The guides are practical texts for anyone who works with art: how to document an artwork, what to review before signing with a gallery, when an artwork ceases to be protected. They differ from the articles in the Public Notebook in their function. The Notebook analyses and interprets; the guides explain how to do something and which rules, data or documents each step relies on. That is why they are updated when what underpins them changes, and each one shows the date it was last checked.
Verified means that on that date I checked every fact, rule and link against its primary source. Reviewed means that I re-read and updated the text without repeating that full check. When only Updated appears, the date corresponds to the last edit.
The guides offer general information. They do not constitute individualised legal, tax or professional advice: for a specific case, consult a qualified professional.
Total: 145
Featured resource
Master artwork record
An open-format template for keeping a consistent inventory of your work from the studio onwards. The ODS workbook brings together four sheets: master record, restricted data, gallery deposit and key. It includes validations, filters, frozen headers and an example row.
The gallery deposit sheet fills in the title automatically from the inventory number. It is a record of the works delivered, not a contract. Terms of custody, insurance, sale, commission and return must be agreed separately.
The restricted data sheet contains personal, financial and location information. It must not be published, nor shared together with the general record.
The ODS is the main resource. The CSV files let you import the master record, the restricted data and the gallery deposit record separately.
The guides are currently searched and indexed in Spanish.
10 guides
What to do if an artwork is stolen
Qué hacer en las primeras horas tras el robo o la desaparición de una obra de arte: cómo preservar la documentación, dónde denunciar, a quién informar y qué hacer si…
Verified on 29 October 2026
- artwork documentation
- provenance
- insurance
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Archiving and preserving a work created with artificial intelligence
Qué documentar y conservar para que una obra realizada con inteligencia artificial pueda comprenderse, mostrarse, transmitirse y volver a instalarse: materiales de entrada, versiones, archivos maestros, dependencias, condiciones de uso…
Verified on 30 October 2026
- digital art
- conservation
- artwork documentation
Read the guide:Read the guide
How to read a condition report for a work of art
Vocabulary for a condition report, an annotated example, and the indicators that necessitate a second opinion before purchasing, lending, or insuring a work of art.
Reviewed on 7 November 2026
- art collecting
- artwork documentation
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Training an AI model on your own work: rights, data and documentation
Qué comprobar al entrenar o ajustar un modelo con obra propia: derechos, conjunto de datos, modelo base, licencia, pesos, salidas y Reglamento de IA.
Verified on 18 October 2026
- copyright
- artwork documentation
- AI
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How to prepare a certificate of authenticity for an artwork
Qué debe contener un certificado de autenticidad, quién puede emitirlo, qué datos conviene reservar y cómo tratar ediciones, duplicados, pérdidas e intervenciones.
Verified on 29 October 2026
- artist archive
- artwork documentation
- art market
Read the guide:Read the guide
Master artwork record: annotated template
Annotated template for recording each work with a stable identifier: essential fields, restricted data, gallery consignment and downloads in ODS and CSV.
Reviewed on 27 September 2026
- artist archive
- artwork documentation
Includes a downloadable resource
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How to prepare a technical sheet for a digital or interactive artwork
Campos de una ficha técnica para obra digital o interactiva: archivos, equipos, espacio, interacción, red, instalación, mantenimiento y límites de sustitución.
Verified on 11 October 2026
- digital art
- conservation
- artwork documentation
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How to write installation instructions for a technology-based artwork
Cómo redactar un manual para montar, configurar, probar, operar y desmontar una obra tecnológica sin depender de la memoria del artista.
Verified on 18 October 2026
- digital art
- conservation
- artwork documentation
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An artist's archive and legacy
What happens to your works, your archive, your rights and your digital content when you are no longer here, and what you can decide now so that your legacy does not depend on chance.
Verified on 18 October 2026
- artist archive
- copyright
- artwork documentation
Read the guide:Read the guide
Preserving a digital artwork
Qué conservar de una obra digital y cómo ordenarlo: separar archivo fuente, máster y copia de exhibición, organizar carpetas, nombrar y versionar archivos, comprobar la integridad y mantener copias independientes.
Reviewed on 1 October 2026
- artist archive
- artwork documentation
- digital infrastructure
Read the guide:Read the guide
Corrections and contributions
If you find an error, outdated information or a better source, please write to me via the contact page. I correct confirmed errors and update the date of the affected guide.