creating a data base of your work
January 24th, 2011I have always thought of myself as fairly organized. All my photos are nicely placed in folders on my computer, and all the actual pieces are stored together in my guest room. Every piece is photographed when it is completed, and the measurement and year finished recorded. Most of this information goes onto my website, and I thought it was all well organized in my “finished artwork” folder as well.
That was until this weekend when I had an inquiry from a design firm for some images of my work. In looking at my folder, I noticed that some pieces were not included, and then I realized that some had completely slipped my mind. I needed to get my act together and make sure it was all in one place–besides the website (which doesn’t have everything, either).
So my project yesterday was to make a full data base of all my work, including photos, dimensions, year completed, prices, and any notes about in which shows the piece was exhibited or if it was sold, to whom and when. I thought this would be an ongoing project that would take a while, but I was pleased to see that it didn’t take as long as I had thought.
To begin with, I made a list of all pieces and all the appropriate information in a spread sheet. No, I had never used a spread sheet before, but it wasn’t quite as scary as I had suspected. The good news is that all I had to do was list them as I remembered them and then the spread sheet organized them for me alphabetically (I considered organizing by year completed, but I just can’t remember what was finished in what year, so that seemed more complicated).
Once I had a complete list (some info still needs to be filled in, mostly dimensions on some pieces that have never been submitted to any shows) I was able to make sure every piece in the data base was also pictured in a folder. I was really surprised that despite the fact that every piece had been photographed, that more than half of them were not in my “finished work” file. But the search function on my computer was able to locate all of them, and pop them into the new “complete database of work” folder for me. Once the photos were all included (and arranged alphabetically just like the data base list) I took some time to go through them and make sure all the sizes were at least similar, and that they were all named consistently–that means title of work, year completed, dimensions. By naming them this way they fall into the file in the same order as the list, making them “line up” perfectly. Some had my name on them–some first name, some last name, which meant they were not in any order at all. Was this boring? Yep. Am I glad I did it? Yep.
For my purposes, I was also able to separate all the quilts made specifically for my two books, and although those are in the data base (with the book listed in the notes section) the photos are in separate folders by book, all included in the main folder. This keeps them in the record, but separate and apart from those available for exhibiting and sales.
Now I have one folder with the full list and all pertinent info and a photo record of everything I have done. This will serve me well for more than one reason. First of all, I have a record of everything, and whenever I need to find a specific piece, or have a need like the one that started this process, I can find it all in one place. Entering shows, I will be able to look at what I have and make a quick appraisal of what might be appropriate. I may have to change the photo names when I send them off to other places, but that will be with copies of the photos so that the original file will remain untouched.
This also gives me a complete list of all pieces and sizes for insurance purposes. Not all of my work has been appraised, but having a complete list will help me if anything ever happens. At least I will know what was lost.
Using a data base also allows me to do sort by in different ways–so if I want to see what was completed by year, I can have the data base show me that.
I will admit that once I knew everything was in one place, including where each piece was exhibited or sold, and all the dimensions and prices (I had price lists but they were in a separate folder) I was able to sleep better, knowing that it was all well organized and easily retrieved.
Was it fun? Nope. Do I recommend it? Absolutely. Well worth the trouble. Now that I am up to date and organized, as each piece is completed, I will add it to the data base and photo file right away. Ahhhhh.


















