For authors, artists, and all kinds of publishers and art managers, the need to keep a good catalog of works, nowadays in digital formats, is not new. At MirloStudio, we too have long since begun to order all my titles: texts, images, audios and videos... But, in this moment of great technological revolution, we are going to resume this task with a goal: the tokenization of our Intellectual Property to make of it authentic digital assets that we can transfer as value in the New Internet, the web3.

Our initial catalog -based on the work of Georgina García-Mauriño- will be joined by works from other members of the family, as well as works that have come to us from our parents, who were amateur art collectors. 

This step of preparing the works is crucial and takes quite a long time, despite whatever help you have, including AI. It is what will connect the real world with the digital world, so that in the future you can manage what you store on your computer on the new web3.

Premise.

It is a priority to preserve the security and integrity of all our data and those of our works, as well as to store them privately so that they retain the value of uniqueness. Only when everything is safely archived, before progressing with tokens. This will determine the tools to be used, giving priority to those that we can control ourselves locally, within our possibilities. Our procedure will make use of Open Source tools and protocols as much as possible, thus avoiding dependence on intermediaries.

👩‍💻 STEP 1. Sort the catalog by Folders and Files with consistent names.

The files should be organized in folders by extension (mp3, mp4, tiff, jpg, pdf...), i.e. each folder will contain files of only one type: text, images, audio, video. Initially, we will archive the original works in the best possible quality as Digital Twins for safe storage only. Later, we will also archive copies of those files in more compressed versions for later tokenization and use for commercial derivatives and licensing.

👩‍💻 STEP 2. 
Numbers/Excel document with internal identifiers. 



In an Excel document, we will collect a list of all the files, and the first column should contain an Internal Identifier. Other essential columns: Title, Author, description, Property rights, and the metadata that can be used to locate the file in the catalog in the future. At the end, leave a last column prepared for the digital identifier, which will be entered when encrypting.




👩‍💻 STEP 3.
Review of the Catalog and each work for future storage and use.

It will be necessary to review the most important document, Excel or Numbers. The review of this document implies the search for inconsistencies with the files identified in the columns so that there are no errors. Therefore, it is necessary to be very rigorous in the identification of the files of the works, both the Digital Twins of the originals and their copies. This review is essential to ensure both a safe storage of the originals in optimal conditions, and for the future use of the first copies through a good tokenization of the files. For this review, it is best to rely on an Artificial Intelligence Agent.

👩‍💻 STEP 4. Encryption.

There are different methods, depending also on the tools you are going to use.
In our case, and after consulting with our assistant, we will probably use the encryption system integrated in our computer (iMac in the case of MirloStudio).
After the encryption will come the storage, which will force us to consider different hardware options according to our needs.

When we get to this point, we will have to seriously consider consulting with someone technical of our confidence, not without doing our own research, including the assistance of our private AI Agent specialized in technology.

You can ask your AI assistant with the prompts I leave below, which I share for you to copy and paste... You can adapt them to your specific case, but I do not advise you to enter personal data, unless you are working with an AI locally (in MirloStudio we have made a lot of progress with the help of Khoj locally).



Concise Prompt (for a more general answer)

You are an expert art archivist helping a small studio of independent artists organize their creative legacy. Explain, in simple language, the basic steps to build a reliable artwork catalog, document the works, and prepare digital files for possible future tokenization. Include the essential tools, the key information to record, common mistakes to avoid, and a short checklist. Keep it practical, beginner-friendly, and free of unnecessary technical jargon.



My Original Prompt (before asking Perplexity.ai for improvements)
You are an expert archivist who knows the best practices of Art Foundations and Galleries, and now you have the task of helping a small studio of artists to organize their creative legacy. The studio's primary goal is to prepare all the works stored over the years for future tokenization. Indicate the fundamental steps, and what tools they will need to implement a solid reference catalog, to register it, and how to prepare the digital files of the works so that they can be identified for future commercial use in the new token economy.


Explain it in a simple way so that the artist-author team can understand it well without too many technicalities.

Do you have any doubts about how we have arranged our files with consistent names, would you like to see an example? Would you like to see a sample Excel document for artwork catalog? Are you interested in knowing how to digitally identify and protect your artwork through encryption? Do you want to know how to get an AI Agent to work with Privacy and Security? 


If you want to know how we are implementing this guide in MirloStudio, join us at MirloStudio.news