Move over Wal-Mart
Fine Art Shipping began working to develop an affordable Rfid asset tracking system back in 2009. Having looked around and found nothing “off the shelf” that was within reach of our essentially small business, we decided to build our own, hiring a programmer and integrating this new software with existing hardware and available labeling. It’s no surprise that Rfids are making their way into art handling in 2010 — the technology is a natural fit for use where valuable commodities need to be accurately accounted for on a daily basis.

Seeing is believing
Like a barcode, the Rfid is a machine readable tag that, in concert with a database, identifies a specific object. Unlike a barcode, the Rfid reader does not require direct line of sight to the label or tag. The transponder tag emits a radio signal that is picked up by the reader and instantly identifies the item as present or “seen.” The beauty of this is that multiple items within a crate, bin, or on a shelf, or even in a truck, can be scanned at once, without moving them around to expose the tag. There are some limitations — metal may block the transmission, and there are limits to the “reach” of the signal –but for the majority of daily inventory tasks an art handler performs the system is ideal.

What, where, how
In a working warehouse knowing what is where and finding it quickly is critical. Every art handler has experienced the frustration of counting and recounting inventories, and unpacking packed crates to re-verify contents, not to mention the “all hands on deck” call to find an item temporarily mislaid. Eliminating this wasted time and effort directly feeds the bottom line. Items coming or going from storage can be scanned in using either a handheld device or put through a “portal” which reads the tags as the artworks are carried by. Because the tags are discrete, there is no confusing one Hockney or similar size with another, or transposing an inventory number when a an art handler is reading from paper labels. And no physical moving of objects to read paper labels on the far side or uncover a barcode. The system will also question any duplicates and, if an expected inventory is uploaded into the system ahead of the shipment’s arrival, will compare what is actually received to what was expected and display any extra or missing items.

Is that crate really empty?
Was any art left in the truck?
How many pieces are in that bin?
Did we deliver at stop 2 everything we picked up at stop 1, as requested?
Did we “pull” all 83 items accurately from the client’s storage?
What’s the package count for this shipment?

These are the types of everyday issues that the Rfid system addresses, and solves.

Where’s my stuff?
The other major benefit is the inventory management system it enables: we call ours SMI (storage maintenance inventory) for short. Using portable computers in the warehouse and in the field, each RFID tag is read and then related information identifying that item – artist, title, art dims, package dims, client name, job number, date in or out, warehouse location, and, yes even photos — is keyed into the database and saved. The database is accessible from any computer, which means our customer service reps and our warehouse crew can access inventories instantly to answer questions, locate items, or process delivery requests.

Show me the money
Billing is also streamlined, as SMI shows volume on hand in real time and does all the computing of cubic and square feet occupied by any inventory. It can further compute the storage charges for a given month, assuming a rate per CF or SF is entered for that client. The time saved by this application alone would likely pay for the system. Storage is the backbone of most art handling operations; having the billing done quickly and accurately is money in the bank.

Send in the clouds
Storing the SMI system data “in the clouds”, i.e. on a third party maintained internet-based bulk server, offers striking cost and efficiency benefits. First and foremost, we access our data in real time from virtually any computer anywhere, with security, backup solutions, and privacy issues all managed by the host. Information entered into a remote computer on a jobsite or secondary warehouse can be seen virtually in real time back at the office by a manager or client representative who can provide feedback as needed. And soon we’ll be offering clients the ability to log in under a private ID and view their storage or exhibition inventories online at their convenience.

And the future goes to….
Building and managing inventories using barcodes was a major advance over paper only labeling and manual input inventory systems. Rfid technology builds on that model and is a tested technology. Aside from use by major “big box” retailers, Rfids are already implanted in numerous products and medical devices. The basic technology is poised to take off with prices sure to drop for equipment and supplies as usage increases. Always a technology leader, FINE ART SHIPPING is pleased to offer the benefits of Rfid inventory management to our clients, not because it is the latest thing, but because it is the latest, and now affordable, best thing.

Betsy Dorfman

When we advertise for art handlers there are inevitably calls and emails in response saying essentially: “I’m not exactly sure what an art handler is or does, but I know I would be super good at it!” Well, you might — most art handlers are trained on the job and people from all sorts of backgrounds have succeeded in the role. But it isn’t an easy job and it takes the right blend of skills and personality to make the cut.

In the next few posts we’ll take a look at art handlers and art handling; the more the public understands what we do and why and how, the better. And perhaps there are some future art handling superstars out there in cyberville waiting to be discovered!

