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LEGACY RESOURCES

Legacy Planning Resources

Life is Fleeting, Art Endures

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The Leedy Foundation is building an ongoing collection of trusted resources to help artists and their families preserve their work and plan for the future. This list will continue to grow as we discover and share new tools, organizations, and guides.

If you know of a resource that should be included, please contact us — we want this to be a shared library for our community.

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Sections â€‹

  1. Inventory & Cataloging

  2. Photography & Documentation

  3. Appraisal & Valuation

  4. Legal & Financial Guidance

  5. End-of-Life Preparation

  6. For Artists & Families

  7. For Executors & Estates

  8. Living Legacy & Professional Practice

  9. Kansas City Area References

 

1. Inventory & Cataloging

Why it matters: An artist’s legacy begins with accurate records. Without a clear inventory, works may be lost, misattributed, or undervalued. Cataloging preserves the story of each artwork — title, date, medium, provenance — and ensures it can live on in exhibitions, publications, and collections long after the artist’s lifetime.

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Professional Software / Platforms

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  • ArtBase – Database solution for galleries, artists, and collectors

  • ArtBinder – Mobile-first platform for organizing and sharing art inventory

  • Artwork Archive - Tools to manage their artwork, career or collection

  • TMS (The Museum System) – Standard used by many museums

  • eHive – Cloud-based cataloging system, beginner-friendly

  • Artsy Folio – Tool to catalog and showcase works online

  • Canvy – Studio management and visual organization

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Templates & DIY Options​

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2. Photography & Documentation (Expanded)

Why it matters: Art can only be preserved if it is properly documented. High-quality images, written records, and alternative documentation methods allow future generations, museums, researchers, and family members to understand and connect with an artist’s work. Poor or missing documentation is one of the biggest reasons artists’ legacies fade from history.

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Artwork Photography

Clear, well-lit images of your artwork are essential for archives, portfolios, and sales.
Suggestions:

  • Use natural light when possible, avoid shadows and glare.

  • Shoot against a clean, neutral background.

  • Photograph both the whole work and details.

  • Save files in high-resolution (print) and web-resolution (online).

  • Rename files consistently: Lastname_ArtworkTitle_YYYY (ex: Jones_BlueHorizon_2024.jpg).

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Artist Headshots

Professional headshots help tell your story and are often required for exhibitions, press, and legacy records.
Suggestions:

  • Neutral background, natural or studio lighting.

  • Minimal retouching; true to how you look.

  • Update every 5–7 years.

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Written & Digital Records

  • Inventory Sheets / Spreadsheets: Track title, date, medium, dimensions, location, exhibition history, provenance, condition.

  • Artist Statements & CVs: Keep updated versions.

  • Process Notes / Sketchbooks: Record conceptual notes, drafts, or planning for each work.

  • Scans & Digital Files: High-resolution scans of flat works or digital drawings.

  • File Metadata: Embed title, date, medium, and keywords into images or videos.

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Video & Audio Documentation

  • Process Videos: Record creation or installation of artworks.

  • Oral Histories: Record conversations about your artistic intentions, influences, and exhibitions.

  • Artist Interviews: Capture personal reflections, philosophy, and memories for future audiences.

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Physical Documentation

  • Label Works: Use archival-safe labels or pencils on the back of works.

  • Certificates of Authenticity: Include title, date, medium, and artist signature.

  • Exhibition / Sales Files: Keep catalogs, postcards, press releases, and sales receipts.

 

Mixed Media & Alternative Documentation

  • Sketchbooks, journals, or notebooks documenting ideas and inspiration.

  • Time-lapse or digital drawing files for digital artworks.

  • Collaborative documentation: Notes from curators, collectors, or collaborators.

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Best Practices

  • Use multiple methods to ensure redundancy in case one format is lost.

  • Back up digital files in at least two secure locations (cloud + external drive).

  • Update records regularly — consider a yearly review to add new works or exhibitions.

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3. Appraisers & Valuation

Why it matters: Understanding the financial value of your work ensures fair sales, insurance coverage, and accurate estate planning. Proper appraisal also helps museums, collectors, and heirs maintain the artist’s legacy.

