Design and creative production: Inventory software for restoration studios
Inventory software for restoration studios that tracks conservation materials, solvents and samples by batch and shelf life, and records which material was used on which object.
Where stock drifts for restoration studios.
A restoration studio works with a wide range of materials: adhesives, consolidants, varnishes, pigments, Japanese paper, fillers and solvents. Some have a limited shelf life or deteriorate once opened. The studio also keeps samples: paint flakes, fibres, samples of earlier fills, sometimes kept for analysis or as a reference. If nobody recorded which batch of adhesive was used on an object, there's no way to trace it later. An expired consolidant used anyway can undermine a treatment. And unlabelled samples are worthless. An overview of what's there, what's usable and where it was used is often missing.
Inventory software for restoration studios
Example- 1
Register materials and samples
DoneEach material is registered with name, supplier, batch number, date opened and shelf life.
- 2
Link use to objects
In progressDuring an intervention the conservator picks the material from stock, and the batch is linked to the object file.
- 3
Update stock and samples
NextAfter use the stock is updated, and a material that's running low goes on the order list.
From receipt to use.
Register materials and samples
Each material is registered with name, supplier, batch number, date opened and shelf life. Samples get their own record with the object they came from, the location on the object, the date and the purpose. Every jar and every bag in the cupboard then has a traceable origin.
Link use to objects
During an intervention the conservator picks the material from stock, and the batch is linked to the object file. A material past its shelf life or open for a long time triggers a warning. For every object you can find which batch was used, even years later.
Update stock and samples
After use the stock is updated, and a material that's running low goes on the order list. Samples that have been analysed get their result attached or are disposed of with a note. The cupboard stays orderly and the studio knows which samples still need to be kept.
Alongside your purchasing and suppliers.
Studios usually track materials by eye, with labels on jars and a list of suppliers. Samples are kept in bags or boxes with a handwritten label. The register takes over the existing suppliers and items. The studio manages the materials list and decides which shelf lives apply. Conservators log use with each intervention, so the object file and the stock work from the same information.
Track batches or only types
Tracking batches takes more effort, but makes it possible to trace which adhesive or varnish was used on an object if a problem appears later. For simple consumables such as cotton swabs that's unnecessary. It's sensible to decide per category, with batches for materials that remain in the object.
Keep samples or dispose of them
Samples can be valuable for later analysis or as a reference in a future treatment. But without a policy the collection grows endlessly. Decide per type of sample how long it is kept, and whether it goes back to the owner afterwards or stays in the studio.
Small quantities in stock or per object
Materials you use often are kept in stock. Special pigments or a particular Japanese paper for a single object are better ordered per commission, so they don't age on the shelf. An overview of actual use over the past period helps decide which materials belong in which category.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhich stock we record.
Conservation materials are recorded with batch and shelf life, test samples with origin and purpose, and their use ends up in the object file. We fill it with an ordinary treatment using a consolidant and a varnish, and with a material that turns out to be past its shelf life just as the conservator wants to use it. An order list and a retention policy for samples are switched on once the records are complete.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we see which batch of adhesive was used on an object?
Yes. With every intervention, the batch of material used is linked to the object file. If a problem with that batch shows up later, such as discolouration or poor adhesion, you can see straight away which objects it was used on.
How do we register a sample?
You give the sample a number and record which object it came from, where on the object, when and why it was taken. A photo of the spot helps. The label on the bag or box refers to that record, so the sample can always be traced back to its source.
Does the software warn when a material has expired?
Yes. For materials where you record a shelf life or a period after opening, you get a warning once it has passed. The conservator can then decide whether the material is still usable or needs replacing before the intervention goes ahead.
Does this work for materials the owner supplies?
Yes. Sometimes an owner supplies original material, such as a piece of fabric or veneer for a repair. That's registered as the owner's property against that object, and signed off afterwards noting anything that was returned.
What often connects to this.
- Digital job cards for restoration studiosDigital job cards for restoration studios in the form of an object file with condition report, treatment approval, interventions, materials and images, so every treatment is fully documented.
- Website for restoration studiosA website for restoration studios that explains disciplines, methods and the path from condition survey to treatment, so private owners, museums and insurers know what to expect.
- Enquiry form for restoration studiosAn enquiry form for restoration studios that asks for object photos, dimensions, materials and a condition description, so the conservator can judge which survey is needed.
Know what is really there.
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 Inventory software for restoration studios: conservation materials and samples tracked by batch and shelf life, linked to the object they were used on.
- Register materials and samples
- Link use to objects
- Update stock and samples