Sometimes I get caught up in a small detail when entering a new piece into my archive. The catalogue number, title and year are quickly recorded, and the dimensions rarely cause any trouble. But I sometimes spend longer on the materials. Is “ink on paper” enough, or should I record the exact type of paper? Do I need to mention that a sheet was trimmed by a few millimetres afterwards? These are small questions, but I would rather not have to take out every piece again just to check such details.
For framing, I need accurate dimensions. If I want to find out which works were made on a particular paper, its name helps. The catalogue number makes each piece easier to identify. For now, that is about all I need from my archive. Still, I sometimes spend a surprising amount of time making sure the entries are consistent.
The sheet in question may still be lying beside my computer. I can see where the ink has soaked more deeply into the fibres, how a shape changed as I worked, or where two areas meet differently from what I originally intended. None of this appears in the spreadsheet. When I later look for a particular work, the brief description is enough. Once I have it in front of me, entirely different details catch my attention.
I know this relationship between precision and selection from studying geography. A map, too, shows only part of what exists in a place. Paths and waterways appear as lines, while the shape of the land can be read from contour lines. A single tree at a fork in the path may be missing, even though it is a noticeable landmark when you are actually there. Nor can I necessarily tell what a path feels like underfoot or whether I will hear a stream before I see it. Such things can matter along the way without making the map inaccurate.
During my studies, I spent more time learning how maps are made: which details remain visible at a given scale, which symbols are used and how far spatial relationships need to be simplified. The contour lines have stayed with me in particular. They look so natural on paper that it is easy to forget how artificial their form really is. Out in the landscape, there are no lines marking regular intervals of elevation across a hillside. The differences in height are real; the lines belong to the map.
Something similar happens with my archive. The columns are there, I fill them in, and I can usually find what I am looking for. I rarely stop to wonder why I chose those particular categories. I could have arranged things quite differently. Materials could be described in greater detail, information about how a work came about could be added, or different types of paper could be recorded separately. That might help with some questions while making other searches more cumbersome.
It is only when a work is unusual that I notice what the existing system does not allow for. A combination of materials is difficult to fit into a short entry, or I want to record something for which there is no appropriate column. Sometimes I add a category. Most of the time I leave the structure as it is.
I don’t know, though, what will interest me in a few years. Perhaps I will want to trace how my use of particular materials has changed, or I will be looking at a group of works whose similarities I have not yet noticed. What I have already recorded is easy to compare. For anything else, I will have to look at the sheets again and hope I can still identify the details I am looking for.
I sometimes wonder how much the categories I have chosen shape what I look for. If I can sort the works by paper type, I may notice connections I would otherwise have missed. Other similarities are harder to find. They may only emerge when several sheets are laid out side by side.
Alongside the fixed fields, my archive has a column simply called “Notes”. For many works it stays empty. In other cases, I record something about how a piece came about, a feature of the paper, or a brief remark that did not fit into any of the other categories. The entries vary in length and are difficult to compare.
I have thought about organising these remarks more systematically. For now, I have left the field as it is. Occasionally, I come across a note I had long forgotten.