Do It Yourself – Artwork Archiving

Whether you are an artist making artwork or a collector or dealer, artAttendant offers you a easy and free platform to archive your artwork in a digital cloud-based system.

Here’s some of our best tips on how to get started DIY artwork archiving:

Number 1 in red circle
Gather Information
Start by gathering all information and receipts of each artwork piece. Information includes artist name, the artwork title, edition number. material, date created, date purchased, location purchased and any stories you have about the artwork or purchase are priceless. If you have this information in a digital format you can use our artwork migration template to get started.

Number 2 in red circleGet Digital Photos of Artworks
Take a few digital photo of each artwork piece. For personal records, a cell phone photo is adequate. But for best results for artwork sales we recommend you hire a professional art photographer.

Number 3 in red circleUpload Artworks
Login to artAttendant and follow instructions for building your online art collection. Check out these pages for detailed instructions: How to Use the Site | Understanding the Fields  | Uploading Images |  FAQ

With artAttendant, do-it-yourself art archiving has never been easier or more accessible.

If you are feeling overwhelmed with the process of archiving your artwork, we can help with our affordable archive services.

For Larger Collections

To Begin: Download our migration template and create two folders. Title one folder “PDF” and the other folder “Images.”


  1. Existing Spreadsheets: Identify any pre-existing spreadsheets with collection information. Consolidate these and organize into the downloadable template.
  1. Data Entry: Enter undocumented artworks from digital or paper receipts to the CSV template.
  1. Paper Materials: Scan paper records including receipts, press features, artist information, etc. Save as PDF files and name each file by artist last name and artwork identifier (title, inventory number, or similar). Place these files into the PDF folder. (Download a scan app to your mobile device if you do not have a scanner).
  1. Pictures: Gather digital images (many can be found online) and rename images files by artist last name and artwork identifier. Place these images into the Images folder.
  1. On-Site Entry: Perform site visit or hire an artAttendant Mobile Archivist and go through the physical objects. Enter any unrecorded artworks to the spreadsheet, capture missing images, and save these to the Images folder.
  1. Send Us the Template: Submit populated migration template to artAttendant for migration.
  1. Send us Images: Attach images from Images folder to artwork record. At this point, all images should be identifiable by file title.
  1. Add PDFs: Attach PDF to artwork record. Artist/artwork should be easily identified in file title.
  1. Review and confirm in the Data View: Every field (with the exception of artist) is editable. This is a great place to make quick updates, corrections, and confirm information.

Final Tips: You can upload images directly to an artwork record using the camera on you phone. This is recommended only for records kept as Private as these images are not usually display quality for Discover listings.

We strongly recommend keeping locations simple and consistent. For example Home, Office, State location A, State location B (for multiple residences). Avoid getting too specific. This simplifies the data entry for artworks that are rotated within a space as opposed to relocated to another location (at which time the location would need to be updated).We understand this process can feel like a project and can assure you that a small effort can be very rewarding. Dive right in and do it yourself or contact one of our archivists to help. Our affordable archive services are affordable and our archivists are vetted and insured.