Art Handling, Storage and Preservation

[NOTE: This documentation is in process as of 11/2015; it was copied from older documentation and needs to be updated. -EG]

Permanent Art Collection: Physical Processing Procedures [OLD DOCUMENTATION]

NOTE - Only follow these directions for PERMANENT additions to the collection. Items on DEPOSIT/LOAN SHOULD NOT be tagged, etc.

Physical Processing

• 1. Framed artwork

i. Place Pacific University Property Tag on back lower left corner.

ii. Complete a Permanent Art Collection Label and place on back upper right corner.

• 1. Unframed paper works

i. Write in pencil accession number on back of artwork.

1. Drawings/Watercolors:

a. Accession number is marked in pencil on the reverse of the work and on the mat.

2. Prints

a. The accession number is marked lightly in pencil, on the reverse, on a lower corner in the margin. If the print is hinged in a mount, the number is placed on the unhinged end. The mount or mat is also numbered.

• 1. Paintings

i. Place Pacific University property tag on wooden stretcher.

ii. Ideally, the accession number is applied on a nail polish undercoat with ink and a nail polish overcoat. Be sure that layers dry thoroughly. Use a contrasting ink (black or white). The number is applied to the stretcher and the frame. (Due to time constraints, the accession number has been penciled on to the stretcher.)

iii. Fill out and place Permanent Art Collection label to corner of frame, do not stick to back of canvas.

iv. Add property tag information to acquisitions form.

• 1. Sculptural/Decorative pieces

i. Version 1:

1. Place property tag on base if large enough.

2. Create a small label with accession number and place on bottom of base or inside of item if it’s a bowl.

ii. Version 2:

1. The number is applied in ink with nail polish undercoat and overcoat, at the lower rear base, where it can be seen without having to lift or move the sculpture, or, if there is no base, in an inconspicuous place not likely to be worn by handling.

1. Photograph artwork and follow documenting procedures.

2. For artwork needing

   1. Framing, place in the To be Framed section and place paperwork in Framing folder. Notify Placement committee person that artwork is ready to be framed.

   2. Not needing framing and assigned a placement, set in the Reserved Art section. Notify Placement committee person that artwork processing is complete.

   3. Not needing framing and not assigned a placement, set in appropriate place in cage.

Processing (after framed)

1. Retrieve corresponding acquisitions form from Framing folder.

2. Add Pacific University Property Tag on back lower left corner.

3. Add tag number to Acquisitions form.

4. Add Permanent Art Collection label on back upper right corner.

5. Apply accession number to frame using an undercoat of nail polish with ink and a nail polish overcoat. Be sure that layers dry thoroughly. Use a contrasting ink (black or white).

6. For artwork

   1. Ready for placement, set in the Reserved Art section and notify placement committee person that processing has been completed.

i. Art Placement Committee person, places a Work Request for hanging.

http://www.pacificu.edu/offices/finance/fm/workrequest/

ii. Attach a copy of the Work Request to artwork. To print the Work Request, go to File/Print in the internet browser toolbar.

• 1. Not assigned a location, set in appropriate area in cage and file completed Acquisitions form in folder for cataloging.

Areas of the Cage

The cage has signage describing the availability of the artwork placed in each area.

Areas described above are suggestions for this procedure:

· Processing Area – back table against the brick wall to the right.

· To be Framed – back table against the brick wall to the left.

· Reserved Art – Center tables.

Contact List

Patsy Charlesworth (Purchasing Coordinator/Business Office): Property Tags

Kathy Read (Director of Advancement Services/University Relations): Donation information

Mark A. Brist (Facilities Engineer): Art hanging and artwork display labeling and holders

Notes:

Artwork processing labels are printed using mailing labels 2 x 4 inches, 10 per sheet, Avery 8163/5263 with a color printer.