Hello Glenn and PAN Colleagues,

The question goes to the heart of public art collection record use. Typically they are used for archives, maintenance and publicity purposes.

In my experience and training, more formal PA archives create Authority Records (or Files) to hold all information regarding a commissioned artwork.  This includes the RFQ, contract, artist's statement or original proposal, subcontractors, architectes, engineers, etc.   This should be in hard copy and digital formats and in archived records.

A subset of that is the artwork Maintenance File/record, which may include one or more citations of objects that comprise the total artwork. This file contains material specifications and itemized treatments. One bronze in an artist's sidewalk septet, one mosaic niche in a larger subway station treatment or one tarred tree trunk in an untitled earthwork, would have a unique file of damage, treatment, repair or replacement. It contributes to the authority record but should only be accessed by the collection manager.

Another subset is the Public File holding approved descriptive texts, images, video and attributions that may be used on the entity's website and publications. 

Of course, a smaller program would not have three separate records, but judiciously parse information.

Good luck!

Helen Lessick
HelenLessick.net



On Wed, 11 Mar 2020 at 08:11, Glenn Weiss <glenn@culturalcouncil.org> wrote:
PAN,

Is there a standard for collections regarding objects and artworks.  How are you recording?  Separate records or one record?

 Here are some examples:
1.  A series of separate objects that merge together into one artwork.
2.  A series of individual artworks that are displayed together as the artist originally conceived.
3.  Very separate objects in the city that were created by one artist at the same time.
4.  A series of murals or 3D forms that can stand alone but at presented as a unified vision.
5.  A series of artworks such as bike racks or traffic cabinet wraps that have minor transformations.

Thanks.

Glenn Weiss
Director, Public Art Program
Cultural Council of Greater Jacksonville
Cell:  561-665-0029
Text:  561-665-0029 or 5616650029@tmomail.net

Public Art Project Managers Available for Assistance
Cultural Council Main Phone:  904-358-3600
Hilda Ettedgui, hilda@culturalcouncil.org 



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