Eythos-Managed vs. Self-Managed Artworks

Sesame allows you to manage both physical artworks stored in Eythos facilities and items located in your own space, private residence, or third-party locations. Depending on where an artwork is physically housed, Sesame applies specific management rules to protect physical tracking records while giving you full control over your private metadata.

Eythos-managed artworks

When you store a physical artwork, crate, or package with Eythos, a corresponding record is automatically created in our warehouse management system and synced directly into your Sesame workspace:

• Real-time visibility: Displays live location data, warehouse zone positioning, package dimensions, and official intake/condition photography.

• Deletion restriction: Because an Eythos-managed artwork represents an active physical asset under our custody and care, clients cannot delete Eythos-managed artwork records from their Sesame collection while the item is in our care.

• Release & departure: If an artwork is permanently released or transferred out of an Eythos facility, its physical tracking status updates accordingly, but the historical record remains safely archived in your account.

Enriching Eythos-managed artwork records

Warehouse intake often relies on initial packing lists, which may only contain low-resolution reference images or incomplete artwork details. Sesame allows you to fully update and enrich your Eythos-managed artwork records at any time:

• High-resolution image uploads: Replace low-resolution intake photos on your collection view with professional, high-resolution primary images.

• Complete metadata: Add or edit missing details, including medium, dimensions, detailed descriptions and more.

• Documentation & provenance: Upload certificates of authenticity, purchase invoices, condition reports, and complete provenance histories directly to the asset record.

Strict privacy & data separation

Any custom data, documentation, or valuation you add to an Eythos-managed artwork is completely private to you and invisible to Eythos staff.

Our logistics team and warehouse systems only see the physical data generated by our warehouse management system (such as packaging dimensions, storage location, and intake photos). Your private valuations, provenance records, and personal notes remain fully encrypted and accessible only to your account.

Self-managed artworks

Any artwork record you manually create or upload to Sesame yourself such as works held in your home, gallery, studio, or private storage is fully self-managed:

• Full control: Just like Eythos-managed artworks, you can upload high resolution images, edit dimensions, materials and upload documentation at any time.

• Complete privacy: Eythos staff have no access to your self-managed artworks. They remain completely invisible to us unless you explicitly choose to share them with us via a shared Selection.

• Remove artworks: You can delete self-managed artwork records from your Sesame account whenever you choose.

What happens when an artwork is deleted?

When you delete a self-managed artwork from your collection, Sesame ensures you never accidentally lose underlying documentation or visual assets:

• Media library retention: Deleting an artwork record removes the artwork profile from your primary Collection view, but all associated images, condition reports, and documents remain saved in your Media Library.

• Unattached files: Retained media items will automatically update their status to Unattached inside the Media Library so you can re-link them to new records or keep them for historical reference.

• Permanent file deletion: If you want to completely remove images or documents associated with a deleted artwork, simply navigate to the Media Library, select the relevant files, and delete them permanently.