For Artists / Resources

Art Archiving, Documentation & Handling


Article: Digital Image Tips

These tips do not directly correspond to Artist Trust’s application requirements. Read each grant guideline before submitting your images. Other organizations or galleries may also have different requirements. Please check with them before submitting your images.

Labeling and Presentation:

    • Each image must be 72 ppi/dpi/resolution.
    • Each image file must be a .jpeg;
    • The image size should not exceed 1240 pixels in height or 1240 pixels in width. Each file should not exceed 5MB.
    • Label your JPEG files "01 to 10" followed by your last name. For example, Joe Smith's image files would be: 01Smith.jpg, 02Smith.jpg, etc.
    • Number the image file names in the order you would like them viewed. Make sure these numbers correspond to your Work Sample Description Sheet.  
    • Put only the images you are submitting for the application on the CD. Note: Artist Trust Fellowship and GAP Applications require you to upload these images online while the EDGE Program and Twining Humber Award request a CD.
    • Write your name, address, and phone number on your CD and CD case.

Materials for Digital Image Presentation

    • PC formatted CD-ROM, available at office supply stores or general stores such as Fred Meyer or Bartell’s.
    • CD case to protect CD from scratches, etc., available at office supply stores or general stores such as Fred Meyer or Bartell’s.

Image Selection

    • If possible, use a digital projector to project your images, so you can see and correct any flaws. It is also helpful to see other artist's images for ideas and to make comparisons.
    • Submit images that clearly represent what your work is about.
    • All the images you submit for a grant should work together as a whole; medium, style, subject and content of each image should complement each other.
    • Make sure all the images you use are in focus and properly lit. The panel must be able to see your work.
    • The backdrop should be neutral. Use a white, black or gray backdrop. Make sure the image of the art is clear.
    • It is helpful to find out how your images will be reviewed, i.e. two at a time, side by side, or three or four at a time. This information can help you organize and number your images. Take the time to plan how you would like the jury/selection panel to see your work. Note: Artist Trust Fellowship and GAP images are viewed two at a time while the EDGE Program and Twining Humber Award images are viewed one at a time.

Corresponding Description Sheet aka “Work Sample Description Sheet”

    • Make sure your name is on the Description Sheet.
    • This list should be in numerical order and correspond to the numbers on the digital files as you have ordered them.
    • Include this information for each image: title, medium, date completed, and dimensions (H” x W” x D”). You may also include here any other details about the piece that you’d like to add (in a sentence or two). You may want to include a brief explanation of unusual or complex techniques. Note: Artist Trust Fellowship and GAP information must be submitted online while the EDGE Program and Twining Humber Award information must be sent in on a Work Sample Description sheet.
    • A “thumbnail” of each image is helpful on this sheet, but not required.