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 It must not be published, nor shared together with the general record.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.
8 guides
Reproducing third-party works in an exhibition
Exhibiting a loaned work does not authorise reproducing it in the catalogue, on the website or on social media. What an exhibition organiser must clear and how to ask for it.
Reviewed on 1 October 2026
- copyright
- artwork documentation
- cultural policy
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Artificial intelligence in exhibitions and institutions
57% of the museums that responded to a global UNESCO and ICOM survey use AI and 55% have no internal policy. What the law requires and what an institution must decide.
Reviewed on 4 October 2026
- copyright
- generative AI
- cultural policy
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Selling a painting is not selling its rights
Why buying a work does not transfer its exploitation rights, what the law allows the owner of the copy to do and what a contract should specify when the artist authorises a use.
Verified on 27 September 2026
- art collecting
- copyright
- art market
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Buying digital art: files, rights, certificates and preservation
Qué puede recibir quien compra una obra digital: archivos, soporte, acceso, certificado, mantenimiento y licencia, con o sin token.
Verified on 18 October 2026
- digital art
- art collecting
- copyright
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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
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How to request a licence and a quote from VEGAP
If the author of a work is in VEGAP’s repertoire, that is where you ask for permission to reproduce it. What information to prepare, how to read the quote and what to do if there is no agreement.
Reviewed on 1 October 2026
- copyright
- cultural policy
- cultural work
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How to read an image licence and credit it
A museum offering an image for download does not mean you can use it for anything. How to read the rights statement of each file and how to credit it properly.
Reviewed on 1 October 2026
- copyright
- artwork documentation
- research
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Commissioning an artwork
Commissioning an artwork, or accepting a commission, works best with a written agreement. What it should say about the work, deadlines, price, changes and rights.
Verified on 1 October 2026
- art collecting
- copyright
- artwork documentation
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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.