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 photographs beside the object and annotate them in the condition workflow. Mark visible findings, record pre-existing condition, and keep each observation connected to the artwork record for later review.
- Photo capture integrated into the mobile condition workflow
- Damage marking tools to pinpoint and describe pre-existing conditions
- Condition images kept with the relevant artwork record
- Annotation tools for circles, arrows, and text notes directly on photos
Stage-Based Condition Inspections
Document observed condition at important handling stages such as collection, intake, packing, transfer, and release. Structured observations help the team capture specific, factual findings in a repeatable format.
- Structured inspection templates for intake, storage, packing, transfer, and release
- Condition observations connected to the same item used for movement records
- Factual notes, photographs, annotations, and handling context in one report
- User review remains required before AI-assisted suggestions are saved
Before and After Comparisons
Comparison views help reviewers examine photographs and observations from different handling stages. Staff can review documented changes while keeping the original images and notes connected to the item.
- Side-by-side comparison of documented condition images
- Zoom and pan tools to examine details across comparison images
- Multiple images and observations kept within the artwork's condition history
- Review condition documentation without searching unrelated folders or camera rolls
Professional PDF Report Generation
Generate a PDF condition report for authorized client, insurer, or internal review. The report can bring photographs, annotations, and recorded observations into a portable document.
- Reports combining recorded observations, photographs, and annotations
- PDF output for controlled offline review and recordkeeping
- Printable document output when a physical copy is required
- Files that can follow the organization's approved sharing process
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.