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 It must not be published, nor shared together with the general record.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.
52 guides
How to document the provenance of your own work: a guide for artists
A system for recording, from the studio, the history, documents and movements of each piece.
Verified on 27 September 2026
- art market
- recognition
- cultural work
Includes a downloadable resource
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Technical data sheet, certificate and invoice: what each document does
What the technical data sheet, the certificate of authenticity and the invoice each do when a work leaves the studio, and how to keep them consistent.
Reviewed on 27 September 2026
- art collecting
- art market
- cultural work
Includes a downloadable resource
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How to declare AI use in academic work
What to declare when you use artificial intelligence in academic work, where to place the declaration and a template you can adapt.
Reviewed on 27 September 2026
- generative AI
- cultural work
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How to commission graphic design for an art project
Cómo definir un encargo de diseño gráfico: alcance, materiales, calendario, revisiones, presupuesto, derechos, créditos y archivos finales.
Verified on 18 October 2026
- copyright
- cultural work
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Quotation and illustration for teaching: what Article 32 allows
The provisions of articles 32 and 39 of the Intellectual Property Act: quotation, teaching illustration, and parody, and the common points of failure in their application.
Reviewed on 20 October 2026
- copyright
- docencia
- research
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How to price an artwork
Criterios para fijar el precio de una obra: qué vendes, coste real, suelo por canal, escala coherente, ediciones cerradas, descuentos e impuestos.
Verified on 12 October 2026
- art market
- cultural work
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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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My work has been copied: how to document it and the available avenues
What to do if you find a copy of your work: how to preserve evidence, check the rights involved and choose between direct contact, the platform, the administrative route or legal action.
Verified on 28 September 2026
- copyright
- cultural work
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How to authorise the reproduction of a work
What an authorisation should specify when the image of a work is used in a catalogue, in the press, on a website, in advertising or on a product.
Verified on 28 September 2026
- copyright
- cultural work
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Authorship and works made with AI under Spanish law
What Spanish law says about the authorship of works made with AI, where the line of human contribution lies and what to document in practice.
Verified on 27 September 2026
- art collecting
- generative AI
- ontology of art
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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.