Describe before assigning a name
A framed image might be an original print, reproduction, or another work. Begin with what is actually visible and known. Record material, known dimensions, subject, and markings. The description should not sound more certain than its information. An unknown maker is a useful fact, not a gap requiring a guess.
Include the frame or base in the account. State whether it shared the purchase amount or was bought separately. A collection overview shows relationships while distinctive objects receive individual numbers. A vase then remains identifiable after rearrangement.
Keep images attached to the object
Take an overview and separate easily visible details, such as a signature, edition number, or maker's mark. Do not move a delicate work merely to obtain another photograph where special handling would be needed. A missing view can remain an open question.
Use the same object number for images and text and date the photographs. A wall view explains arrangement, but an unlinked detail may later be assigned to the wrong work. Preserve both context and individual identification.
A name or stamp provides information to investigate rather than independently confirming authenticity. State that the mark is present and link its photograph. Attribute an expert conclusion only where the report and its particular object are clear.
Identify the source of provenance information
Keep purchase documents, correspondence, existing appraisals, and available provenance together. Say whether a detail comes from a seller, relative, or expert. These sources need not answer identical questions. A story about a former owner does not automatically establish current value.
Interpolis includes art and collections in its valuables documentation guidance. Check what description or appraisal the applicable insurance needs. A personal list should not be presented as a substitute for a required report. Ask specifically what is missing where documentation seems unclear or dated.
Keep advertisements for comparable objects as separate dated comparisons. Version, condition, provenance, and completeness can differ. An asking price should not quietly become an established value for your example.
Maintain the collection's current state
Explain joint purchases and what their totals include. Four prints should not each receive the full set price and also be counted as another complete set. References between group and object entries reveal how the record works.
Update status when a piece is sold, lent, or replaced. An older collection photograph may remain dated history. For loans, identify known ownership and agreements without deriving coverage from location.
Finally, test whether one object number retrieves its records. A clear file supports focused questions. The applicable policy and assessment determine what the information means for insurance.
