Collection Management Checklist
Your complete system for organizing, documenting, and protecting your art collection
Essential20 min read
What You'll Learn
- • Setting up a comprehensive inventory system
- • Essential documentation and record-keeping
- • Photography and condition reporting
- • Insurance and appraisal management
- • Conservation tracking and scheduling
- • Digital database organization
- • Legal and financial record management
Why Collection Management Matters
Proper collection management is essential for protecting your investment, maintaining accurate records for insurance and tax purposes, and ensuring the long-term preservation of your artworks. A well-organized system saves time, money, and provides peace of mind.
This comprehensive checklist provides step-by-step guidance for establishing and maintaining professional collection management practices, whether you own three pieces or three hundred.
Initial Setup Checklist
Getting Started
Choose collection management software or system
Set up digital filing system and folder structure
Establish unique numbering system for artworks
Create backup systems for all digital records
Set up secure physical file storage
Gather existing documentation for all works
Software Options
Basic Level
- • Excel or Google Sheets
- • Simple database templates
- • Cost-effective starting point
- • Limited functionality
Professional Level
- • Artwork Archive
- • ArtBase
- • GallerySoft
- • Specialized art features
Museum Level
- • TMS (The Museum System)
- • PastPerfect
- • Vernon CMS
- • Advanced functionality
Comprehensive Inventory Documentation
Basic Information Fields
Artwork Details
Artist name (first, last, nationality, dates)
Title of work
Date of creation
Medium and materials
Dimensions (height x width x depth)
Edition information (if applicable)
Administrative Details
Unique collection number/ID
Date acquired
Source/dealer information
Purchase price
Current location
Insurance value and date
Advanced Documentation
Provenance and History
Previous ownership history
Exhibition history
Publication/catalogue references
Authentication documents
Technical Information
Signature/inscription details
Frame information
Conservation history
Special handling requirements
Photography and Visual Documentation
Photography Standards
Technical Requirements
High-resolution overall image (300 DPI minimum)
Color-accurate representation
Even lighting without glare
Neutral background
Include color and scale reference
Multiple Views
Overall front view
Back/verso documentation
Detail shots of signature/markings
Frame and mounting details
Any condition issues or damage
File Management
Consistent file naming convention (e.g., CollectionID_ArtistLast_Title_Date)
Multiple backup copies in different locations
Cloud storage with security measures
RAW file preservation for future processing
Web-ready copies for sharing and insurance
Condition Reporting
Initial Condition Assessment
Overall Condition
Excellent - no visible issues
Good - minor wear consistent with age
Fair - noticeable condition issues
Poor - significant damage or deterioration
Specific Issues to Document
Cracks, tears, or holes
Stains, discoloration, or fading
Scratches or surface damage
Pest damage or mold
Previous restoration or repairs
Ongoing Condition Monitoring
Schedule annual condition reviews
Document any changes or new damage
Photo-document condition changes
Track environmental exposure history
Professional conservation assessments when needed
Financial and Legal Records
Purchase Documentation
Essential Documents
Sales receipt or invoice
Certificate of authenticity
Gallery or dealer warranty
Import/export documentation
Tax Records
Purchase price documentation
Sales tax receipts
Capital gains/loss calculations
Charitable donation documentation
Insurance and Appraisals
Current insurance policy and coverage details
Professional appraisal reports (updated every 3-5 years)
Insurance claim history (if any)
Market value tracking and comparables
Security system documentation for insurance
Conservation Management
Conservation History Tracking
Document all conservation treatments with dates
Maintain conservator contact information and reports
Keep before/after treatment photographs
Record materials and techniques used
Track conservation costs and invoices
Preventive Conservation Schedule
Monthly
Environmental monitoring review
Visual condition check
Dusting and basic cleaning
Annually
Professional condition assessment
Update condition photographs
Review storage and display conditions
As Needed
Treatment planning and execution
Emergency response procedures
Conservation consultation
Location and Movement Tracking
Location Management
Current Location Tracking
Specific room or storage location
Wall position or storage unit number
Date of last location update
Display status (on view/in storage)
Movement History
Loan history and exhibition venues
Transportation records and handling
Condition reports before/after moves
Authorized personnel who handled work
Loan and Exhibition Management
Loan agreements and contracts
Insurance coverage during loan period
Facility reports and environmental conditions
Installation and deinstallation documentation
Exhibition catalogue and credit line information
Digital Systems and Backup
Data Security and Backup
Backup Strategy
Multiple backup locations (local and cloud)
Automated backup scheduling
Regular backup testing and verification
Version control for database updates
Security Measures
Password protection for all systems
Encryption for sensitive financial data
Limited access and user permissions
Regular software updates and security patches
System Maintenance
Regular database cleanup and optimization
Software license renewals and updates
Annual system performance review
Migration planning for system upgrades
Staff training on system updates
Annual Collection Review
Comprehensive Annual Assessment
Complete inventory verification and reconciliation
Update all condition reports and photographs
Review and update insurance values and coverage
Assess conservation needs and priorities
Review environmental monitoring data and trends
Update security measures and emergency procedures
Review collection management software and systems
Plan for collection growth and storage needs
Consider deaccession of works that no longer fit collection goals
Update estate planning and succession documents
Start Organizing Your Collection Today
Good collection management protects your investment and provides peace of mind. Start with the basics and build your system as your collection grows.