What an artwork catalogue should record
Start with a simple record for each artwork: title, year, medium, dimensions, edition details, image filename, location, price or valuation, owner, status and notes. The goal is to make the work identifiable without relying on memory.
For artists, the catalogue helps with grant applications, gallery submissions, insurance, sales history and studio management. For collectors, it supports provenance, insurance, estate planning and future resale.
Images and file naming
Use consistent image names that include artist surname, short title, year and sequence number. Keep master images separate from compressed web images. If the work has condition details, installation views or framing notes, attach those to the same record.
Poor image organisation becomes a problem when an opportunity closes tomorrow and you cannot find the right file. A basic folder system is better than a perfect system that is never maintained.
Provenance and exhibition history
Record where the work came from, when it was made or acquired, invoice details, gallery representation, exhibition history, prize selection, publication references and any certificates. For significant works, provenance can become as important as the image itself.
Artists should also track which works have been submitted to prizes, sold, loaned, damaged, restored or reproduced. This avoids accidental double-selling, incorrect claims or missing documentation later.
