Label and track each canvas through a studio move using stable object IDs, matching packing references and dated condition records so pieces do not lose their history in transit. They help movers match a work to its protective package, verify that the right piece reaches the right room and distinguish existing marks from damage noticed after transport. A useful record connects the artwork's identifier, measurements, photographs, package number and destination. It should be simple enough to update during a busy move but precise enough to resolve a later question.
Give each artwork and package an unambiguous identity
Assign a short unique code to each canvas and keep one master inventory. Include a clear title or visual description, size, orientation and any associated frame or matching panels. Put the code on a removable exterior package label, not an adhesive sticker on the printed image. If a work needs a temporary tag, choose a method appropriate to its frame or protective housing. A handwritten description such as 'blue painting' is too ambiguous when several objects look similar.
A multipanel set needs both a shared group code and distinct panel identifiers. For example, identify the complete set as one record but keep its left, center and right pieces distinguishable. Photograph each panel before packing and note which package holds it. If hardware, backing boards or separate supports travel with a piece, list those components too. Otherwise a correctly delivered canvas can still become difficult to install because its related parts have been misplaced.
A print studio relocates eight canvases, including two nearly identical blue landscapes with different crops. If cartons are labeled only 'large blue print,' the wrong panel may return to a customer's order. Give each object an internal ID linked to its approved image, finished dimensions, exterior package and condition images. Keep personal details in the restricted register rather than on the public box. On arrival, use those IDs to reconcile the inventory and identify any newly observed scuff. This prevents an administrative mix-up from being mistaken for a production error.
Record condition before moving and at each handoff
A practical baseline record covers the front, edges, reverse where safely accessible and any outer frame. Photograph the whole work and add close-ups of visible scratches, corner gaps, dents or fabric distortions. Describe their positions with reference to the artwork's orientation. Do not press or manipulate a weak area merely to obtain a better photograph. The point is to observe condition, not to conduct a treatment examination without the right expertise.
When custody changes, record the date, person, package code, location and any visible new concern. A recipient can compare the delivered object with the baseline record before signing an acknowledgement. If something appears different, note the observation without immediately assigning blame or diagnosing its cause. This separates a factual history from later decisions about workmanship, packaging, handling or conservation. Retain relevant original photographs rather than relying on heavily edited copies.
Make the system usable for the actual move
Keep a master copy of the inventory separate from the artwork and make a practical accessible copy for the handling team. Use a consistent location convention, such as room, rack and shelf, and update the destination when each canvas is placed. Avoid placing private owner information on outward-facing shipping labels beyond what is necessary. The information should identify the package for authorized staff without advertising the artwork's value or personal history.
Establish a simple exception process. If a case is damaged, a panel lacks its expected label or the destination room changes, log the change promptly and notify the person responsible for the inventory. Do not invent an ID from memory or swap labels between visually similar objects. A temporary hold location should be recorded explicitly. Reconciliation at the end means checking physical works against the complete list, not just counting packages.
After the move, keep the condition record with the artwork's long-term documentation. It can help distinguish a problem discovered today from one visible before packing and can inform future exhibition or storage decisions. The system works best when people use consistent terms and take clear photographs rather than writing dramatic judgments. Good labels prevent confusion; good condition records preserve evidence; neither one can prove that transport was harmless without examination.