A first step in drawing up an inventory of the oeuvre is to find a good system to work with. Every system has its own advantages and disadvantages. This is why it is recommended to find a system that works for you and meets the needs of the oeuvre and/or suits the activities of the estate. You can use various types of management system. This choice will depend on your resources, finances and time.
- Index cards or notebook
Before computers, index cards or card files were used to keep track of the oeuvre. They are one way to make the inventory visible in space. A few disadvantages of this system are that it is not very flexible, accessible or adjustable. Its long-term viability might also be questioned. This system might be attractive in combination with a digital system.
Please note: Although some people prefer to start with a paper system and transfer it to the computer later, using a digital system from the outset saves a lot of time and may offer more possibilities.
- Microsoft Word or Excel
Both Microsoft Word and Excel can be used as tools to collect and manage information. They can also be viewed in Google Drive, which makes it possible for several users to consult or change the document at once, for example. It also offers the opportunity for the person creating the archive or the artist to make an inventory of the work themselves. These are easy-to-use tools for surveying the oeuvre quickly.
- Database
Databases are software packages, some of which are made especially for artists to manage their oeuvre. This is the most professional and specialised system. Please note that not all databases are equally user-friendly. The use of a database may also require a financial investment. This is because you need to buy the software to manage it, you need enough memory (disk space) to keep it on, and there may also be further costs of maintenance. It is best to look for a good database that meets your needs for the artistic legacy. A few database systems worth considering are FileMaker Pro, Artlogic, ArtArchives and Coeli, but there are many more.
In some cases, different systems are combined to make an inventory of the oeuvre. You might want to get off to an easy start with Word or Excel and then progress to the data system used by the galleries or museums you work with. Discuss the possibilities and arrangements in detail and consider whether they might be good options for the running of the estate or your artistic practice.
TIP: Compare the system used for the oeuvre with the inventory of the archive. Is it possible to use the same program for both? That will enable you to bring everything together in one place or link the two systems.
TIP: Also take a look at the section on mapping your archive within this knowledge dossier for more practical tips.
If the artist has already developed their own inventory system for their oeuvre, there is no need to repeat the task. However, it is important to check whether their system meets the needs of the artistic practice and the estate’s activities. For instance, the inventory needs to make logical sense to you and also to others, and to give access to the collection. It is also advisable to see what work has already been done on the artist’s oeuvre: whether there are other organisations that already manage information about the work or whether catalogues and other publications have been printed. These can form a good basis for further work or to refer to in your database.
Developing an inventory for an oeuvre demands time, resources and financing. In other words, it is important to set clear, specific goals and keep them in mind when planning the work process, in order to achieve them as well as possible. Think carefully about the resources you need and the time required to collect the necessary information about each work of art and to enter it into the inventory. Some information is widely available, but you may need to hunt for other data. Develop a system that becomes part of your day-to-day activities, so that it can be maintained.
TIP: Make clear arrangements for the inventory. Establish clearly who is responsible for integrating and maintaining the data. Check the inventory regularly: is everything still filled in correctly? What new information is missing? Keep your inventory up to date!
TIP: Develop a good routine for integrating data into the system. This may be when a new work is made, or at a scheduled time every three to six months to further document the work. Develop a maintenance system that suits you for the further upkeep of the inventory.
Interested to read more? Go to next page: Surveying your oeuvre.