What to do if a work is damaged

Verified as of 10 October 2026. This guide offers general first-response guidelines and does not replace the work of conservation-restoration professionals, the emergency services or the terms of an insurance policy. If you spot an error, write to me.

A fall, a leak, a knock during transport or soot from a fire can get worse if you act without a method. The first response is not to restore the work, but to protect people, stop the risk when it is safe to do so, prevent further damage and keep the information that conservation, the owner and the insurer will need.

1. Protect people first

Do not enter an area with fire, smoke, water near electrical installations, an unstable structure, chemical products, significant mould or a risk of collapse. Follow the instructions of the emergency services and do not retrieve a work until access is confirmed as safe.

If the incident happens in an institution, activate its emergency plan and tell whoever is coordinating the response. Conservation of the object begins once the danger to people has been brought under control.

2. Stop the cause, do not repair the work

If you can do so without putting yourself at risk:

cut off or contain the entry of water;
separate the work from a source of heat, vibration or dripping;
prevent access to the area;
stabilise the immediate environment;
prevent other pieces from suffering the same damage.

Do not clean, glue, varnish, flatten, retouch or remove adhered materials. Do not use dryers, heaters, solvents, household products or adhesive tape. An apparently minor intervention may displace fragments, set dirt, alter surfaces or complicate subsequent treatment.

3. Do not move the work unless it remains in danger

Before touching the work, assess whether staying where it is poses a greater risk. A painting with lifting paint, broken glass, an unstable sculpture or a wet work can be damaged further during an improvised move.

If moving the work is essential:

clear the route and the destination area beforehand;
use sufficient support and more than one person when the weight or size requires it;
hold the frame or stable structure, never a fragile area;
keep elements belonging to the same work together without allowing them to rub against one another;
record the point of origin and the destination of the move.

Do not handle a painting whose surface is coming away. Handle only paintings whose paint layer and frame or stretcher are stable.

4. Document before intervening

Documentation should start as soon as the area is safe. It helps you plan stabilisation, track where each element is, show due diligence and support an insurance claim.

Record:

date and time;
exact location;
known or apparent cause;
people present;
general condition of the area;
position of the work before moving it;
visible damage;
detached fragments;
packaging, support, frame, plinth or display case;
initial measures taken;
each subsequent move.

Take general and detailed photographs with a scale when possible. To prepare technically useful images, see how to photograph your artwork for your dossier and catalogue. Do not reorganise the scene before documenting it, unless an immediate risk exists. Then compare the images with the previous condition report.

Always distinguish between what you observe, what someone has communicated and the cause you assume. Do not present a hypothesis as a confirmed fact.

5. Preserve fragments and evidence

Collect fragments only when it is safe to do so and does not involve touching an unstable surface. Do not attempt to fit or glue them back together.

Use independent, clean containers or bags when the material permits.
Prevent fragments from rubbing against one another.
Label each container with the work, the area and the location where it was found.
Photograph the fragment before storing it.
Keep packaging, straps, screws, fittings and anything else related to the incident.

Do not discard a wet box, a broken suspension or protective material until they have been documented and the insurer, the carrier or the conservation specialist indicates they are no longer required.

6. If water is present

Water can induce changes within minutes or hours, and the distinct layers of a painting may react at varying rates. Uncontrolled air drying may promote deformation, lifting, and loss; therefore, it is advisable to contact conservation services as soon as possible.

Do not place a wet work in direct sunlight or before a heater.
Do not rub, apply pressure to, or dry the surface with paper or cloth.
Do not stack damp works.
Do not separate papers, photographs, or materials that have adhered to one another.
Do not enclose a wet work in plastic for a prolonged period.
Do not freeze or apply a generic treatment without first identifying the materials and technique.

Remove the work from further exposure to drips only if it can be moved safely. Ventilate the space and control ambient humidity where possible, without directing strong currents onto fragile surfaces. Paintings, graphic works, photographs, textiles, wood, and contemporary materials require distinct responses.

7. If there is fire, smoke, or soot

After a fire, wait for authorisation from the emergency services. Soot and ash can be abrasive or contain hazardous substances.

Do not brush, vacuum, or wash the surface without professional instruction.
Do not switch on fans that may redistribute particles.
Do not consume food or beverages in the affected area.
Use the protective equipment indicated for the location.
Pack or isolate pieces only in accordance with the recovery plan.

Cleaning depends on the material and the type of residue. It must be assessed by a specialist in conservation-restoration.

8. Who to notify

Act as soon as possible and keep all communications:

emergency services, if any risk persists;
the person responsible for the space or the exhibition;
the owner or lender of the work;
a conservation-restoration professional appropriate to the material;
the insurer or broker;
the carrier, installation, or packing company, if involved;
the competent authority, if the object is protected or the incident may constitute a criminal offence.

Do not authorise restoration, disposal, or permanent relocation before verifying who must approve it according to ownership, the loan agreement, and the policy.

9. Report the claim to the insurer

Consult the policy and adhere to its deadlines. Provide sufficient information, but do not alter or remove evidence before receiving instructions.

Prepare:

identification of the work;
insured or appraised value;
policy and claim number;
prior condition report;
photographs taken before and after;
chronology of the incident;
loan agreement or transport contract;
initial conservation estimate or report;
list of people and companies involved.

Do not conflate documentation of the damage with an admission of liability. Describe verifiable facts and leave the determination of causes and responsibilities to the corresponding investigation.

10. Prepare a single file

Gather in a single folder:

technical data sheet and inventory number;
prior condition report;
incident report or statement;
original photographs and videos;
communications;
records of the movement of the work and its fragments;
conservation report;
insurance documentation;
invoices and estimates;
authorised decisions;
final report and new photographs.

Keep the original files with their dates and do not overwrite photographs. Documentation should accompany every phase of the emergency.

Before it happens

An effective response is prepared before the accident. It is advisable to combine prevention, operational procedures, training, and coordination.

Have these to hand:

emergency and conservation contacts;
policies and communication conditions;
inventory and updated values;
condition reports;
basic isolation and documentation materials;
salvage priorities;
responsibilities of each person;
routes and temporary relocation spaces.

You do not need to run a large collection to have this minimum in place. A sheet with phone numbers, responsibilities and where the documents are kept can prevent hasty decisions.