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Collection Management Systems

M&G NSW has recently conducted research on the Do you have staff capable of using this software? use of Software (CMS) by What kind of training is required? organisations throughout NSW. The data, which was collected from across approximately 300 organisations, Before considering the purchase of software, identify gave us feedback about the usage and popularity who needs to be involved in the selection process. of different databases in use in NSW. At this stage, the most popular database is Mosaic; however the For paid organisations this could include the feedback we received indicated that Mosaic could Collections Manager, the Executive Director, IT be difficult for new users or for users unfamiliar with Manager, Head , Head of Conservation and the using relational databases. This has led to a significant Database Administrator. number of organisations moving away from using For volunteer organisations this could include the Mosaic, either by discontinuing use of the database, President, the Treasurer, the Collections Manager, the switching to another database or moving to a simpler Curator, and any other volunteers who will be trained and more inexpensive alternative such as an Excel in the use of the databases and will be using it on a document. The research also indicated that there was regular basis. growing interest in Vernon System’s EHive, a cloud based database that allows users access via an online Who will manage the database? portal. The increasing popularity of EHive appears to be due to its ease of use, its ability to easily publish It can be useful to identify a project manager and collections and object online, due to it being accessible establish a plan for the implementation of a new CMS. on multiple computers via the online portal. This will help keep the project on track and help your organisation meet key goals and milestones. Our research has also shown a number of organisations moving away from using established What does your organisation need from a CMS? collections management systems in favour of using custom built databases. This is not something that This can be determined by interviewing the is recommended as it can result in issues that affect organisation’s key stakeholders and staff who will be the relevance and uniformity of data being recorded, using the database on a regular basis. Some of the the sharing of data and the ongoing sustainability of questions you should ask include: the custom database after the original users leave the organisation. • How will a CMS help your organisation achieve its goals? As a result of this research we have compiled an • What problem are you hoping to solve by using a updated fact sheet with a list of the most commonly new CMS? used CMS programs and the key considerations in • Do you want your to be available to the the purchase and use of CMS programs. The products public online? outlined in this resource represent the software most • Does your organisation require Digital Asset commonly used by , galleries and heritage Management (DAM)? centres in NSW, and represent products with a range of • How much IT support will you need to implement a prices, capabilities and requirements. new system? • What is your budget? In order to determine the best software for your organisation we recommend you consider a number of key factors:

MUSEUMS AND GALLERIES OF NSW | E: [email protected] | W: mgnsw.org.au| T: 02 9252 8300 Research the different options and vendors available Off-the-shelf Products

• What software suits your collection? (i.e. collection FileMaker Pro size, type, etc.) • Is the CMS compatible with the organisations Filemaker Pro is a relational database that works hardware and software? Is your computer running similarly to Microsoft Access but is usable on both the right operating system? Does the computer PC and Mac. FileMaker Pro also allows a degree of have enough storage space/RAM to handle the customisation and is a suitable database for a wide CMS software and the records you want to store? range of uses. The software allows existing data • How well does the vendor understand the specific to be imported from different files, including Excel needs of your organisation and its collection? documents. • Does the vendor have experience in the type and size of your collection? Price: Prices start at AUD $1312.30 per year for up to • What other clients use that software? Contacting 5 users. these clients can help you compare the pros and cons of different systems. System Requirements: Mac, PC running Windows OS • What service and support does the vendor provide? Do they offer ongoing service and training? Website: http://www.filemaker.com/products/ filemaker-pro/ How much does your organisation have available to spend? Microsoft Access

• What are the costs of implementation? Are there Microsoft Access is purchased as part of the Office 365 yearly costs, extra support costs, or costs for Home or Professional suite. As Access is a relational training, service packs or upgrades? database system, distinct sets of information can • How many people will be using the software be linked to work together and allows a degree of simultaneously/how many machines do you want customisation based on organisational needs. loaded with the software? Price: AUD$99-$129 • How many software licenses will you require? System Requirements: PC computer Important things to remember: Website: https://products.office.com/en-au/access More than one staff member or volunteer needs to be trained in the use of the collections management software. The training of multiple and new staff members will ensure the sustainability of the software and ensure ongoing use and access to the collection records.

The databases forms and records should be designed in consultation with someone experienced in the use collections management software. This will ensure that essential information is captured in a useful and accessible way. Vendors will be able to assist in this and you can also contact similar organisations in order to establish what would work best for your collection and organisation.

