Two fundamental steps to help mitigate losses, both physical and financial, to collectibles from catastrophes are 1) ensure collections are insured, 2) implement a specific and actionable emergency plan.
You should consider consulting with a risk advisor and collections specialist, such as conservators and art handlers, to assess and abate vulnerabilities, establish secure storage options and confirm who to contact after a disaster for damage control. In the event of a loss, streamline recovery efforts by keeping documentation tools on hand, such as a camera, chargers, notepads, flashlights and archival or non-reactive gloves to move art to a safe area. Maintaining current valuations and updating your insurance accordingly are also an essential component to these risk management efforts.
Artwork Maintenance, Handling and Storage
Transit Related Risks
Transportation remains one of the most frequent causes of damage to artwork [1]. Even with careful packing and handling, vibrations, humidity fluctuations, human error and accidents during transit pose threats. Risk of loss increases for longer and international shipments and when there are multiple stops and parties involved. To help reduce the possibility of loss as well as help expedite resolution in the event of damage during transit, consider the following:
- Choose Specialized Transport and Handling Companies: Select vetted and reputable logistics providers specializing in fine art transportation. These companies employ experienced and professional trained handlers. Ask whether the trucks have two handlers, remain attended, and feature GPS, alarms, air-ride suspension, and climate controls. The shipment quote should also include unpacking, installation, and disposal of packing materials.
- Ensure Proper Packing for Safe Transit: Work with professional handlers to securely pack artwork specific to value, size, medium, framing, age, condition, and travel distance. Soft packs, slipcases or shadow boxes may be sufficient for lower-value or short transits, while travel frames or custom crates are often warranted for high-value or long transits. Packing materials should never touch an artwork’s surface. For new acquisitions, confirm packing responsibilities with the seller or shipping company, and for loans, review packing and shipping plans with the borrowing institution.
- Document Condition Before and After Transit: Maintain detailed condition reports with images for each work. Reports should be completed prior to pick-up and cross-referenced upon arrival to identify any discrepancies or concerns. Furthermore, this encourages accountability and provides evidence in case of damage or disputes.
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