ARTracker Frequently Asked Questions

What is ARTracker?
ARTracker is an on-line tool for flexible and comprehensive management of art collections, seamlessly integrated with storage and other services provided by Minnesota Street Project Art Services.

How do I get ARTracker?
Use of ARTracker is available to clients of Minnesota Street Project Art Services. It is provided without charge to clients who meet minimum monthly storage requirements and for a monthly fee to other clients.

What do I need to run ARTracker?
Any computer with a web browser or an Apple tablet or phone.

Why are there two “views” in ARTracker?
ARTracker serves two related objectives: Storage View provides a window into the data Minnesota Street Project Art Services uses to manage our warehouse and client services; Collection View is a full-featured collection management system that allows clients to manage all artworks in a collection, whether or not they are stored at Minnesota Street Art Services. It automatically links to data about works we store and manage, and allows users to add other works as well as additional data about all artworks, like insurance appraisals, artist background, provenance, loan and exhibition histories, acquisition and deaccession data, detailed location information, additional photos, and more.

Why can’t I enter or change data in the Storage View?
Storage View presents the actual data and records used by Minnesota Street Art Services in our management of client works and other services. Because we guarantee the reliability of our services and the accuracy of the information on which they are based, we maintain rigorous control over all artwork and client data. Storage View presents this data so that clients have an accurate record of artworks and objects we manage for them and access to all of the documents we use in recording and managing these works and other services, including photographs, condition reports, work orders, and client contracts. Clients can search for, view, and download all of this information at any time. By ensuring that only we can modify this information, we can assure that it is always accurate. Clients can request changes by emailing us from within the app.

What’s the difference between an artwork and an object?
The data architecture that drives all of our services is based on the concept of artworks and objects. An artwork is just what is sounds like: an individual element of a collection, defined by an artist, title, creation date, medium, etc. Most collection management systems end there, and track artworks as their basic database elements. But that makes it difficult to manage works that comprise multiple pieces, for example a painting and a travel crate, a portfolio of multiple images and a slipcase, or a media-based work that includes playback devices for multiple configuration. ARTracker solves this problem by defining an artwork as a collection of associated objects, each of which can have separate location, condition, photography, conservation, etc. This arrangement makes it simple to keep track of and conserve multi-part works and assures that crates, pedestals, and other storage and exhibition aids can be managed together even when they are in different locations. In ARTracker, most physical information, like condition, location, size, weight, etc., is associated with the individual objects that comprise an artwork, since the objects represent the physical manifestation of the work; descriptive information like artist, medium, acquisition and insurance records, and exhibition history are stored with the artwork as a whole. Some object types, like digital files and media with special storage and maintenance requirements have additional data associated with them so we can track their particular storage needs.

How do I navigate around ARTracker?
When you log into ARTracker, you will see a list of all your artworks stored or otherwise managed by Minnesota Street Project Art Services. This is the summary storage view. The top of the list shows the total conditioned and unconditioned storage in the Minnesota Street Project Art Services warehouse currently used by objects in your collection. As you search for artworks, this total will change to reflect the storage used by objects in the list you are viewing.

Above the storage summary is the navigation bar. This bar, which appears on each ARTracker page, contains buttons that allow you to find works, sort lists, and move from page to page. At the far right on this bar is a button that allows you to switch between Storage and Collection views. Text in the center of this bar shows whether you are in Storage View or Collection View.

Clicking on any artwork in the summary list displays the main page for that artwork. This page opens to the Summary tab, which shows such basic information as title, artist, storage used, and the main photo associated with the work. Clicking on the Objects tab in this view allow you to view a list of the objects that comprise the works. Other tabs show lists of Photos, Condition Reports, and Jobs associated with the selected artwork or the objects it comprises. In Collection View, most of the tabs allow you to enter information not used by Minnesota Street Project Art Services and upload documents and photos.

What is the code above the title for each work?
Minnesota Street Project Art Services assigns a unique code to each artwork and object we manage. An artwork code is made up of a three letter client code and four numbers assigned sequentially. Object codes start with the relevant artwork code and append combinations of letters that encode object type, for example, single or multiple, artwork, crate, pedestal, or playback device. Every object in our warehouse is affixed with its code, and we track movement of these objects into, out of, and through the warehouse by scanning these codes and the locations where we place objects. All documents in our database and accessible through ARTracker are referenced to artworks and/or objects via these codes.

What is a job?
Jobs are actions taken by Minnesota Street Project Art Services on behalf of clients, including transporting or installing works, performing inspections, or taking in or releasing works. Jobs are assigned a number that usually comprises a client code followed by the date of the work. Our job records include references to the artworks and objects involved in the job. The document stored with a job is typically the document given to and signed by the client, vendor, or other agent who oversaw that job as prepared and signed by the members of our team who performed the job. Job reference numbers appear on our invoices together with details about charges associated with the job. In ARTracker, you can search for jobs by a range of dates or reference numbers. From each job summary, you can elect to see the artworks related to that job.

How can I ask questions about or suggest changes to data shown in Storage View?
There is a “Contact” button on the upper right of every page in ARTracker. Clicking this button brings up a window where you can enter a message to us. The message we receive also includes a reference to the page and item you are looking at, so we will receive some context for your question or request. This window also includes a line for you to enter a reply-to email address. By default, this line will contain the email associated with the account you used to log into ARTracker. You can change this for any message if you would like to receive our reply at a different address.

What is Account Info?
Clicking the Account Info button shows the billing and other user information Minnesota Street Project Art Services maintains for your client account. The main screen shows billing information and summary storage data; tabs on this page show addresses (homes, offices, etc.) associated with your account, users authorized to manage your account, and contracts and other account-related documents. As with artwork data, this data is view-only so we can assure the integrity of our database. You can use the Contact button to request corrections and updates.

How secure is my data?
Minnesota Street Project Art Services takes great pains to assure the security and reliability of all of our databases. ARTracker is only visible to authorized clients and their designated users, and is password protected. Users of ARTracker can only see data associated with the Client account they are authorized to access. Data entered in Collection View is stored in a separate database for each client, accessible only to that client and not to us as a part of our warehouse and client databases. We will only access or enter Collection View data when given express permission by clients. All of our databases, including each client’s dedicated Collection View database, are stored at Amazon Web Services, replicated in multiple locations, and regularly backed up.

Can I get a physical back-up of my ARTracker database?
Yes. Contact us for pricing and terms.

What are the terms of service for ARTracker?
You can see our terms of service here.

Can I use ARTracker if I am not a Minnesota Street Project Art Services Client?
No.

I manage collections for several Minnesota Street Project Art Services Clients. Can I use ARTracker to manage multiple clients’ collections together?
Yes. Please contact us for details.

How do I get more information about ARTracker?
Email us at artservices@minnestastreetproject.com, visit our website at minnesotastreetartservices.com or call us at 415-655-2787.