You can keep an object for a long time without gathering the information needed to describe it precisely to someone who has never seen it. A photograph on a phone, an invoice in another folder and a name passed on by word of mouth do not yet amount to documentation that is easy to find.
An identification framework proposed by ICOM
Object ID provides a structure for describing cultural and artistic objects. ICOM sets out nine categories: object type, materials and techniques, dimensions, inscriptions and marks, distinguishing features, title, subject, date or period, and author.
The process involves taking photographs, collecting this information, adding a short description and keeping the file in a safe place. Its purpose is, in particular, to make it easier to identify and search for lost or stolen objects.
This documentation framework is not an assessment of authenticity, a financial valuation or sufficient proof of ownership. Filling in a form does not turn an uncertain attribution into an established fact.
Separating observation from information received
To put together your file, we suggest distinguishing between what you can see, what a document says and what remains to be checked. A visible inscription can be photographed and transcribed. The supposed identity of its author requires a different kind of justification.
This distinction is particularly useful when a family story accompanies an object. The account is worth preserving, along with its origin and date, without automatically presenting it as proven provenance.
| Information | How to preserve it |
|---|---|
| Inscription observed | Legible photograph and faithful transcription |
| Information from an invoice | Copy of the document and reference |
| Recollection passed on | Name of the witness and status as testimony |
A file you can actually find
A simple system is better than an ambitious filing scheme abandoned after three forms. You can assign the object a personal reference and use it in file names, without altering the object itself. Documents received should be kept in their original form.
It is also useful to date your own notes. If information is corrected later, keeping a record of the change helps preserve the reasoning that led to the new result.
The aim is to be able to pass on a collection of information that others can understand, not to accumulate artificial certainties. When a question of attribution, ownership or value arises, the documentation makes it easier to consult a suitably qualified professional; it is no substitute for their work.
Sources
Sources consulted on 1 October 2026.