MUSEUMS AND GALLERIES OF NSW | E: [email protected] | W: mgnsw.org.au| T: 02 9252 8300 Custom Products Vernon CMS

This is a summary of the more popular Collections Vernon CMS is typically used by medium to large Management Software programs that are currently organisations, including those with multiple sites and available for use by museums, galleries and heritage large scale collections with millions of objects. organisations. Vernon CMS is comprised of modules that allow you eHive to choose the features required for your organisation. Vernon CMS is a system that is capable of eHive is a simple to use cataloguing system that is accommodating organisations with mixed collections, cloud based and allows you to publish your collection including social history, natural history, and online. eHive has been specifically developed for small collections. The core module is Cataloguing museums, heritage centres and councils looking for and covers all the key features needed to manage a professional low-cost solution for managing their a collection including accession and deaccessions, collections. descriptive details (parts, measurements and physical aspects), location and movements, multimedia, eHive is hosted on a cloud based server which can be places and sites, storage and handling requirements, accessed via the eHive webpage. This means that the valuation, curatorial research and many others. The database can be accessed from any computer that has Activities management module can be purchased an internet connection. eHive is automatically updated as an optional extra and this module provides and backed up by Vernon CMS. comprehensive workflow control for all collection management processes including the management of Key Features: loans, and conservation. • eHive provides separate pages for the cataloguing of Art, Photography and Multimedia, Archives, Vernon CMS also features a Browser module which History, Natural Science, and Library can allow your collection to be published online. The items. Browser module can be used to build mobile-friendly • Publish collections online or keep them private. websites with customised branding. It also allows you eHive also allows web visitors to tag and comment to control what collection data is published and shared on published records. online. • Create communities to link collection items from different organisations. Communities can be Vernon also offers a high level of support for its users. geographic or theme based. This includes onsite and online training, customisation, • eHive can be integrated with WordPress to build consultation with their expert staff, online resources branded websites to present your collection. and system upgrades and updates. • Data can be shared with Trove, the of Australia’s online resources website. Key Features: • Only pay for the licenses you need. Users: Port Macquarie Historical , Port • Allows multiple windows to be used concurrently. Macquarie; Miss Porter’s House, Newcastle; Eskbank • Manage user access and allocate rights. House, Lithgow; Fleet Air Arm Museum, Nowra. • Create custom formatted reports. • Manage workflows for activities such as outward Price: Free up to 50MB of storage or up to 5000 loans, including the generation of reports and objects. One year license US$99-$800 or a five year automated emails. license US$450-$3,500 depending on required • Secure access to restricted information. storage space (500MB to 25GB available). • Support via phone and email with Vernon’s experts. • Built in reporting tool and export data to MS Word System Requirements: Mac or PC with internet and Excel. connection • Integrated multimedia, any number of images, sound files and videos can be linked to the relevant Contact: [email protected] records.

Website: https://vernonsystems.com/products/ehive/ Users: National Trust (NSW), Maitland Regional , Mosman Art Gallery

MUSEUMS AND GALLERIES OF NSW | E: [email protected] | W: mgnsw.org.au| T: 02 9252 8300 Price: Key Features: • Everything necessary is provided in one easy For the baseline Cataloguing module there is an AUD installation and can be delivered by either email or $7,000 purchase cost with an annual licensing fee mail. of $1,400. Extra modules and licenses can also be • Can be easily used to catalogue objects, purchased at an extra cost. photographs, documents, artworks, oral histories and more. Vernon can also assist with Data Migration with the • Database is also capable of maintaining records cost based on the consistency of the data and the time on outgoing and incoming loans, valuations, taken to import it into Vernon CMS. The cost is $1,250 conservation, membership and staff. a day and Vernon will provide a free and confidential • Can store a large range of data related to objects, quote based on their analysis of your collection data. including the people and places related to the object’s significance. Installation includes onsite training over two days. The • Has an inbuilt classification system. training costs $1,600 per day with travel expenses • Compatible with scanned images and other charged depending on location of the organisation. multimedia. • Free telephone and email support for basic queries System Requirements: Mac or PC are provided for the first year, with the potential to Contact: [email protected] maintain the service for a reasonable fee. • Can grant and restrict permissions for users. Website: https://vernonsystems.com/products/vernon- • Produces standard letters, labels, reports, as well cms/ as correspondence and report with organisational branding. Collections MOSAiC Plus • Data can be exported to MS Word or Excel. • Data can be easily uploaded to the internet using MOSAiC was initially developed in conjunction with MOSAiC web. Museums Australia (WA) in the 1990s and is currently • Is currently installed in over 650 institutions in use by 0ver 650 sites throughout Australasia. throughout Australasia MOSAiC is a database that is designed for use by • Can sample MOSAiC using an Evaluation pack, museums, historical societies, galleries, , which is limited to 50 records. and organisations and is capable of handling a wide variety of collection types. Users: Museum of the Riverina, Wagga Wagga

