Loan painting condition and custody log
Link artwork, baseline reports, observations and photos, tracking unseen areas, movement holds and treatment/installation decisions.
Baseline, arrival, display and return records remain linked.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 31 Oct 2026
- Use this for
- Link artwork, baseline reports, observations and photos, tracking unseen areas, movement holds and treatment/installation decisions.
When to use it
Link artwork, baseline reports, observations and photos, tracking unseen areas, movement holds and treatment/installation decisions.
This log does not replace institutional condition reports or conservation judgement. Do not move, dismantle or repair for photography; leave unsafe-to-inspect areas explicitly unchecked.
Start with the guide: Receiving a loaned painting and comparing condition records: a practical guideFill in the template step by step
When to use it
Open a record when preparing the work. Link later checks and changes using the same item ID.
What to have ready
- Lender’s dispatch condition report, photos and handling instructions
- Authorised inspector and opening/movement/installation scope
Link artwork/package to baseline records; distinguish receipt from examination.
Record observations, photo conditions and unseen areas without inferring cause.
Track issues, holds, decisions and return checks under the artwork ID.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Artwork/package ID and stage/time | Baseline report, photos, instructions | Observed location, feature, size | Current photos and conditions | Unseen area and comparison limits | Issue report and movement hold | Lender/conservation and install decision | Return and handover follow-up |
|---|---|---|---|---|---|---|---|
| ART01 / CR01 arrival8 Nov10:00 | COND-OUT01 and PHOTO-OUT01 | Crate received only; artwork unchecked | Packaging PHOTO-IN01 | Unopened; inspection pending | Qualified inspector called CALL01 | Opening/inspection schedule pending | Loan Lee to arrange inspection8 Nov11:00 |
| ART01-CHECK / 11:20 | Compared with COND-OUT01 | Mark observed on right frame / OBS01 | PHOTO-IN02 / conditions META01 | Rear partly obscured; cause not determined | REPORT01; further movement held | Conservator Kim review pending; no installation | Lee to check lender response12:00 |
| ART01-RETURN / 12 Nov15:00 | Arrival and display COND01–03 compared | Pre-dispatch observation OBS04 | PHOTO-RET01 / META04 | Obscured-area treatment per REPORT02 | Further issues reviewed CHK04 | Lender’s return examination pending | Carrier HAND02; Lee to receive outcome13 Nov12:00 |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Artwork/package ID and stage/time | Baseline report, photos, instructions | Observed location, feature, size | Current photos and conditions | Unseen area and comparison limits | Issue report and movement hold | Lender/conservation and install decision | Return and handover follow-up |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- Canadian Conservation Institute — Notes 10/6, condition report purposes and cumulative loan records
Adapted to link the guide’s checks with evidence, owners and follow-up records. The fields are editorial proposals, not an authority’s official submission form.
- Canadian Conservation Institute — Notes 10/7, examination precautions and damage descriptions
Adapted to link the guide’s checks with evidence, owners and follow-up records. The fields are editorial proposals, not an authority’s official submission form.