How to Create an Object

Creating an object in Museum Exchange is the first step in processing a donation. An object record stores the key details about the item you are submitting, including identifying information, images, and supporting details that help institutions review it.

This article explains what an object is, what information you may need, and how to create one.

What is an object?

In Museum Exchange, an object is the individual item you are adding to the platform as part of a donation.

An object record helps organize all of the information related to that item in one place like title, artist and condition.

If you are donating more than one item, each item will need its own object record.

Before creating an object, it helps to have the following ready:

the basic details about the item
clear photographs
any known provenance or background information
measurements
if available any relevant notes about condition, framing, or packaging

Providing accurate and complete information at the start can make the review process smoother and help increase the likelihood of the item matching with an institution.

To create an object:

Sign in to your Museum Exchange account.
Select the Folder in which to create the object.
After selecting the correct folder, Create Object
Use the create object workflow to enter the information about the object. You can save the details and come back later by selecting Save Draft and Close
Review the information for accuracy.
Save the object.

Once saved as a draft or completed, the object will appear in the Objects tab.

Object fields

Artist - the name of the artist

Title - the title of the work, if applicable

Date - the year or time period the work was completed

Medium - the material or substance used to create a piece of art, e.g. oil on canvas, marble, etc.

Dimensions - the dimensions of the object(s)

base - The primary measurement of the object itself, without adding alternate states or special conditions. Use this as the standard dimension when no other qualifier is needed.
component - The dimensions of one individual part of a multi-part object. Use this when the object is made up of separate pieces and you need to record the size of a specific piece.
duration - The running time or time-based length of a work. Use this for video, audio, performance, or other time-based media.
each - The dimensions of each individual item in a group when all items share the same size. Use this for sets, editions, or grouped objects where each piece measures the same.
framed - The dimensions of the object when it is in its frame. Use this when the framed size differs from the size of the object itself.
image - The dimensions of the image area only, not including margins, matting, frame, or surrounding support. Use this when the visible or printed image size is important.
overall - The full dimensions of the complete object as it exists physically. Use this for the total size, including all attached elements or presentation components.
sheet - The dimensions of the full sheet or support material the work is on. Use this for prints, drawings, photographs, or works on paper where the paper size differs from the image size.
unframed - The dimensions of the object without its frame. Use this when you need to distinguish the object’s size from its framed presentation size.
variable - The dimensions are not fixed and may change by installation, display, configuration, or edition. Use this when the work does not have one single consistent size.

Edition - the edition number for a limited, authorized series of identical or near-identical artworks produced from a single master, such as prints, photographs, or sculptures

Condition - what condition the object is in

Excellent - the object is unrestored with no apparent damage to the original
condition
Good - the object is in overall excellent condition with minor natural wear)
Fair - the object has been compromised through damage or restoration but remains
representative of the artist's work)
Poor - the object has been severely compromised through damage or restoration or
is in unstable condition)

Provenance - The ownership history of the object. Include listing yourself as Private Collection, [City].

If you do not know every detail, provide as much accurate information as possible.

Object location - where the object is physically located

Signature/Inscriptions (Optional) - Describes signatures or inscriptions and their corresponding location(s) (i.e. recto/verso, upper/lower, left/center/right).

Publication History (Optional) - Any publications (catalogues, articles, reviews, etc.) in which the object was mentioned or pictured.

Conservation History (Optional) - denotes the maintenance and preservation of works of art and their protection from future damage and deterioration

Exhibition History (Optional) - Enter any exhibitions in which the object was displayed.

Images - adding multiple high quality images will increase interest in your object. Better images also can make the review process faster and more accurate. When adding images:

use clear, well-lit photographs include full views of the object include detail images
when helpful include signatures, labels, inscriptions, or markings if relevant

These details can help institutions evaluate the object more effectively.

Best practices when creating an object

To improve the quality of the object record:

use consistent and accurate information
avoid guessing if you are unsure about a fact
upload the clearest images available
include relevant details, but keep descriptions clear and direct
double-check dimensions, dates, and names
Save as draft to save your work

If you are creating multiple objects

If your donation includes multiple items, create a separate object record for each item unless instructed otherwise in the platform. This helps keep item details organized and makes review, documentation, and shipping easier later in the process. If you wish to donate the items as a set, you can list them in the catalogue as a collection.

Common questions

What if I do not know all of the object details?

That is okay. Add as much accurate information as you can. You may be able to update the record later or provide additional detail if requested.

Can I edit an object after creating it?

Yes, you are able to return to the object record and update details all the way up until the item is submitted to Museum Exchange for review.

Do I need images to create an object?

At least one image is required, however, adding more images can increase institution interest in your object.