Image credit: Neon Wang, Unsplash
What happens to your art collection when you're no longer around to manage it?
Your legacy matters—and we're here to help you protect it.
Organizing an art collection isn't just about keeping track of what you own—it's about making sure the right information is accessible when it matters most. Artists and collectors alike turn to Artwork Archive not only to manage their works day-to-day, but also to plan for the future. Whether you're preparing for a studio handoff, working with an estate attorney, or simply want peace of mind, having your collection centralized and clearly documented is one of the most valuable steps you can take.
With tools designed specifically for inventory, documentation, and secure sharing, Artwork Archive helps users transform scattered records into a structured archive. The platform supports not just organization, but thoughtful estate planning—helping ensure your artworks are understood, protected, and easier to manage by those who may one day inherit or oversee them.
This article walks you through the features in Artwork Archive that can support both account access and estate planning, giving you the clarity and control needed to prepare your collection for the future.
"I like documenting the artwork, ensuring that I have proper provenance, because I'm really collecting for my daughter and my son. So, I really want to pass that on to them." - Erling Loken Andersen
Account Access: Make Sure the Right People Can Log In
It’s important to ensure that a trusted person—such as an executor, family member, or estate manager—can access your Artwork Archive account if needed. Here are three ways to set that up:
1. Add a Trusted User
If you’re on an Artist Master, Collector Premier, or any Organization plan, you can add an additional user to your account. This allows a designated person to log in with their own credentials and manage your archive.
2. Upload Instructions in MyDocs
Use the MyDocs feature in Artwork Archive to upload a document that outlines your wishes. This could include:
-
A letter of instruction
-
Contact details for your estate manager
-
Legal documents or directives
3. Include Us in Your Will
You may choose to document your account preferences in your will. If so, include our contact—[email protected]—as a reference. Your executor can contact us directly, and we’ll facilitate access after verifying the necessary documentation.
Artwork Archive makes it easy to view and manage your collection from any device, with detailed records including images, provenance, appraisal history, and more.
Estate Planning: Organize and Share Your Legacy
In addition to account access, Artwork Archive provides estate-focused tools to help you thoughtfully organize and transfer your collection.
1. Use Collections to Organize Bequests
Avoid infighting or confusion by clearing setting out your intentions for your art. Group artworks by future plans using the Collections feature. For example:
-
“To be donated to Art Museum ”
-
“For my grandchild”
You can also include notes and context with each piece or group to clarify your intentions.
2. Share via Private Viewing Rooms
Private Rooms allow you to securely share works with loved ones, institutions, or advisors. Viewers can explore the collection, favorite pieces, and ask questions—all in a private, easy-to-navigate interface.
This tool supports both advance planning and posthumous access.
3. Create a Controlled Public Profile
If you want to make select parts of your archive accessible online, you can create a Public Profile in Private Mode. This gives you a shareable, password-protected link featuring:
-
Collection highlights
-
Artist bios
-
Provenance history
-
Other contextual details
It’s a great solution for legacy planning, institutional review, or family sharing.
4. Store Key Documents in MyDocs
Your MyDocs section can also house important files, including:
-
Your estate plan
-
Insurance and appraisal documents
-
Attorney or executor contact information
Having everything in one place helps your heirs or administrators act with clarity and confidence.
"My wife and I needed a simple solution for managing our growing art collection. Artwork Archive is just that. My art advisor is able to log in and assist me with managing my estate. It's great to have important financial, insurance, and provenance information at our fingertips. I especially enjoy the reports feature used to create inventory lists for various parts of my estate whether collectibles, antiques or art. It's easy to include details like insurance values, conditions and sales information." - Collector review via Capterra
Taking the time now to prepare your account ensures your collection is preserved, properly understood, and transferred according to your wishes. Whether you’re thinking about the far future or already working with an estate advisor, these tools make the process smoother and more secure.
