collections files are stored offsite for extra safety and security and for space considerations. An archive of collections information can have its own collecting policy and arrangement, unrelated to the way documents are organized in the current collections files.

It is up to the Archivist to decide how to preserve and organize this collection of documents.

Storage requirements for the various types of files in an archive paper records, photographic material, electronic media, magnetic tape, etc. Information in museum documentation is often duplicated in multiple locations, in order to protect against loss of data. Backups are performed on a regular schedule and stored in separate systems or locations.

Data can be duplicated and stored automatically on the system server or copied to external media, such as magnetic tape, optical disks, external hard drives, etc. The data are continuously rewritten in multiple electronic or physical locations, ensuring that information is not degrading from the effects of time or the failure of one single piece of hardware.

Language selection

Another strategy for ensuring the long-term stability of digital files is to periodically migrate data from one form of media to another—usually from an outdated medium to a more current format. This process applies to both file formats and storage media. Simply transferring data from one medium to another, such as from a CD to DVD, without changing the format of the file, is also a form of preservation called Refreshing. Documentation of any file conversions or media transfers is stored in the records as well for historical reference. From Wikipedia, the free encyclopedia.

The First Crack: Conservation and Value in Contemporary Art

Aspect of collections care. In Registration Methods for the Small Museum , 4th ed. History of Registration. Gilmore Eds.


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There are a lot of risks when storing art. AXIS has an on-site art storage unit and they also consult clients on how to create art storage in their homes. Paired with years of experience, Smith has some unique insight on the most important factors to consider when storing fine art at home or in a storage facility. Turning a closet or small office into an art storage room is an option, but you need to know what to look for when choosing a room in your house. The room must be finished. Avoid attics or basements unless they are finished and have climate control.

Be sure there are no air vents or open windows. You also want to be thoughtful about dust, mold, and any musty smells that could be the indicator of a bigger problem. One final thing to avoid is storing your art in a room that has an exterior wall.

Print Conditions Definitions

Ideally, you will use a room that is completely inside the house. This eliminates the risk of windows bringing in sunlight and weather which can damage and fade artwork.

Paper condition report terms

Archiving your collection before you pack it up is absolutely necessary for protecting yourself against damage or loss. All of this documentation can be done online in the cloud with Artwork Archive. A view of your artwork organized by location is available in your Artwork Archive account. Just click on Locations and then click on the one you'd like to view. Clean it: Use a clean microfiber cloth to remove any dust from hard surfaces. We suggest using a wood polish or metal polish if necessary to avoid any rust or scuffing.

You can consult a hardware store to see what polish is best for your piece. This will stop dust particles, or worse, rust or damage, from settling on your art. Another option is consulting your appraiser for a condition report and having the piece professionally cleaned. As discussed, even if you use all the right styrofoam and cardboard to separate the art from the saran wrap, you risk trapping humidity inside.

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