MOSAiC was designed with usability in mind, however it Price: is recommended that all staff be trained in its usage as our research suggests that organisations with MOSAiC Standalone Edition (single computer license): $1,496 are encounter difficulties when trained users leave and remaining staff members are unable to use or access Networked Edition (2 licenses): $1,936 the database. SQL Server Edition (Includes 5 user licenses and MOSAiC is also capable of being used without access Microsoft SQL Server 2005 Express Edition): $4,620 to the internet, which makes it a good option for Additional licenses can be purchased at an extra cost. organisations without a reliable internet connection. If connected to the internet MOSAiC can easily upload System Requirements: PC with Microsoft Windows XP collection data to make it searchable by the public. minimum. MOSAiC has fully searchable data with built in and Contact: [email protected] user-definable reports and data export functions. It comes pre-loaded with industry standard validation Website: http://www.istechnology.com.au/vw- lists and is fully customisable. Collections-Mosaic.aspx

MUSEUMS AND GALLERIES OF NSW | E: [email protected] | W: mgnsw.org.au| T: 02 9252 8300 Axiell EMu Users: Australian Museum, Museum of Applied Arts and Sciences Previously developed by KE Software and known as KE EMu, EMu is now developed by Axiell. EMu is a Price: Estimated at $5000 for a single user license, will sophisticated collections management system that require a quote from Axiell. is typically used by medium to large museums and is capable of handling a wide range of collection and EMu is licensed per concurrent user. The license institution types but is particularly suited to natural covers all software, digital asset management and the history collections. web interface. Unlike Vernon and other systems the cost includes all museum/collections management EMu is capable of cataloguing to an international modules. Axiell provides consultation, development standard and can easily manage multimedia, text and implementation services. files and physical object data. EMu is also an effective tool for conducting in depth collections research and System Requirements: Linux/Unix is recommended analysis. for large scale implementations but Windows is also suitable for smaller implementations. The EMu database is object oriented and supports nested and multi valued fields. EMu has an excellent Contact: [email protected] search function, with the capability to handle collections ranging in size from a few thousand into Website: http://alm.axiell.com/collections- the millions. Over 692 million objects, specimens and management-solutions/technology/emu-collections- artefacts are managed by EMu worldwide. management/

EMu can also assist in increasing access to collections Axiell Adlib with the ability to share and publish collection data Adlib is a flexible and customisable option which can online. be used with a range of collections including simple Key Features: collections, and right up to handling complex and high • Catalogue to international standards. profile collections. • Comprehensive museum management tools Adlib is favoured for its flexibility and its ability to be including: accessioning/, easily customised by the user. Adlib provides several bibliography, conservation and condition check, specialised options, including , Library and event management, loans, internal and external Museum, with the option for integration. movements, insurance and valuation, locations and rights and audit trails. Key Features: • Additional modules available included for • Catalogue to international museum and archive natural history collections including taxonomic standards. nomenclature, collection events, stratigraphy, sites • Manage a range of collection types. and gazetteer. • Easily manage multimedia, text files and physical • Mange multimedia, text files and physical object object data. data in one central database. • Excellent search function with the ability to find • Can export data to MS Word and Excel. objects or groups of objects in a collection. • Create efficient workflows to manage conservation • Accurate location management and tracking of and digitisation processes. objects. • Easily conduct collections research and analysis. • Generate flexible and automated reports on the • Manage user permissions, access to records and collection. authority files. • Manage conservation processes and condition • Manage exact physical locations using hierarchies checks. of locations. • Publish collections online via your website. • Manage treatment schedules, condition checks. • Make digitised images, documents, video and • Monitor and track trap and pest information. audio files available online. • Increase access by publishing collections online • Easily plan exhibitions and managed interpretation. and making digitised files available online. • Easily manage digital assets. Users: Macquarie University, Sydney Jewish Museum, • Training offered for users in use of EMu. State Library of New South Wales.

