How do you FILE and STORE artwork?

JudyN

MGF, Master Grumble Framer
Joined
Oct 6, 2001
Posts
961
Loc
Montana ( A Tourist runs through it )
Another thread about losing a painting made me wonder how does everyone store artwork?
This is how we do it: We have Lifesaver software. We print out a two part slip.
The top part of the first slip goes to the customer. The bottom part of the first slip goes on the portfolio with the artwork. We have day of the week clips ( like a clipboard ) on a wall. The work order goes on clip the day it is due.
The work art work is stored in polyflute folders or polyflute boxes. We have flat files for flat work and shelves for objects in boxes.

We "misplaced" ( OK.. LOST ) ;) one thing in our 24 years. It was stored in a plain white envelope. This was a very small piece of art. Never found it. Paid the artist $250 without question. It made us think very hard about how to store art. We have found that even the smallest art work needs to go in a larger portfolio or box.
 
Judy,

That sounds pretty much the way I do it.

I don't have "separate days" - with Lifesaver I print out "Work orders to do" - so I always have a running list of what needs to be done, in what order. If there is a piece that is waiting for something... I enter a note in the "note" field on the Tickets Due window... and then it provides me with where/what/when/other notation for the job.

I keep my tickets on the "To order", "Ordered" or "to be done (once all materials are in)"... in sequential order... seems to work great - haven't lost anything - yet! (only my mind!)

Running out of room, though!!

Roz
 
I have a storage rack built into our store vault (I am in an old land office building with a walk in vault that used to store county land records).The rack is very similar to the ones you see suggested in books and trade journals for storage, except that I have shelves and vertical storage instead of horizontal storage drawers.

I put each customers artwork between fc, which is slipped into envelopes (if flat artwork), and filed alphabetically in the vertical art storage area. This area is divided into 3 sizes; the top shelf is for envelopes up to 11 x 14, the lower area holds envelopes up to 40 x 48, and a side area holds 40 x 60 foam core storage containers. The size of the artwork dictates the size envelope it will be stored in.

I use boxes for 3-D, oils, pastels, etc., that are stored on shelves in a box storage area next to the vertical storage area.

If nothing else will work, there are tubes and a tube storage area next to the box storage area.

Every envelope, box or tube has the customers name, description of item, and due date written on a list sheet that is attached to the envelope, box, or tube. Noted on the order slip is "stored in envelope, box, tube". The customers name, phone number, number of items and due date are in a main log.

In the storage area, there is also a section where the "not in use" envelopes are stored so they can be easily pulled out and put into service. This section has a divider that says "empty containers". When the artwork is removed from its envelope, the name, description and due date are crossed off of the envelopes list, and the envelope is put into the empty section.

The flaw in the system is the time you forget to put the artwork under the alphabetical file part when putting it away and "file" it in the empties slot, or filing under the persons first, instead of last name. Otherwise, it works pretty well. You can tell at a glance from the order slip what size envelope area you will be looking for - a 4 x 6 photo would be stored in the upper shelf storage area, a 40 x 56 map would be in the 40 x 60 storage area.
 
I have seven flat files ranging in size from 20X26 to 36X48 that I immediately place work between museum boards into drawers and place a copy of the order with the piece. The top drawer in each files is reserved for orders needing to be written. As I write up orders, I keep running P.O.'s for suppliers and write down any materials needing to be ordered. I try to place orders with vendors only once a week.

I like having items in flat files instead of rolled up. You don't have to deal with prints curling when handling them later.

3-D items which do not fit easily into drwers are put into a fireproof file safe.

There are always items in-house which won't fit into drawers or have old frames, etc. with them. These I put on adjustable steel shelving I have on both sides of my shop area above my mounting press, guilotine cutter, etc. or wherever else they can be safely stored.

D.M.
 
Back
Top