Collectors Collection :- The cataloguing of works.

Collectors Collection :- The cataloging of works.

                                                                by  Isabelo Tampinco.

                                                                            plaster cast.

As I talked about in my last post, collectors must seriously consider the longevity of their collections and the evolution of their collections.

Most serious collectors want their collections to live on after they have passed on, so they must prepare their collections as if the collection will go on for another one hundred years.

Many great art collectors have the attitude that it is a privilege to be the custodians of a wonderful collection of fine art and that they are keeping it safe for the generations to come.

As I wrote in my last post, two areas we have to consider are Documentation of your collection and Legacy.

This post I want to look at Cataloging your collection, which is quite different from Documentation. I will simply lay out how we would do this if we were engaged to do the Cataloging a collection, it will seem reasonably simply but some areas become more complicated to compile than others.

Building the Catalog

1. NAME OF THE ARTIST.

Each artist in your collection must be listed in alphabetical order.

I know that this seems logical and simple but I have seen cataloging done under dates painted, birth dates of artists and date of acquisition, some things can be simple but often they can be made complicated.

2. HISTORY.

Each painting or art work by the same artist is cataloged to the date of completion, not date of purchase that will be recorded later. If there is no date of completion on the front or back of the painting then go to your documentation to see if it is recorded on the Certificate of Authenticity or the purchase agreement. If this is unavailable then approach the artist if they are alive, if not then search books, gallery catalogs or seek out family members of the artist who have an idea of the year of completion.

3. REFERENCE.

Catalog must contain:-

- photos of the art work

- medium

- size of art work.

- size of frame.

- photo of signature and where it is placed.

- any distinguishing marks on the painting, front and back.

Some of this is repetition as photos of the art work and signatures are also in your Documentation.

4. REFERENCE CARD.

On the back of the art piece a reference card would be attached, it will contain:-

- Catalog number.

- Documentation number.

- Date of completion.

- Date of accusation.

5. CROSS REFERENCE.

The Catalog must cross reference with the Documentation and Legacy easily.

This is necessary in the case of disposing of a piece or the need to validate a piece, all needs to be numbered accordingly so that it can easily come together.

Attention to detail at the beginning certainly saves a lot of work and time when trying later to validate a piece of art.

6. CATALOG FOR DISPERSAL.

What if I decide to sell a painting that has the reference card attached to the back, do I remove it?

No, as it will remain as proof of providence into the future and have a connection back to your collection.

But it would be necessary to take a photo of the card, so the new owner can sign and date it as poof of the sale for you and purchase for him, all part of the Documentation of the work.

At the point of sale you will need to copy all your Documentation and Cataloging, having the copies signed and dated by the new owner, so you can keep a record of the sale and that painting will always have a connection to your collection.

Because a painting is sold and leaves your ownership you need to keep a copy of all records for Providence and to show the Evolution of your collection.

It is very important in your catalog to have records of sold paintings. Some collectors have a separate section for sold paintings and all records are kept up to date. In your Documentation, try to keep an up to date record of the painting if it is sold again or is mentioned in press releases.

The Evolution of your collection is important as it will show how you began and the changes that you made to your collection through acquisitions and disposal of paintings.

Cataloging is done at the time of acquisition where as Documentation and Legacy are upgraded continuously.

This is an overview of the process of Cataloging, a lot of tedious work that will be invaluable to you in the future.

I do hope that this post has been of interest to you and helps you with your collection.

Good collecting.

Mark E Shellshear.
Art Consultant.
markshellshear@gmail.com

                                                               " DON CRISOSTOMO "

                                                                 Guillermo E Tolentino

                                                                cast marble...Manila 1948

                                                                        19ins x 20ins h.