Condition Documentation
Digital Condition Reporting for Fine Art
Protect your business with thorough documentation. Capture photos, annotate damage, compare conditions across handling stages, and generate professional PDF reports.
Photo Documentation and Annotation
Capture high-resolution photos at every inspection point and annotate them directly in the system. Mark damage locations, note pre-existing conditions, and build a visual record that protects your business against disputes. Every photo is timestamped, linked to the artwork record, and stored permanently.
- High-resolution photo capture integrated directly into the condition workflow
- Damage marking tools to pinpoint and describe pre-existing conditions
- Unlimited photo storage with automatic organization by artwork and inspection date
- Annotation tools for circles, arrows, and text notes directly on photos
Stage-Based Condition Inspections
Document artwork condition at every stage of handling: intake, storage placement, packing, internal transfer, and release. Consistent inspection templates ensure your team captures the same data points every time, creating reliable records that hold up under scrutiny from insurers and clients.
- Structured inspection templates for intake, storage, packing, transfer, and release
- Automatic prompts to inspect condition at every handling stage transition
- Consistent data capture across your entire team with required fields and checklists
- Sign-off workflows so inspections are reviewed and approved before processing
Before and After Comparisons
Side-by-side comparison views let you instantly see how an artwork's condition has changed between handling stages. Spot new damage immediately, confirm that pre-existing conditions remain unchanged, and provide visual evidence for any claims or disputes. This capability is critical for high-value works where even minor changes matter.
- Side-by-side photo comparisons between any two inspection stages
- Zoom and pan tools to examine details across comparison images
- Overlay mode to highlight differences between inspection photos
- Quick navigation between all inspection stages for a single artwork
Professional PDF Report Generation
Generate polished, professional condition reports ready for clients, insurers, and your own records. Reports include all photos, annotations, inspection data, and handling history. They can be branded with your company identity, shared via link or download, and archived for long-term reference.
- Comprehensive reports with photos, annotations, and full inspection data
- One-click PDF download for offline sharing and archival
- Print-optimized layouts for physical documentation requirements
- Shareable links for clients and insurers with optional access controls
AI-Assisted Condition Review
Art WMS also includes AI-assisted review to help staff document visible surface issues during intake and inspection. The system supports identification of common conditions such as paint chips, scratches, dents, scuffs, and surface discoloration — helping teams produce more consistent and thorough condition records, particularly during high-volume receiving or onsite fieldwork. This is a documentation aid that supports faster, more reliable reporting. It does not replace the judgment of conservators, registrars, or trained handlers.
Who Benefits from Digital Condition Reporting
From art handlers to insurance professionals, digital condition reporting provides the documentation you need to protect valuable works and your business.
Art Handlers
Document condition at every touch point to protect your team and your reputation against damage claims.
Insurance Professionals
Access reliable, timestamped condition records for underwriting, claims assessment, and risk management.
Galleries
Maintain thorough condition documentation for consigned works, loans, and exhibition rotations.
Auction Houses
Generate professional condition reports for cataloging, pre-sale inspections, and post-sale handoff.
See Condition Reporting in Action
Schedule a personalized demo and discover how digital condition reporting can protect your operations and your clients.