Transport and delivery: Digital job cards for art transporters
Digital job cards for art transporters with an object record for each work: packaging, handling, condition at departure and arrival and a recorded handover with signatures.
What a job card for art transporters should hold.
In art transport, everything revolves around the handover. The moment a work leaves the building, responsibility shifts, and again on arrival. Yet that handover often happens with a paper consignment note and a condition report filled in on a clipboard. Photos sit on a phone, the signature on paper. If a receiving gallery later reports a new scratch, someone has to work out what was already visible at departure. With a shipment containing a long run of works, it is also hard to keep track of which work is in which crate and whether everything has been handed over.
Digital job cards for art transporters
Example- 1
Prepare an object record per work
DoneEvery work in the shipment gets an object record with title or inventory number, dimensions, packaging, crate number and special instructions, such as lift by the frame only or do not tilt.
- 2
Record condition and packaging
In progressBefore packing, the condition of the work is recorded with photos and notes, together with the registrar or owner where needed.
- 3
Have the handover signed
NextAt departure the sender signs over each work to the crew; on arrival the recipient signs for receipt.
From preparation to signed-off card.
Prepare an object record per work
Every work in the shipment gets an object record with title or inventory number, dimensions, packaging, crate number and special instructions, such as lift by the frame only or do not tilt. The crew sees what is expected for each work. For an exhibition, the crew leader sees in one overview which works go into which crate.
Record condition and packaging
Before packing, the condition of the work is recorded with photos and notes, together with the registrar or owner where needed. The crew then records how it was packed and in which crate. On arrival the same record is made after unpacking, so each work can be compared immediately.
Have the handover signed
At departure the sender signs over each work to the crew; on arrival the recipient signs for receipt. Any change in condition is noted with the signature. If a courier is present, they sign as well. The job card then returns to the office as proof of the whole chain of custody.
No more paper and loose photos.
Art transporters often work with paper condition reports, consignment notes and photos on phones. Museums sometimes use their own condition report format. The digital job card can adopt that format, so the report matches what the registrar is used to. It runs on a tablet or phone carried by the crew. Condition reports matter to owner, lender and insurer; the agreements decide who receives which version.
Own condition format or the institution's
Your own format gives consistency across all shipments. Museums, however, often have a format they want to see used. The job card supports both: a standard format for private clients and galleries, and the institution's format where requested, with the same photos and notes underneath.
Condition by crew or by conservator
For most works an experienced art handler records the condition. With very fragile or valuable works, the owner sometimes wants a conservator to look. The job card records who prepared the condition report, so it is clear which judgement rests on what, and who can be asked about it later.
Sign per work or per shipment
Signing per work is precise but time-consuming with a large exhibition. Signing per shipment is quicker but makes a later question about one work harder to answer. A middle way is signing per crate or per group, with the object records attached, so every work can still be traced individually.
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Read the storyWhat goes on the job card.
The job card shows an object record per work with packaging and instructions; condition at departure and arrival is recorded with photos and sender and recipient sign the handover. We set it up with your own condition terms. First we walk through the collection of a single painting from a collector together, then a shipment to a museum where one work shows a change on arrival. Report formats of institutions themselves come later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the registrar take part in the condition report?
Yes. The registrar can add to and sign the report on the same device, or receive and approve it digitally. That makes it clear both parties saw the condition at departure, and nobody can later claim that existing damage is new.
What if a work shows a change on arrival?
The crew records the change with photos and compares them with those taken at departure. The recipient signs, noting the change. The office is alerted immediately, so owner and insurer can be informed in good time.
Does the job card work without internet in a store?
Yes. Photos and notes are saved on the device and sent once there is a connection again. That matters in museum stores and basements, where signal is often absent, and lets the crew keep working without stepping outside.
Who receives a copy of the condition report?
You decide that with the client. Usually both sender and recipient get a copy. With a loan, the lender receives the report as well. The crew's internal notes can be left out, so only the established condition is shared.
What often connects to this.
- Quotation software for art transportersQuotation software for art transporters that combines crating, handling hours, packaging materials and transport into a proposal showing the client what happens to each object.
- Scheduling software for art transportersScheduling software for art transporters that coordinates the transport crew, the collection appointment and the availability of crates, vehicles and couriers.
- Customer portal for art transportersA customer portal for art transporters where clients view condition photos, shipping documents and the status of their shipments, and supply documents of their own.
Job cards that come back complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Digital job cards for art transporters: an object record per work with packaging, condition and handover, signed off by both sender and recipient.
- Prepare an object record per work
- Record condition and packaging
- Have the handover signed