Reviewed as of 10 October 2026. This guide offers professional practice guidelines. If you spot an error, write to me.
A documentation photograph should not embellish the work, but let you identify and examine it without having it in front of you. A single well-prepared session can produce the images needed for the dossier, the inventory, the catalogue, an open call and, in certain cases, the Intellectual Property Registry.
Prepare the artwork and the space
- Remove surface dust only using a procedure that is safe for the material.
- Position the artwork so that it is level and stable.
- Use a neutral background that is clearly distinguishable from the edges of the work.
- Avoid mixing light sources with different colour temperatures.
- Switch off or cover sources that produce uncontrollable reflections.
If the artwork is framed behind glass and cannot be safely dismantled, document that condition as well.
Light
For a flat artwork, use two similar light sources positioned on either side at an equivalent distance and angle. The standard reference of approximately 45 degrees is a starting point, not an invariable rule: adjust the position until the lighting is uniform and does not generate reflections.
- Avoid front-on camera flash and direct sunlight.
- Diffuse the light if harsh areas or glare appear.
- On glossy surfaces, polarisation can reduce reflections; cross-polarisation requires filters on both the light sources and the lens.
- For sculpture or relief, combine a primary light that reveals the volume with a softer fill light, without erasing the shadows necessary to understand the form.
Framing
- Use a tripod whenever possible.
- Keep the camera sensor parallel to the surface of a flat artwork.
- Centre the camera in relation to the piece to avoid convergent distortion.
- Photograph the entire artwork, including a small margin to allow for precise cropping.
- Do not include the frame unless it is part of the artwork or requires documentation.
In addition to the general view, record the following when relevant:
- surface and details;
- signature and inscriptions;
- reverse;
- labels, stamps and numbers;
- frame, mounting and suspension system;
- damage or alterations.
For a sculpture, take enough views to understand the volume. The Intellectual Property Registry requests three digital photographs that allow for a three-dimensional appreciation of a sculpture; documenting it may require more. For drawing and painting, it requests a photograph that allows for its complete identification.
Colour and scale
Include, at least in one reference shot, a colour chart or grey card placed next to the artwork under the same lighting. Use this to adjust the white balance and exposure. If the dimensions cannot be easily deduced, add a scale in a separate documentary shot.
No uses ajustes destinados a «mejorar» la pieza. La edición debe aproximar el archivo a la obra observada bajo una iluminación controlada, no intensificar colores, eliminar marcas existentes ni reconstruir detalles.
Files
- Keep the RAW file when the camera allows it.
- Generate a high-quality master without successive resizing; TIFF may be useful, but the chosen format must be part of a maintainable archiving strategy.
- Create JPEG copies in sRGB for sending and for screens.
- Do not overwrite the master with delivery versions.
- Read the terms of each open call: format, dimensions, resolution, profile and maximum file size vary.
Name files in a stable and understandable way, for example:
surname_title_year_view.jpg
Link the images to the inventory number of your master artwork record, especially when titles are repeated or variable.
Metadata
The IPTC standard allows for the incorporation of descriptive and rights information in JPEG, TIFF and other compatible formats. Visible names vary depending on the software, but it is advisable to review at least:
- Creator: the person who took the photograph;
- Copyright Notice: copyright notice for the photograph;
- Credit Line: credit required when publishing the image;
- Title or Headline: brief title of the image;
- Description: identification and description of the artwork;
- Date Created: date the photograph was created.
If the artwork and the photograph have different authors, do not confuse the two. The IPTC standard also provides specific fields to identify the artwork or object represented.
Agreeing in writing on the authorship of the photographs, the permitted uses and the form of the credit avoids conflict when another person is working.