Most often conservators, preservation specialists, collection managers, and art couriers are the staff members who write condition reports for collection materials. The practice of writing a condition report is valuable because it collects information on the state of an item at a certain time, which provides a reference for future degradation or damage. Some condition reports are more extensive than others, though it is useful to have a basic condition report on file for items that are frequently circulated.
Many staff members in the heritage field write short reports on the appearance and condition of objects to record in the database. This may be done upon acquisition, prior to exhibition or loan, or when preparing an item for the vault.
What information is needed on the item to write a basic condition report (for a paper item)?
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Description Title Artist/Author Printer/Publisher Date of Execution Dimensions (cm) Media (ink, graphite, etc) Design Support/Substrate Formation (smooth or rough) Colour Thickness Surface (matte or glossy) Watermarks/Stamps Labels/Inscriptions
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Condition Warping Handling Dents/Creases Tears Cuts Abrasions Losses Holes Fingerprints Overall Staining Local Staining Adhesive Fading
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It is also recommended to take photographs of the items at the time that they are assessed, as additional proof of their condition. Photographs should be taken with a DSLR camera and under good lighting. Use a colour target placed next to the item to provide a colour reference that ensures the colouration and brightness of the photograph is acceptable. This colour target can be used to colour correct the digital file using a Photoshop program if needed.
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