# Provenance checklist — Collectors & estates

Item / project: ______________________   Date: __________

## Before you start
[ ] List the items to tag, most valuable or most at risk first
[ ] Gather existing paperwork, photos and certificates for each item
[ ] Decide what information is public, shared or private
[ ] Choose tags: visible QR for discovery, secure NFC where authenticity matters

## Workflow
[ ] Inventory the collection — List every item, starting with the most valuable or most at risk of losing its history.
[ ] Digitise the paperwork — Scan receipts, certificates, appraisals, letters and photos and attach them to each item's record.
[ ] Tag safely — Apply tags to frames, bases, cases or labels — never to original surfaces. Ask a conservator about fragile objects.
[ ] Set who sees what — Keep values and owner details private; share identification and authenticity publicly or with chosen parties such as your insurer.
[ ] Plan the handover — Add notes for heirs and nominate who should receive each record, so the story survives the transfer.

## Record for each item
[ ] Purchase receipts and invoices
[ ] Appraisals and insurance valuations
[ ] Certificates and expert letters
[ ] Family history and personal anecdotes
[ ] Loan and exhibition records
[ ] Instructions for heirs

## Toolkit to have ready
[ ] Standard or secure NFC depending on value
[ ] QR labels on storage boxes and cases
[ ] Private and shared views of each record
[ ] SmartLinks for long-term identity and transfer

## Check before you finish
[ ] Tag is on a reversible, non-original surface and its position is noted
[ ] Tag reads on at least one iPhone and one Android phone
[ ] Tag is locked against rewriting
[ ] Record opens from both the QR code and the NFC tag
[ ] Private details are hidden from the public view

Full guide: https://www.provenancestory.com/journeys/collectors