Image courtesy of Huntington T. Block
Most art claims are preventable—discover the ten steps that can protect the value and legacy of your collection.
Recently, Artwork Archive partnered with Adrienne Reid, Senior Vice President at Hungtington T. Block, to present the webinar Insuring Your Art Collection: 10 Essentials Every Collector Should Know.
Adrienne drew from years of experience working with collectors, estates, and institutions to highlight common pitfalls and best practices when it comes to protecting art collections. Her advice can help you safeguard both the financial and cultural value of your collection.
From disaster planning to appraisal updates, here are her top ten takeaways:
1. Start with intention
“Every collection has an origin story—passion, legacy, or investment,” Adrienne reminded attendees. “Understanding your motivation will help you make decisions about how to insure and document your works.”
From the beginning, maintain provenance, invoices, condition reports, and appraisals. Decide early whether a homeowner’s rider is sufficient, or if you need a separate fine art policy with broader coverage.
2. Manage your collection diligently
“Documentation is everything,” Adrienne emphasized. “Without records, you have no proof of ownership, condition, or value—and that’s where claims fall apart.”
At minimum, track artwork details, purchase dates, updated values, locations, condition, and provenance. Even a spreadsheet is a start, but a cloud-based database like Artwork Archive ensures your inventory is accessible when you need it most.
3. Use professionals for installation & transit
“Did you know that nearly 60% of art claims are due to transit and handling damage?” Adrienne shared. The takeaway: always use specialized art shippers and installers, not general movers. And confirm that insurance is active while your piece is in transit.
4. Track loans & agreements
Anytime a work leaves your care—on loan or consignment—liability must be clearly documented. “Loan agreements should spell out insurance responsibility, valuation, and condition,” Adrienne noted. “Without this, collectors are left vulnerable.”
5. Protect against risk
With climate events on the rise, preparation is crucial. Adrienne urged collectors to develop a disaster plan and maintain accessible documentation: “Even a simple video walkthrough of your home can make a huge difference in the claims process.”
6. Understand the claims process
When a loss occurs, documentation is key. Adrienne stressed that knowing how claims are evaluated will help you avoid surprises. She walked through the differences between partial vs. total loss, how valuation clauses work, and why it’s critical to understand policy limits, per-item caps, and appraisal requirements.
“Documentation is your strongest ally in a claim,” Adrienne noted. “The insurer can only reimburse what you can prove.”
7. Update appraisals regularly
“An outdated appraisal is almost as bad as no appraisal,” Adrienne cautioned. Use certified appraisers and refresh valuations regularly so your coverage reflects current market value.
Get tips on finding a qualified appraiser and getting the right type of appraisal here.
8. Be smart when selling
When it’s time to part with a work, use trusted professionals. “Have the auction house or gallery insure while the piece is in their possession,” Adrienne advised. Always read agreements carefully and confirm coverage during transfer.
9. Plan ownership strategies
Collections carry estate and tax implications. Adrienne encouraged collectors to think long-term: “Trusts, donations, and legacy planning should be intentional. Don’t wait until it’s too late to plan for the future of your collection.”
Starting the estate planning process? Check out this estate planning checklist to preserve your art, and your intentions.
10. Build a trusted team
“You can’t—and shouldn’t—do this alone,” Adrienne said. Collectors benefit from a network of specialists: insurance brokers, attorneys, art advisors, appraisers, and professional art handlers. Together, they safeguard both the legacy and the value of your collection.
A recurring theme: organization is key
Throughout the webinar, Adrienne returned to one core principle: organization is your best defense.
Keeping your collection in a cloud-based database like Artwork Archive ensures your records—appraisals, invoices, images, provenance, and condition reports—are always accessible. Whether you’re filing an insurance claim, planning your estate, or simply tracking locations, centralized documentation protects you against loss and uncertainty.
With Artwork Archive, you can easily attach images and documents, update appraisals, log locations, and generate reports for insurers or advisors. If you don’t yet have an account, you can start a free trial and begin centralizing your collection information today.
Insurance pitfalls catch collectors off guard every day. Make sure you're covered by watching Artwork Archive's webinar recording: Insuring Your Art Collection: 10 Essentials Every Collector Should Know.