So, for starters, what is an art handler?

An art handler typically works for an art services, transportation, or storage company and performs some or all of the following tasks:

• Drives a truck, either locally or long distance between cities
• Picks up and delivers a variety of artworks including paintings, sculptures, and mixed media works of all descriptions
• Inspects artworks to determine how, where, when, or if to touch them and how to pack for transport
• Understands how to properly wrap, load, span, tie in artworks within a truck to keep then safe and stable during transport
• Selects proper archival and other packing materials depending upon the medium, surfaces, condition and fragility of the works in question
• Packs and crates artworks of all descriptions
• Interacts positively with a typically educated, professional, and often opinionated customer base in the field
• Installs artworks professionally in settings ranging from corporate to residential, including selection of proper hardware and exercise of aesthetic judgment as needed
• Prepares condition reports and photographs artworks as needed
• Completes critical paperwork such as inventories and bills of lading with accuracy and attention to detail
• Has the “people” skills and situational awareness to work with a partner or larger crew in a seamless way, taking leadership and direction as needed to complete the task at hand
• Is familiar with basic art terminology and art history

Not all art handlers necessarily need to drive trucks, crate, or install artworks; in larger companies there are departments and an art handler may never be required to drive a large truck, make a crate or softpack paintings. But the wider the applicant’s skill set the more valuable he or she is potentially to any employer.

It should be noted that art handling in a for profit competitive business like art transportation is quite different from the job of a preparator or art handler in a museum or gallery setting. There is a tremendous emphasis on dealing with the public and many services of necessity are are performed with third parties looking on. Ever put a $5 million dollar painting into a crate with a room full of museum staffers looking on? Or install a painting on a 20 foot white wall in a living room overlooking the ocean with the owners of the artwork, gallery representative, art consultant, and artist all offering input and suggestions?

It takes a certain personality and sense of forward motion to get the job done both safely for the artworks and expeditiously enough to keep the company in business. Time counts, and the extra caution slow motion rules which are standard operating procedure in some institutional committee cultures simply don’t apply. Many otherwise talented art handlers can’t make the shift to the “for profit” culture or are fine working alone in a shop but not comfortable out in the field with onlookers checking their watches, asking questions, and sometimes second guessing methods and materials. Whatever their other qualifications, art handlers who are loners, can’t do paperwork, or who fail to develop a good “art side” manner with customers don’t last long.

Betsy Dorfman

Actually, they’re here. We’re branding these as ARTfids, our in house name for radio frequency identity tags which track the location of artworks in our care. You likely have experienced RFIDs in the guise of those pesky tags stores embed in clothing as a theft preventative.  Step out the door and through the “reader” and you trip an alarm.

Now this technology is making its way into the realm of fine art inventory systems and handling.  RFID technology is a huge improvement over bar coding as well as  visual only labeling systems.  Information from RFID tags can be scanned and uploaded directly into a computer to form an instant inventory. When pieces are deaccessioned from storage they are scanned out,  and scanned again coming off the truck at a delivery point using the handheld reader. Game, set and match.

The application for fine art is obvious: you want to know where high value items are at all times. New flat labels make this possible. RFID tags look like regular shipping labels and can be affixed to artworks quickly and simply.  Our proprietary system of ARTfids works with a handheld reader that is carried through our warehouses,  taken to job locations, and used on the trucks.   Inventories are read and verified in far less time than it takes to do manual counts, and with far greater accuracy.

And, how cool is this: unlike barcodes or human eyes,  RFID readers don’t require line of sight to the actual tag. The radio signal can be picked up from even inside closed containers. So, for example, the reader can report and verify the entire contents of a crate containing multiple pieces, without opening the crate. Walking through a loaded truck the reader can verify which items are on board, even if one is behind the other. Point it at a set of shelves where small items have been stored and it will tell you if one has been left on a high shelf out of sight.

RFID technology has obvious applications for institutions, collectors, and homeowners wanting peace of mind as to the location of their valuables. We’ll have a follow up post on a major Los Angeles art theft that might have been prevented had an RFID detection system been in place.

In our setting, i.e. the professional fine arts and antiques storage facility, the upgrade to RFID has been a major improvement. We’re very excited about this technology and invite questions from customers and the general public on this grand new tool for inventory and tracking of fine art.

We’ll also show you some photos of the tags and the system in use in later posts.

Betsy Dorfman