Location is one of the easiest fields to postpone and one of the most useful fields when a question comes up. A work may move from a wall to storage, from storage to a framer, from one family home to another, or from a private room to a temporary display.
A location inventory does not need to expose sensitive addresses or security details. It should be private, practical, and specific enough for the collector or steward to find the work.
Use practical location names
Choose names that make sense inside the household or collection: dining room north wall, upstairs hall, studio flat files, framed works storage, family office, or with framer. Avoid adding more sensitive detail than the record needs.
Date each movement
When an artwork moves, record the date, previous location, new location, and reason if useful. A simple movement note can explain why new condition photos, framing documents, or storage records appear around the same time.
Keep movement and condition connected
If a work is moved, rehung, reframed, or stored, add a current photo and a short visible condition note. Later, the location record and photo record can be read together.
Use a location checklist
| Field | Example | Private boundary |
|---|---|---|
| Current location | Upstairs hall, east wall. | Use the level of detail you need to find it. |
| Movement date | Moved to storage on 4 May. | Keep dates factual and brief. |
| Custodian | With framer, with family member, in private storage. | Avoid unnecessary personal details in exports. |
| Related record | New photo set, frame invoice, condition note. | Attach documents as context, not conclusions. |