 

Professional Appraisals

  • Certified appraisers provide formal evaluations for insurance, sales, and donations

  • Seek specialists familiar with your medium or region

Self-Assessment & Documentation

  • Keep records of previous sales, gallery exhibitions, and auction results

  • Track provenance, condition, and rarity of works

Insurance Considerations

  • Insure artwork for replacement or market value

  • Update appraisals regularly to reflect changes in the market

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4. Legal & Financial Guidance

Why it matters: Contracts, copyrights, and estate plans protect both artists and their families. Legal planning ensures that rights remain with the artist (or their chosen heirs), and that works can be donated, sold, or preserved according to their wishes. Without legal protection, important works risk being misused or lost.

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Estate Planning

  • Wills and trusts specifying how artwork should be distributed or sold

  • Appoint an executor familiar with your artistic legacy

Intellectual Property

  • Copyright registration for original works

  • Licensing agreements for reproduction or commercial use

Taxes & Donations

  • Guidance on charitable donations of artwork

  • Understand tax implications for sales, gifts, or inheritance

Contracts & Agreements

  • Gallery representation, commissions, or collaborations

  • Document terms to avoid disputes later

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  • Donation & Tax Guidance

    • IRS Publication 526 — Charitable Contributions (2024) — Covers how artwork donations are handled for tax purposes. IRS

    • IRS Publication 561 — Determining the Value of Donated Property — Critical when appraisals or Statements of Value are needed. IRS

    • Supporting Charity with Works of Art — Overview of IRS rules, appraisal thresholds, AGI limits, and required forms. American Endowment Foundation

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5. End-of-Life Preparation

Why it matters: Planning ahead ensures an artist’s wishes are honored, simplifies decision-making for family members, and helps preserve the legacy of their work.

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Obituaries & Memorials

  • Guidance on writing obituaries or memorial notices

  • Include information about artistic accomplishments, exhibitions, and contributions

Funeral & Memorial Arrangements

  • Pre-planning funeral, cremation, or memorial services

  • Options for displaying or honoring artworks

  • Coordinating with family, friends, or institutions

Estate & Legal Planning

  • Ensuring works of art are included in wills or estate plans

  • Designating executors or trustees familiar with the artist’s wishes

  • Protecting intellectual property and copyrights

Legacy Documentation

  • Recording personal reflections, interviews, or oral histories for future audiences

  • Instructions for care, sale, or donation of artworks

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Leedy Foundation: How to Write Your Own Obituary: Reflection & Planning Worksheet [Download Doc.]

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6. For Artists & Families

Why it matters: Families often inherit not only artworks but also the responsibility of maintaining an artist’s legacy.

Guidance for Artists

  • Keep clear, updated records

  • Communicate wishes for estate, exhibitions, and collections

Guidance for Families

  • Understand the artist’s intentions

  • Learn how to care for, store, and preserve artworks

  • Access community resources, including museums, galleries, and professional advisors

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7. For Executors & Estates

Why it matters: Executors and estate managers are often entrusted with the stewardship of an artist’s life’s work. Without clear guidance, artwork can be lost, undervalued, or mishandled. These resources provide step-by-step support for those managing an artist’s estate.

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Executor Checklists

  • Begin with inventory and documentation

  • Verify provenance and valuation

  • Identify appraisers and legal support

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Estate Planning Guides

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Donation Pathways

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Additional Resources

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8. Living Legacy

Why it matters: Legacy isn’t only about what happens after an artist is gone. Building a living legacy means shaping how your work is seen, remembered, and preserved while you are here to enjoy it. This is your chance to tell your own story, build visibility, and ensure your creative impact continues into the future.

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Sharing Your Story

  • Artist Websites & Online Portfolios – Create a digital home for your work (Squarespace, Wix, WordPress).

  • Social Media Archives – Intentionally use Instagram, YouTube, or TikTok as living records of your practice.

  • Leedy Foundation Artist Library – Submit your portfolio and timeline to be included in Leedyville’s permanent archive.

Preserving Your Voice

  • Oral Histories & Interviews – Record your story in your own words (Foundation support coming soon).

  • Artist Books & Catalogues – Publish small artist-run books, zines, or catalogues that reflect your practice.

  • Podcast & Video Profiles – Share your process and philosophy in formats that travel widely.

Celebrating in Community

  • Mentorship & Teaching – Pass on skills and knowledge to emerging artists.

  • Community Exhibitions – Share your work locally to connect with the next generation.

  • Residencies & Fellowships – Apply for opportunities that embed your work into broader cultural dialogues.

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Leedy Foundation Artist Reflection & Legacy Worksheet: Writing Your Bio & Artist Statement [Download Doc.]

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9. Kansas City Area References

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List of Kansas City Area Photographers and Videographers  Specializing in Artwork Photography and Artist Headshots 

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