I sat with a widow who had just inherited 200 paintings. She had no list, no receipts, and no idea what was insured. When a pipe burst three months later, she couldn’t prove which paintings were in the damaged room versus the safe room. The insurance settlement dragged on for two years. In 2026, if your collection isn’t in a cloud database, it doesn’t exist.
Key Takeaways
- The Burden of Proof: You must prove you owned the item and its value at the time of loss. A memory is not proof.
- Cloud vs. Spreadsheet: Excel files on a hard drive die in the fire. You need cloud-based inventory.
- Provenance Storage: Scan every invoice, exhibition catalog, and letter. These documents add value. If they burn, the art loses value.
- Condition Reports: Your database should track the condition over time.
The “Why” (The Trap): “Records and Documents”
Policies require you to provide a “Proof of Loss” within 60 days.
This requires a detailed inventory. If you are scrambling to build this after the fire, you will miss items or undervalue them.
Also, the cost of reconstructing records is often covered, but only if you have a base to start from.
[IMAGE: Screenshot of a modern Art Inventory App interface showing photos, value, and location]
The Investigation: I Called Them
I tested the top inventory tools for insurance compliance.
1. Artory (Blockchain Based)
- Feature: Immutably records provenance on the blockchain.
- Insurer View: Insurers love this. It prevents fraud.
- Cost: Freemium to Monthly Subscription.
2. Collectrium (Christie’s owned)
- Feature: Integrates with auction data to show daily value updates.
- Pro: Alerts you if you are underinsured.
- Con: Expensive.
3. Google Drive (DIY)
- Feature: Folders of photos.
- Risk: Disorganized. Hard to export a clean “Schedule of Insurance” for the broker.
Comparison Table
| Method | Security | Insurance Utility | Cost |
| Paper Files | Low (Burnable) | Low | Free |
| Excel/Dropbox | Medium | Medium | Free |
| Dedicated App | High | High (One-click reports) | 20−20− 100/mo |
Step-by-Step Action Plan
- Digitize Everything: Spend a weekend scanning receipts. Name files “Artist_Title_Year_Invoice.”
- Photograph Context: Take photos of each wall in your house. This proves the art was actually hanging there.
- Back Up Offsite: Ensure the data is not on a server in your basement (which could flood).
- Share with Broker: Send the exported PDF schedule to your broker annually.
FAQ Section
Is the inventory software tax-deductible?
For investors/dealers, yes. For personal collectors, usually no.
Can I use a spreadsheet?
Yes, but ensure it has columns for: Artist, Title, Medium, Dimensions, Date Acquired, Purchase Price, Current Value, and Location.
What is an “Object ID”?
It is the international standard for describing art (used by the FBI/Interpol). Good software uses these fields automatically.