MUSEUMS AND GALLERIES OF NSW | E: [email protected] | W: mgnsw.org.au| T: 02 9252 8300 Price: Estimated at $3,000 - $4,000 for a single Axiell Calm license. Calm is a collections database that was developed System Requirements: PC running Windows 7 or later by and is designed to cater to the specific needs of organisations with archive and record based Contact: [email protected] collections.

Website: http://alm.axiell.com/collections- Calm is built on international standards for archival management-solutions/technology/adlib/ collections and offers a flexible and customisable solution for the management of archival, curatorial and Axiell Mimsy XG records based collections.

Mimsy XG offers an easy to use collections Key Features: management software and has been popular with • Catalogue to international standards. both small private collectors and large institutions. • Flexible and highly customisable. It is particularly suited to cultural history and multi- • Store, link and manage data using a sophisticated disciplinary collections. hierarchy based data structure. • Create workflows to handle conservation, reading Mimsy XG has strong cross-platform capabilities which room requests, digitisation processes, etc. allow it to be used by computers running either Mac • Easy management of user permissions. OSX or Windows. • Flexible data entry . Key Features: Price: Estimated to be between $2,600 and $3,000 for • Catalogue to international standards. a single license. Quotes can be requested from Axiell. • Manage multimedia, text files and physical objects data in one central database. System Requirements: Minimum requirement of PCs • Mimsy XG allows for consistency of authority running Windows 2008 or 2012 64bit OS terms by linking to external thesauri and people databases. Contact: [email protected] • Easy to use search function. • Simple importing and exporting of data. Website: https://alm.axiell.com/collections- • Create efficient workflows to manage conservation, management-solutions/technology/calm-archive/\ digitisation processes, etc. • Manage user permissions and access to records and authority files. • Manage exact physical locations using hierarchies of locations. • Manage treatment schedules and condition checks. • Create and access reports.

Users: Australian War Memorial

Price: Estimated to be between $4,000 and $5,000 for a single license.

System Requirements: PCs running Windows XP Professional, Windows Vista, Windows 7, Linux, Macintosh running OS X Jaguar or later.

Contact: [email protected]

Website: http://alm.axiell.com/collections- management-solutions/technology/mimsy-xg/

MUSEUMS AND GALLERIES OF NSW | E: [email protected] | W: mgnsw.org.au| T: 02 9252 8300 Axiell Collections Cloud PastPerfect is made up of four catalogues that are designed to handle different collection areas. These A new product developed by Axiell for small and modules include: emerging museums and archives. This database is • Archive, for storing documents. hosted in the cloud which allows it to be accessed from • Photographs, for storing visual materials. any computer with a browser and internet connection. • Objects, for artefact management. The cloud-based server also allows collections to be • Library, for storing kept within the collection. easily published online. Axiell Collections is designed to be a simple database solution that can be used by PastPerfect allows for the standardisation of users, such as volunteers, who haven’t previously used cataloguing, with the standard for naming artefacts, collections management software. Nomenclature 3.0, preloaded into the PastPerfect Lexicon. Key Features: • Catalogue to international museum and archival PastPerfect also allows uses to attach multimedia to standards. records, track acquisitions, store donor information, • Integrated cloud applications for museum, archive and generate standardised forms and letters. and special libraries. • Publish collections online. Key features: • Manage a range of collection types. • Features four separate catalogues designed to • Manage object locations, conservation process and cover all major areas of collections management. condition checks. • Includes tools to handle accessions, exhibits, • Plan exhibitions. condition report, loans and more. • Generate automated reports on the collection. • Research and report functions. • Designed to be easy to use for first time users. • Pre-filled authority files and customisable drop down menus. Price: Approximately $2,000 AUD per user, with the ‘per • Software preloaded with the standard for naming head’ cost diminishing as the license size increases. artefacts, Nomenclature 3.0. Collections can be published on the web using Axiell • Track acquisitions from the time a donor Internet Server which can be purchased for $5,400 approaches your organisations. (unlimited users). Installation cost is $900 and data • Contacts database that tracks information about migration can be quoted on request. your contacts including membership renewals, pledges, financial gifts, and volunteer hours. System Requirements: Mac or PC with browser and • Can produce standard forms and letters as well as internet access. create bulk mailings and email newsletters.

