Q: When should I consider applying your “documenting process”?

A: Start immediately. Whether you already have a collection of a dozen prints or you have just purchased your first porcelain vase. It is never too late and never too early.

Q: I don’t think I want to create a museum with my small collection of coins I have inherited from my uncle. I enjoy looking at it and recalling the stories I had heard about a few pieces. I’ll tell my children and when it’s time, I will pass the case to them to deal with ‘cataloguing’.

A: It is your choice, of course. You might, however, consider the following; yours or your uncle’s knowledge and appreciation of those coins might be completely lost if you leave no documentation and no records to your children (or grandchildren). We are sure that your ancestor took a special interest and passion to assembly this small family treasure. If nothing else, you should make sure your collection is properly cared for in the way that your offspring do not inherit corroded, blurred items. Also, an appraisal by an expert should be done at least to establish a monetary value, and if necessary, arrange for a proper insurance coverage. Your children will be grateful to you for passing on something that they fully understand, not only from the point of a commodity but also a family treasure worthy of complete appreciation.  

Q: I am establishing my career as an artist. I do have a portfolio of my work and so far  I have participated in a couple of group exhibitions. The gallery would always take care of any documents, contracts, and arrange transportation, insurance, etc. Is there something else I might keep in mind when dealing with these galleries and presenting my paintings?

A: I would have the same answer for you as for anyone who might actually be interested in purchasing your work. Keep a detailed record of your art, including the place and time when they were created, exhibited or on loan at a gallery or an art show. Do not rely on the paperwork done by galleries etc. It is your work, your art, your talent that deserves your undivided attention and respect. You’ll see soon enough when your studio grows with more commissions coming in and your work is being displayed at several venues at the same time, that having a working catalog / inventory list summarizing all important facts, including prices of your pictures is exactly what you need to keep focused on your work and at the same time be in charge of the commercial facet of your career. You can contact us for any specific questions how to approach the ‘documentation of your own art-production’.

Q: What should I know before I hire an expert to assess my collection?

A: All the facts above, namely dates of purchase, production, place of origin, use, as well as records of repairs and conservation, if applicable.

Q: I am not really getting the point why should I need to worry about all the paper work you are talking about…?

A: The best way to explain would be to illustrate a couple of scenarios when little or nothing is done as to consistent documenting or even just archiving information pertinent to any collection.

More often than not, collectors do not realize that their efforts and passions (and financial means) might be hugely depreciated or lost, sometimes along with the actual collection item, if the organizing of a given collection and/or own artwork is erratic. As much as an eager collector goes on for a quest of another tremendous canvas or a rare medieval dagger, and a contemporary artist is driven by a new inspiration to brush-work his/her ideas on a canvas or chisel them into a piece of marble – the actual existing objects might be deprived of thorough documentation / record keeping.  Enchanted by a sparkling array of colors of an unusual shaped opal purchased yesterday at a mineral show, might not prompt the collector to scribble down the facts of the matter, the description, the measurements, the original location, the name of the dealer, the price, etc. etc. One day grandchildren find it in a box, take it out, play with it and soon enough forget all about it somewhere on a playground. What they will never know is that their grandfather paid several thousand for this amazing jewel … but unfortunately left no footnote about its distinctiveness for its future owners. We might not always realize as time goes by what treasures are being thrown away if not sufficiently documented.

A painter might discover that his/her commissioned work has gone to a patron without having even a proper image of it, let alone more identifying information. The proud owner of the painting happens to be robbed of the artwork. There was not time to document the piece. It is lost, without a record, or in the better case with only rudimentary information, not enough to serve as convincing identification. The insurance would not recognize its value for a replacement and there might also be certain negative impact in estate planning and tax issues...