Art Tracker Professional Logistics Guide - Museum Suite for Windows

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Advantage Help > Solutions > Museum Suite > Art Tracker

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Art Tracker

The Art Tracker solution is a specialized framework and app for Windows PCs. Best for: Corporate Offices, Hospitals, Universities, and Multi-Building Organizations. Take the chaos out of managing a distributed collection. Designed for active logistics, this professional tool excels at real-time location tracking and automated audit scheduling. Monitor your high-value assets across multiple floors or buildings with dedicated fields for insurance valuation, installation requirements, and movement logs.

Topic	Description
Purpose	Provides a standardized framework for documenting, tracking, and valuing fine art assets, including paintings, sculptures, and multi-media works.
Data Structure	The solution is organized into six core windows: Object, Details, Location, Status, Acquisition, and Media documentation.
Key Art Fields	Includes specialized tracking for Artist, Edition, and Financial Valuation to manage the unique market-driven aspects of art collections.
Our Services	We provide expert services for custom solutions and seamless data transfer from your existing spreadsheets into the Museum Suite environment.
Download	If the solution is not yet installed, please visit our download page to retrieve and set up your software.

Review the entry/view pages and descriptions of data fields and samples below, and you are ready to manage your art pieces.

1. Quick Start: Open Art Tracker.

After installing the Museum Suite Advantage, click the TABLE dropdown in the software and select ART_TRACKER to load.

2. Object Page : Primary identification and classification of the item.

Field Name	Explanation	Data Entry Sample
ID	Unique system-generated identifier for the record.	30088
OBJECT_TYPE	The general classification of the artwork.	Painting
TITLE	The formal name of the artwork.	Sunset over the Ridge
ACCESSION_NO	The unique number assigned upon formal acquisition.	2026.12.05
CATEGORY	The thematic department or movement.	Impressionism
COLLECTION	The specific sub-collection or gallery grouping.	Contemporary Landscapes
ARTIST	The primary creator of the work.	Elena Moretti
ROLE	The specific role of the creator (e.g., Painter, Sculptor).	Painter
CREATED	The date or year the work was completed.	2024
MEDIUM	The primary substance used (e.g., Oil on Canvas).	Oil
EDITION	The number of the print or cast (if applicable).	N/A (Original)
KEYWORDS	Searchable tags for quick filtering.	Landscape, Warm Tones, Palette Knife
DESCRIPTION	A detailed physical summary of the artwork.	A vibrant landscape featuring heavy impasto textures.
THUMBNAIL	A small reference image file for quick identification.	sunset_thumb.jpg

3. Details Page: Specific physical attributes and custom user data.

Field Name	Explanation	Data Entry Sample
FORMAT	The shape or orientation of the work.	Landscape
HEIGHT	The vertical measurement of the work.	60
WIDTH	The horizontal measurement of the work.	90
DEPTH	The thickness of the work (if applicable).	5
LENGTH	The longitudinal measurement (if applicable).	N/A
DIAMETER	The measurement across a circular work.	N/A
WEIGHT	The physical mass of the object.	4.5
UNIT_MEASURE	The system of measurement used (cm, in, kg).	cm / kg
DISPLAY_NOTE	Special instructions for hanging or exhibiting.	Requires reinforced wall anchors.
MARKINGS	Signatures, dates, or stamps found on the work.	Signed "E. Moretti" bottom right.
PHYSICAL_NOTE	General observations regarding materials or frame.	Gilded wood frame with protective glass.
USER1 - USER5	Custom fields for internal gallery tracking.	[Artist File #99]

4. Location Page: Current whereabouts and physical state of the object.

Field Name	Explanation	Data Entry Sample
LOCATION	The specific site or venue of the item.	Main Gallery
BUILDING	The specific building where the item resides.	North Wing
FLOOR_ROOM	The floor and room identifier.	2nd Floor, Room 204
VERIFIED_DATE	The last date the location was physically confirmed.	2026-03-20
LOCATION_NOTE	Specific placement details within the room.	West wall, between windows.

5. Status/Condition Page: Current whereabouts and physical state of the object.

Field Name	Explanation	Data Entry Sample
OBJECT_STATUS	The current state (On Display, Sold, Consigned).	On Display
STATUS_DATE	The date the current status was assigned.	2026-04-01
RIGHTS_STATUS	Copyright or reproduction rights ownership.	Artist Retains Rights
STATUS_NOTE	Additional information regarding the current status.	Reserved for Fall Auction.
CONDITION	The overall physical health of the artwork.	Excellent
CONDITION_DATE	The date of the last condition report.	2026-01-15
CONDITION_NOTE	Specific details on preservation or wear.	Varnish is stable; no crazing.

6. Acquisition Page: Information regarding how the object entered the collection.

Field Name	Explanation	Data Entry Sample
CATALOG_DATE	The date the item was cataloged.	2026-12-10
CATALOG_NO	Internal catalog tracking number.	AT-1055
CATALOGED_BY	The staff member who performed the entry.	Sarah Vance
ACQ_DATE	The date the artwork was acquired.	2026-12-05
ACQ_METHOD	How the item was obtained (Purchase, Gift).	Purchase
ACQ_SOURCE	The gallery or artist the item came from.	Moretti Fine Arts
CREDIT_LINE	Public acknowledgment text.	Purchased through the Heritage Fund.
PURCHASE_COST	The original price paid for the work.	12500.00
CURRENT_VALUE	The most recent appraised market value.	14000.00
VALUE_DATE	The date of the most recent valuation.	2026-02-10
SOURCE_NOTE	Private contact details for the source.	Contact: info@morettiart.it
FINANCIAL_NOTE	Notes on taxes, commissions, or insurance.	Insured under policy #AX-123.
PROVENANCE	Historical record of ownership and exhibitions.	Direct from artist to gallery.

7. Image Page: Management of high-resolution visual records.

Field Name	Explanation	Data Entry Sample
DOC_DESCR	Description of the attached document.	Certificate of Authenticity
DOCUMENT	File path or upload for related paperwork.	coa_moretti_01.pdf
IMAGE_RIGHTS	Usage permissions for the digital image.	Press and Educational Use.
IMAGE_DESCR	A brief description of the primary photo.	High-res studio shot of painting.
IMAGE	The high-resolution image file.	sunset_ridge_final.tif