Object ID basics for appraisal workfiles
An object ID is the stable anchor that keeps an art or antique appraisal file from becoming a pile of disconnected photos, notes, invoices, and price research. It lets every record point back to one object, even when attribution or value changes.
Use this workflow for collection inventory, insurance scheduling, estate files, donation support, resale preparation, or any appraisal where provenance and condition evidence must stay traceable.
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What an object ID should capture
The international Object ID standard, maintained by the museum and cultural-property community, focuses on the minimum information needed to identify art, antiques, and antiquities. For appraisal work, those same fields also make valuation evidence easier to audit.
- Type of object: painting, sculpture, clock, mask, table, textile, vessel, print, or another clear object type.
- Materials and techniques: oil on canvas, carved walnut, cast bronze, silver, porcelain, blown glass, woven wool, or mixed media.
- Measurements: height, width, depth, diameter, image size, sheet size, frame size, weight, and units.
- Inscriptions and markings: signatures, dedications, hallmarks, inventory numbers, gallery labels, foundry marks, and purity marks.
- Distinguishing features: repairs, damage, manufacturing defects, unusual construction, labels, or other traits that identify the exact item.
- Title, subject, date or period, and maker when known or reasonably attributed.
Photograph the ID record before interpretation
Good object records begin with photographs. Take overall views and close-ups before cleaning, reframing, restoration, or removal of labels. Include scale whenever possible.
- Overall front, back, sides, underside, interior, and any separate components.
- Close-ups of marks, labels, inscriptions, damage, repairs, signatures, and hardware.
- Raking light for surface texture, craquelure, carving, dents, scratches, and tool marks.
- UV or other specialist images only when relevant and safe for the material.
- File names that include the object ID and view type, such as object-ids-art-antique-appraisals-front.jpg.
Object ID evidence table
This structure keeps identification evidence separate from valuation evidence while still tying both to one appraisal file.
| Photo | Record field | Date | Record | Value impact | What to retain | Source |
|---|---|---|---|---|---|---|
| File | Object type | Inspection date | Clear category and object name, with title or subject if known. | Defines which market and comparable set are relevant. | Overall photos and object description. | Object inspection |
| File | Materials and techniques | Inspection date | Medium, construction, manufacturing method, surface, support, and components. | Can support age, attribution, quality, and replacement cost. | Detail photos, construction notes, and material observations. | Inspection / specialist notes |
| File | Measurements | Inspection date | Dimensions and weight with units and what was measured. | Prevents mismatched comps and helps insurance replacement. | Measurement notes and scale photos. | Object inspection |
| File | Marks and inscriptions | Inspection date | Signatures, labels, hallmarks, numbers, stamps, foundry marks, and ownership tags. | Can support maker, date, provenance, title, or edition status. | Macro photos, exact transcription, location, and mark references. | Object / reference sources |
| File | Condition | Inspection date | Damage, repairs, losses, restoration, replacement parts, and stability concerns. | Controls value adjustments and saleability. | Condition map, raking light, UV notes, and treatment history. | Inspection / conservator notes |
| File | Provenance and comparables | Research dates | Invoices, labels, collection records, prior sale records, and realized market comparisons. | Links the identification record to market evidence and risk review. | Copies, timeline, sale pages, and inclusion rationale. | Owner/archive/market records |
Use IDs to keep provenance checkable
Provenance work often changes as new documents are found. The object ID should stay fixed while the record gains source notes, confidence levels, and unresolved gaps.
- Build a timeline with owner, location, document type, date, and confidence level.
- Photograph labels in place before removing backing boards, mounts, or old frames.
- Keep dealer stock numbers, estate lot numbers, and exhibition labels even when they are not maker marks.
- Separate owner-provided history from independently verified records.
- Flag sensitive gaps for cultural property, wartime loss, export, or restricted-material review.
Turn your object record into a valuation report
If you have photos, marks, measurements, condition notes, or provenance records, Appraisily can connect the evidence to an appraisal report and comparable-market support.
Make the appraisal report traceable
A signed appraisal should let the reader see how each value conclusion connects to the object record. This is especially important when attribution, provenance, or condition is uncertain.
- Use the object ID in photo captions, condition notes, comparable-sale files, and final report appendices.
- Record which photos and documents were reviewed and which evidence was unavailable.
- State attribution language clearly: by, attributed to, studio of, circle of, follower of, after, or unknown maker.
- Keep excluded comparables in the workfile with a short reason for exclusion.
- Version the report when new provenance, testing, or conservation information changes the conclusion.
FAQ
Is an inventory number the same as an object ID?
It can be, if the number is stable, unique, and tied to a complete record. A casual sticker number is useful only after it is connected to photos, measurements, marks, condition, provenance, and supporting documents.
Should I change the ID if attribution changes?
No. Change the record and attribution notes, not the ID. The point of the ID is to remain stable while research evolves.
Can object IDs help with insurance claims?
Yes. Clear photographs, measurements, marks, and distinguishing features can help identify the exact object after loss, theft, or damage and support a replacement-value report.
What if I only have a cryptic old code?
Keep it. Photograph it, transcribe it, and search related labels, invoices, and collection records. An old code may connect the item to a dealer, auction, estate, or exhibition record.
Reference links
Get an appraisal tied to your object record
Upload the object photos, marks, dimensions, provenance notes, and condition details you already have. A specialist can review the record and prepare a signed appraisal for the intended use.
