Archiving a collection

Following up on R’s nice blog about the value of cataloguing a collection, I want to reiterate, from a practical perspective, the value of doing this; it really brings into a nice, neat place, the archive of what a collection looks like that you have probably spent a good deal of time, energy and resources on. I’m not a big database creator, but recently I have taken on the project of creating the archive of our art collection for our own personal information, and more importantly, for insurance purposes for the select “top 20” (now we know that a dealer can really benefit from a glimpse into a personal archive to determine the interests of the collector). But as I mentioned, for now, the project is just practical in nature, as it has been on our “to-do” list for quite some time and it was time to just get it done. Let me tell you, it’s a HUGE job, but so worth it!It’s daunting, so take it in stages.

First, we created a notebook with the receipts which we had over the years just mashed into a file and thrown into the fireproof safe. After sorting them and uncrinkling them, flattening them out in the transparent dividers and creating a semblance of order, I started to file them. Doing this, I embarked on a pretty fun walk down memory lane as I remembered the where, when and with whom we acquired the pieces and if we had an “unveiling” party or not after their hanging.
Next, with the handy Excel program, I listed the artwork we have in each of the homes with the artist name, pertinent information, purchase price, present value and where it was acquired. The big surprise is that we have 70 pieces of artwork – no wonder the walls look like they do and we’re starting to hang ‘salon-style’ all around!

With the contact information now at my fingertips, I started to email the galleries where the artworks were acquired (yes, you along with us will likely have some pieces that have no gallery representation, and will be filed without all the information) and mentioned the need for insurance valuations. Fortunately, the gallery owners are VERY responsive and prompt in their replies, sending formalized documents by mail and email. It’s terrific! And in the end, the great thing is that with the art work in the collection collection, there are bound to be a few fun surprises. We buy because we are moved by a piece, but let me tell you how moved you will be when a piece here or there appreciates significantly in value since the acquisition. Makes you feel good! So, go forth and start to gather your data… it’s a good project to remind you of what you own, and if you go to the end goal of determining what to insure as a result of it, the icing on the cake is peace of mind!