Artwork Handling, Condition Reporting and Installation Procedure

Purpose. This procedure sets how artworks are received, condition reported, handled, installed, stored and returned so that every work in the gallery's care is protected and every loan is documented.

1.Receiving works

Every artwork arriving at the gallery must be entered in the Artwork and Loans Register on the day of arrival with the artist or lender, title, medium, dimensions, insurance value and packing condition. Works must be unpacked by two trained staff on a clean, padded surface, never on the floor. Packing materials must be labelled and kept for the return journey.

2.Condition reporting

An incoming condition report with photographs must be completed for every work before installation and countersigned by the lender or their agent where present. Any existing damage must be described and photographed. The same report must be completed on deinstallation and any change escalated to the Gallery Curator and the insurer before the work leaves the building.

• Surface condition
• Frame, mount and glazing
• Structural condition
• Existing damage described and photographed
• Hardware and fittings
• Signature of reporter and lender

3.Handling

Works must be carried by the frame or the secure edges, never by the hanging wire or a stretcher bar alone. Gloves must be worn for unglazed and metal works. Works over 20 kilograms or 1.5 metres must be moved by two people or a trolley. Food, drink and pens are not permitted in the gallery during installation.

4.Installation

Hanging positions will be set from the curator's floor plan and measured to the centre line. Fixings must be rated for the weight of the work and installed into solid wall or a rated batten. Works on plinths must be secured against tipping. Ladders and the elevated work platform must only be used by inducted staff and never with a work held in one hand.

5.Access and interpretation

Wall labels and interpretation must be installed at accessible heights, with large print available and pathways at least one metre wide for wheelchair access. Any work involving light, sound or movement must display a warning where it presents a sensory hazard.

6.Storage and return

Works awaiting installation or collection must be stored in the art store, off the floor, with their register number visible. Return transport must be arranged with the lender in writing and the outgoing condition report signed before release. The register entry must be closed when the work has been confirmed received by the lender.