Although not the most exciting aspect of ownership, taking the time to establish clear provenance is well worth the effort. In the 21st century, the documented history of ownership has become increasingly important regarding authenticity, legal title, and potential sale.
With realized prices for blue-chip works soaring and the ongoing trend to treat art as a type of financial asset, governmental bodies are paying closer attention. Remember, the art trade is the least regulated commercial activity in the world (for now). As laws and policies are enacted to regulate the art market, “paperwork” surrounding cultural property will become a requirement rather than a pleasant bonus.
One method for safeguarding your collection is to create an object “pedigree’” substantiated by factual proof. In other words, maintain an inventory with supporting documentation whenever provenance is available. Below are a few tips to better document your collection. Do the best you can, and reap the benefits for years to come.
gather the evidence
Assemble all information you know exists and have access to obtain. The following are some materials which may provide useful provenance: bills of sale, correspondence, promotional ephemera, auction catalogues, labels, photographs, receipts, invoices, past appraisals, insurance schedules, inventory lists, restoration reports, framing notes, exhibition brochures, crates and shipping containers, etc. The more specific the evidence relates to the subject property, the better.
Think unconventional
Evidence that may at first seem unconventional (especially when compared to centuries of traditional types of provenance) is really common sense. Most often, these “new” types of sources are of a digital format. A few examples include email and text correspondence, artist websites, online gallery listings, social media posts, online auction catalogue descriptions, video clips, evites, e-newsletters, etc. These new forms of provenance are particularly pertinent when acquiring contemporary art and design.
Save primary materials
Do you own any original primary sources, like letters and drawings? Always keep the originals and make copies. These materials function as first-hand accounts and speak on behalf of an object’s legacy. And don’t forget to store the original documents safely and securely.
Fact-check the story
When it comes to any narrative that accompanies a work of art or antique, the best attitude is to treat the story with skepticism until proven otherwise. Don’t rely on someone else’s word or have automatic confidence in any certificates of authenticity. ( Learn more about precautions to take with COA’s here.)
Confirm legal title
Issues of legal ownership can arise when conducting provenance research. This is particularly relevant for categories such as Mediterranean and Middle Eastern antiquities, American Indian artifacts of a religious nature, and art purchases with connections to World War II. Perform due diligence and check registries that track stolen and missing works such as The Art Loss Register and the FBI’s National Stolen Art File.
Investigate before you buy
If you are contemplating acquiring an artwork or antique, investigate its provenance before buying to the best of your ability. If the seller mentions specific ownership history, request verifiable proof before making a sales transaction.
Obtain inventory numbers
If you buy a piece from a retailer or auction house, see if they will share their inventory number. While it may be of little significance to you now, it could be valuable for future verification. That little detail of lot or sale number can become instrumental when reviewing old catalogue listings or gallery archives.
Review the catalogue raisonné
If a work is by a listed artist, always remember to check and see if there is a catalogue raisonné. The New York Public Library defines catalogue raisonné as “a comprehensive, annotated listing of all the known works of an artist either in a particular medium or all media.” Do you believe that your work is authentic, but it’s not listed? Then you may wish to contact the authenticator for its inclusion in a subsequent publication. Having your piece mentioned in the catalogue raisonné is an excellent step to verify an artwork.
Cite your sources
Make sure to specify the origin of your evidence when possible. Describe the type and content of the source, including its initial format, date, author, owner, etc. For example, “this label along the back stretcher came from Mayfair gallery in London” or “copied here is a handwritten letter from the artist to my aunt Leonora Woolsworth in 1960.”
Photograph your collection
The visual power of images can be crucial when other means are unavailable. Helpful photos include the overall view of the object as well as any special features and condition issues. While you’re at it, go the extra mile and photograph labels, signatures, markings, different views of the object (e.g., the back or underside), accompanying paperwork, or any aspect you think may be relevant.
Write down your recollections
Did you personally acquire the work? Record your memory of buying the piece as soon as possible. While you may think you’ll remember the event clearly, minor details often become foggy to recall. It doesn’t need to be a long description or formal in tone, just as long as it has been written down.
Maintain an object file
Keep all details in a single document and then save it in multiple formats. I recommend storing a copy along the item’s verso when possible and not harmful to the work, as well as saving a digital file. Original sources can be archived elsewhere, perhaps in a fireproof file cabinet or a safety deposit box. Another option is to use a cloud-based system (one that’s cyber-secure) that allows you to add records as attachments to an object file.
Consider loaning to an exhibition
If a museum or cultural institution is interested in displaying a piece in your collection, then consider a temporary loan. It’s public viewing and engagement with curators and scholars helps verify the work, while also creating a type of public record. Not to mention it is just good philanthropy for our collective cultural heritage. But before you loan, update your insurance company (an updated appraisal if often useful), know the upcoming chain of custody, and be sure you have clear legal title.
Inform a trusted individual
Don’t forget to inform a family member, fiduciary, or future executor where documentation and original provenance sources are kept in the event that you cannot access it yourself. You may even wish to involve others as part of the estate planning process. It’s never too early to start a collection or household inventory.
Hire a personal property appraiser
Creating an inventory, especially for a large quantity of works and objects, can easily become daunting. If you would like assistance in documenting your collection (because life is busy enough as it is), then consider hiring a personal property appraiser or arts consultant. These object-focused professionals routinely perform research and cataloguing services. Contact us today for a confidential discussion.
About the Author: Courtney Ahlstrom Christy is the Principal Appraiser of Ahlstrom Appraisals LLC. She has worked with auction houses, museums, and galleries - all of which have provided unique opportunities to examine works ranging from the antique to the contemporary closely. Her background in the field of decorative arts includes silver, ceramics, glass, and furniture. Courtney also has extensive experience in fine art with a special interest in American and European works from the late 19th to early 20th century. During her years in the art business, she has encountered many works with fascinating stories behind them, often enriched by well-documented provenance.
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