For Private Collectors
Professional collection management tools designed for serious art collectors who want museum-grade organization without the complexity.
Whether you own a dozen pieces or thousands, ArtVault Pro provides the same powerful tools used by major museums and galleries. Organize your collection, track provenance, manage insurance documentation, and plan for the future—all in one centralized system. Our software was built alongside collectors who needed a practical way to keep their growing collections under control, and that hands-on approach shows in every feature.
Complete Cataloging
Document every artwork with detailed records including artist information, medium, dimensions, condition, and high-resolution images. Store unlimited photos per artwork—from wide shots to detail captures of signatures, labels, and condition issues.
Provenance Tracking
Maintain complete ownership history for each piece. Record previous owners, exhibition history, and publication references to establish authenticity and value. A well-documented provenance chain can significantly affect both the market value and insurability of your artwork.
Insurance Documentation
Generate professional reports for insurance purposes. Track appraisals, condition reports, and valuations. Export data in formats insurers require. When a claim arises, having organized records can make the difference between a smooth process and months of back-and-forth.
Location Management
Know where every piece is at all times. Track artworks across multiple locations—home, office, storage, or on loan—with detailed location histories. Move a painting from your study to your gallery and the record updates instantly.
Advisor Access
Share collection information securely with art advisors, appraisers, or family members. Control what each person can see and do with granular permission settings. Your appraiser can view valuations without seeing purchase prices.
Estate Planning
Prepare your collection for the future. Document wishes for individual pieces, generate inheritance reports, and ensure your legacy is preserved. Estate attorneys and executors frequently tell us that organized collection records simplify what would otherwise be a confusing process.
Why Private Collectors Choose ArtVault Pro
Built Around Real Collector Workflows
Most collection management tools were originally designed for institutions. They assume you have a registrar on staff and a board-approved acquisitions process. ArtVault Pro was built differently. We worked with private collectors who buy at auction, discover pieces at fairs, inherit family collections, and commission work directly from artists. The result is software that matches the way you actually collect—not the way a textbook says you should.
Adding a new piece is straightforward. Enter what you know now and fill in details later. Snap a photo with your phone and it syncs to the record. Attach the invoice, the condition report from the shipper, the certificate of authenticity—all in one place instead of scattered across folders and email threads.
Your Collection Data Stays Private
We understand that collection information is sensitive. Purchase prices, insurance valuations, advisor relationships, estate plans—this data requires serious protection. ArtVault Pro uses end-to-end encryption for all stored data and gives you full control over who can access what. Unlike cloud-only platforms, you can maintain local backups of your entire database.
When you share access with an advisor or family member, you decide exactly which fields they can see. An appraiser might need dimensions, medium, and condition photos but not purchase history. A family member helping with estate planning might need everything. You set the boundaries.
How Collectors Use ArtVault Pro
Catalog Your Existing Collection
Start by importing your current records—spreadsheets, photos, purchase receipts, appraisals. Our import tools handle common formats and our support team can help with larger collections that need special attention.
Enrich Records Over Time
Add provenance details, exhibition history, publication references, and condition notes as you gather them. Every record grows richer over time without requiring you to fill in everything upfront.
Generate Reports When Needed
Pull insurance schedules, valuation summaries, location inventories, or custom reports whenever you need them. Share PDF exports with advisors or print them for your own reference.
Plan for the Future
Use estate planning tools to document your wishes for individual works. Assign pieces to family members, identify candidates for museum donation, and create a clear roadmap for your collection's future.
Common Questions from Collectors
How long does it take to catalog an existing collection?
It depends on the size of your collection and how much documentation you already have. Collectors with organized spreadsheets and photos can import a 200-piece collection in a few hours. For larger or less organized collections, many of our users add 10-15 pieces per week alongside their regular routine. There is no deadline—work at your own pace.
Can I import records from a spreadsheet?
Yes. ArtVault Pro accepts CSV and Excel imports with flexible column mapping. You can also import from other collection management systems. If your data is in an unusual format, our support team can help with custom imports at no extra charge.
Is my collection data secure?
All data is encrypted both in transit and at rest. You control access permissions for every user you invite. We do not sell, share, or analyze your collection data. You can export and delete your data at any time—your records belong to you.
Do I need to be tech-savvy to use ArtVault Pro?
Not at all. The interface is designed to be intuitive for collectors, not IT professionals. If you can use email and browse the web, you can use ArtVault Pro. We also provide phone support for collectors who prefer talking through questions rather than reading documentation.
Start Organizing Your Collection
Join collectors worldwide who trust ArtVault Pro to manage their art. Get started with a free trial—no credit card required.
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