An inventory is effective only if the description of the object allows it to be identified without ambiguity. Generic wording such as "oil on canvas, landscape" offers no protection in the event of theft, damage or dispute. Object ID was created to overcome this limitation, providing a minimum set of descriptive data adopted internationally, which can be compiled even by a non-specialist, provided it is done methodically.

The nine fundamental categories

  • Type of object: the category of the item (e.g. painting, sculpture, clock).
  • Materials and techniques: what the object is made of and how it was made.
  • Measurements: precise dimensions with the unit of measurement stated (for framed works, height and width without the frame).
  • Inscriptions and markings: literal transcription of signatures, dates, dedications, stamps, numbers and labels, respecting the spelling and any errors.
  • Distinguishing features: craquelure, losses, restorations or particular features on the reverse. These are to be documented objectively (avoiding vague terms such as "good" or "fair") with text, photographs and, where useful, sketches.
  • Title: the name of the work.
  • Subject: a description of the image, in both specialist and plainly descriptive terms.
  • Date or period: the exact date or the reference time span.
  • Maker: artist or cultural context, with the degree of attribution made explicit (attributed to, workshop of, circle of, follower of).

Additional information, ownership and photographic documentation

The standard also provides for a short description and, where available, the inventory number, written documentation, place of origin or discovery and documented date. In inventory practice, a unique and non-invasive identification number, an indication of ownership (individual, spouses, company or trust), the location and the date of compilation are added.

Photography is an integral part of the standard: the work as a whole, the reverse, details of inscriptions, signatures, marks, distinguishing features and damage, with a scale reference in the shot.

Notes on use and confidentiality

  • The scope of the tool: Object ID is a minimum standard of identification; it does not replace advanced scholarly cataloguing or an analytical condition report.
  • Confidentiality: the inventory, locations and identifying details are shared only with those who need them, such as the insurer, the appraiser and, in the event of theft, the police.