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Jun 25, 2026

Heratio Help Center article. Category: Collection Mgmt / Condition.

Condition Reports

Overview

Heratio's Condition Reports module allows you to create detailed condition assessments for archival materials, museum objects, and library items. Reports include photographs with annotations, AI-powered condition scanning, and integration with the Spectrum condition check procedures.

Creating a Condition Report

To create a new condition report:

  1. Navigate to the archival description or object record
  2. Click More > Condition Report or go to /condition/{slug}/create
  3. Complete the condition report form

Report Fields

Field Type Description
Date of Assessment Date picker When the assessment was performed
Assessed By Dropdown Staff member performing the assessment
Overall Condition Dropdown Excellent, Good, Fair, Poor, Unacceptable
Completeness Dropdown Complete, Substantially Complete, Fragmentary
Conservation Priority Dropdown Urgent, High, Medium, Low, None
Description of Condition Textarea Detailed free-text description of current condition
Damage Types Multi-select Tears, Foxing, Fading, Water Damage, Mould, Insect Damage, Abrasion, Corrosion, Staining, Brittleness, Warping, Cracking, Losses, Flaking, Discolouration
Structural Integrity Dropdown Stable, Vulnerable, Fragile, Actively Deteriorating
Storage Requirements Textarea Special storage or handling requirements
Treatment Recommendations Textarea Recommended conservation treatments
Handling Instructions Textarea Instructions for safe handling
Exhibition Suitability Dropdown Suitable, Suitable with Conditions, Not Suitable
Insurance Value Decimal Current insurance valuation
Currency Dropdown ZAR, USD, GBP, EUR, etc.
Notes Textarea Additional observations

Condition Photos

Photos are a critical part of condition documentation. Upload photos directly in the condition report form.

Uploading Photos

  1. Click Add Photo in the Photos section
  2. Select one or more image files (JPEG, PNG, TIFF supported)
  3. Photos are stored in uploads/condition_photos/ under the Heratio storage path
  4. Each photo is associated with the specific condition report

Photo Annotations

After uploading a photo, you can annotate it to highlight areas of damage or concern:

  1. Click the Annotate button on an uploaded photo
  2. Use the annotation tools:
    • Rectangle --- draw a box around an area of interest
    • Circle --- highlight a specific point
    • Arrow --- point to a feature
    • Freehand --- draw a custom outline
  3. Add a text label describing the annotation (e.g., "Water staining", "Tear 3cm")
  4. Annotations are saved with the photo and appear on printed reports

AI Condition Scan

Heratio integrates with Ollama running the LLaVA vision model to provide AI-assisted condition assessment.

How It Works

  1. Upload a clear photograph of the object
  2. Click AI Condition Scan
  3. The image is sent to the local Ollama LLaVA model for analysis
  4. The AI returns:
    • Detected damage types (e.g., tears, staining, foxing)
    • Suggested overall condition rating
    • Recommended conservation actions
    • Confidence score for each detection
  5. Review the AI suggestions and accept, modify, or reject each one
  6. Accepted suggestions are applied to the condition report fields

Requirements

  • Ollama must be installed and running on the server (or a configured remote host)
  • The LLaVA model must be pulled: ollama pull llava
  • Configure the Ollama endpoint in .env: OLLAMA_HOST=http://localhost:11434

Important Notes

  • AI scanning is an assistive tool, not a replacement for professional assessment
  • Always review and verify AI suggestions before saving
  • The AI works best with well-lit, high-resolution photographs
  • Processing time depends on image size and server hardware

Condition History

Every condition report is retained as part of the item's condition history. The history view shows all previous assessments in chronological order, allowing you to:

  • Track condition changes over time
  • Compare photos from different assessment dates
  • Identify deterioration trends
  • Verify the effectiveness of conservation treatments

Access condition history from the object record under More > Condition History or at /condition/{slug}/history.

Spectrum Condition Checks

Heratio's condition reports align with the Spectrum 5.0 Condition Checking procedure. The Spectrum integration ensures that:

  • Pre-loan checks are documented before items leave the institution
  • Post-loan checks are recorded when items return
  • Acquisition condition checks capture the state of items upon arrival
  • Routine survey checks are scheduled and tracked
  • Exhibition checks are performed before and after display periods

Each Spectrum check type generates a condition report with the appropriate context fields pre-filled.

Spectrum Workflow Integration

  1. Object Entry --- condition checked on arrival
  2. Loans Out --- condition checked before dispatch and on return
  3. Loans In --- condition checked on receipt and before return
  4. Object Audit --- condition checked during routine surveys
  5. Conservation --- condition documented before and after treatment

Printing and Export

Condition reports can be:

  • Printed as formatted PDF documents with photos and annotations
  • Exported as CSV for bulk analysis
  • Attached to loan agreements and insurance documentation

Permissions

Action Required Role
View condition reports Authenticated user
Create condition reports Editor or above
Edit condition reports Editor or above (own reports), Administrator (all)
Delete condition reports Administrator
Run AI Condition Scan Editor or above

Part of the Heratio AHG Framework