Contact: [email protected] Users: Museum of Education (UNE), Saumarez Homestead (National Trust) Website: https://alm.axiell.com/collections- management-solutions/axiell-collections-cloud/ Price: USD $870 for PastPerfect Basic. Users can purchase the optional Multimedia Upgrade which PastPerfect allows photos to be attached to records.

PastPerfect is a US based software for collections System Requirements: PC with Windows XP or higher. archiving. It is designed to be primarily used by museums but can be used by a variety of Contact: [email protected] institutions including libraries and archives. PastPerfect is capable of handling a wide range of collections Website: http://museumsoftware.com/pp5.html including archival, art, archaeological, historical, ethnographic, photographic collections and many more.

PastPerfect allows the user to effectively handle every aspect of collections management including accessioning, exhibitions, condition reports, loans, and many others.

MUSEUMS AND GALLERIES OF NSW | E: [email protected] | W: mgnsw.org.au| T: 02 9252 8300 Lucidea InMagic DB/TextWorks The database is based on the TextWorks platform, which means you can catalogue your collection quickly InMagic DB/TextWorks is a database and text retrieval and easily while still conforming to national standards. software that enables users to build ‘textbases’ (text/ multi-media databases). Known for its ease of use, Key Features: TextWorks is a popular choice for managing all types of • Easy search function with the ability to find any content including bibliographic catalogues, documents, item in your collection in seconds. images, multimedia and many others. With its fielded • Easy to use layouts and menus. search engine, TextWorks delivers fast, precise results. • Data entry screens formatted for objects, images, books, etc. Two add on products, Maxus Collections and Maxus • Display images of photographs, and ArtWorks, are available for DB/TextWorks that are documents. tailored specifically for galleries, museums and • Records can be sorted, displayed and printed in a heritage centres. range of formats.

Key Features: Users: Hambledon Cottage, Parramatta; Bradman • Easy to use and doesn’t require any programming. Foundation, Bowral; Norfolk Island Museum. • Allows information to be published online. • Powerful and fast search capabilities. Price: AUD $1,965.00 excluding GST for a single user • Flexible and customisable. Users can specify the installation. fields necessary for each individual record. • Can import information from most third party System Requirements: PC with Windows OS databases. Text can also be imported from documents, including from Microsoft Office or Contact: [email protected] PDFs. Website: https://www.maxus.net.au/index.php/ • Simple Drag-and Drop Form Design- DB/Text products/maxus-collections Works’ Report Writer gives users control over look and content of the reports. Lucidea Maxus ArtWorks • Excellent image management with the ability to store, retrieve, display and print images. DB/ Maxus ArtWorks was developed to make the TextWorks supports 30 standard file formats and cataloguing of art collections simple and efficient. allows the user to easily attach images to an Designed for galleries and organisations with art associated record. collections, this database is based on the DB/Text platform and is flexible and easy to use. Data entry is Price: Quotes can be provided by Lucidea fast and simple with easy navigation and the ability to retrieve records quickly and accurately. Maxus System Requirements: PC with Windows OS ArtWorks can be used to catalogue a physical collection Contact: [email protected] or a collection of digitised images, or both.

Website: https://lucidea.com/inmagic-dbtextworks/ Key Features: • Powerful and easy to use search functions. Lucidea Maxus Collections for Museums • Screens formatted for artworks and records. • Menu driven with clear layouts. Developed by Maxus Australia and now operated • Reports include valuation, and works, by Lucidea, Maxus Collections for Museums is a labels and more. product specifically designed for use by museums. The database is designed to handle a range of Price: AUD $1,965.00 excluding GST for a single user collections including objects, books, newspapers, installation. articles, paintings and photographs. Maxus Collections for Museums was developed in collaboration with System Requirements: PC with Windows OS Museums Australia (Victoria Branch) and the structure Contact: [email protected] of the database is based on the Small Museums Cataloguing Manual published by Museums Australia Website: https://www.maxus.net.au/index.php/ (Victoria Branch). products/inmagic-db-text/db-text-works

MUSEUMS AND GALLERIES OF NSW | E: [email protected] | W: mgnsw.org.au| T: 02 9252 8300