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Old 04-01-2012, 12:13 PM
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BitsOfNature BitsOfNature is offline
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Someone has probably already thought about this...tracking what piece/what show

The local art association I'm a member of is presumably like most: they won't let you enter a piece for a show/competition that has already been in one of their previous shows. Makes sense. Now I wish I had started two or three years ago to keep better track, as I entered two into a recent show only to remember as I was dropping them off that I had already entered one of them previously! Happily the second piece took second place (darn -- maybe I should have entered that one "first").

So too late I've come up with a solution I wish I had done quite a while ago: tape a small piece of paper to the wire hanger, and note on it all of the shows it was in/prizes. Sure, I can track this in a spreadsheet or Word doc, but i thought this way I never have to remember what file I stashed that info in, and a subsequent buyer might even enjoy the "provenance."

As I said, someone has probably already thought of this but thought I would share anyway.

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Dale
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Old 04-06-2012, 08:45 AM
Abstract1 Abstract1 is offline
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Re: Someone has probably already thought about this...tracking what piece/what show

Good idea. I will be interested to hear what other systems people use.
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Old 04-06-2012, 01:09 PM
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Re: Someone has probably already thought about this...tracking what piece/what show

Some people use programs that are already invented. One is called ArtWorks I believe (the cheaper one) and then there is another more complex and expensive one called ArtSystems. I haven't checked in years for others but I am quite sure there are plenty more by now. You're idea about taping something to the back works too.

I have a database that I built myself. It's not a program. But like you said, you could use a spreadsheet in Access or something like that (I'm not sure what the Mircosoft programs are for databases are - I know Works is one.)

I used to do it all in paper logs. I'm glad I did that so I had data to enter into my database!

My database is quite complex and custom made for what I need. It was built in MySql and PHP and is accessed through a web browser. I made an interface so I can add data easily. It keeps track of...

Work number, title, size, special shape, date completed, medium, series, type, where created, where shown, where/if published, images/detail images, current location, price, availability status, sale type, date sold, sold to, sold for, visible on site Y/N?, notes.

All this interacts with my website, but of course most of this data is hidden from the user's side view.

I did all this so I would not have to enter data in more than one place.
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Old 04-06-2012, 09:05 PM
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Re: Someone has probably already thought about this...tracking what piece/what show

Consider Artist's Butler by Lynn Davison who is married to the artist Lynn Davison. He designed this program for his wife. It sells for $35 last time I checked.

I have been tracking artwork for many years. I take a photo and start a page in a notebook. I then list show entries, years, awards (if any), notes or thoughts on the show and if I might consider entering that show again. I also track who it sold to, how much was paid, name, address and any notes on installation or the buyer that might be useful.
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Old 04-06-2012, 09:12 PM
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Re: Someone has probably already thought about this...tracking what piece/what show

when you enter a show there is always a form to fill out that lists the works, prices and descriptions. I just photocopy the form, and keep them in a binder that has a section for each of the guilds/galleries/shows that I enter. When guild xyz has their annual show I can check and see what I've put in so that I don't repeat myself. Fast, simple, and works for me.
I've tried keeping a data bank for individual works, but this is easier since I'm quite prolific, and do a lot of shows.
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Old 04-07-2012, 01:46 PM
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Re: Someone has probably already thought about this...tracking what piece/what show

From a collector's standpoint, this is all valuable information and is important to the provenance of a work.

I'd definitely include this information in some form with any artwork.
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Old 04-10-2012, 07:23 PM
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Re: Someone has probably already thought about this...tracking what piece/what show

You've all got the juices stirring for me. I've been tracking the essentials (when created, # prints, # sold) in a spreadsheet but I guess I need to expand on that a bunch, adding in awards, shows, etc.

Thanks for the ideas everyone!
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Old 04-11-2012, 06:16 AM
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Re: Someone has probably already thought about this...tracking what piece/what show

I could have sworn I replied to this earlier!

I use Flick for my database and there is a section for recording exhibitions for each work. To be honest I haven't filled in all of that but I do have a folder (on computer) of the consignment forms for every show. Even if it's a handwritten form for something I do a list on the computer and save it too.

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