Open Forum

 View Only
Back to discussions
Expand all | Collapse all

Collections Software

  • 1.  Collections Software

    Posted 11-15-2016 03:20 PM

    We are researching collections software, and I would be very interested in feedback.  We have a mixed collection, and we want something that will support an online searchable database.  Currently I'm looking at Rediscovery, Embark, and Collector Systems.  We will be converting from Pastperfect, so a seamless transition would be nice (if unlikely), but I won't base my decision on that.  Any comments or suggestions would be much appreciated.

    Thanks very much.

    Sue

    ------------------------------
    Susan Goganian
    Director
    Beverly Historical Society & Museum
    Beverly MA
    ------------------------------


  • 2.  RE: Collections Software

    Posted 11-16-2016 06:42 AM

    What is leading to your decision to replace PastPerfect?

    ------------------------------
    Colin Windhorst PhD

    Original Message


  • 3.  RE: Collections Software

    Posted 11-16-2016 08:58 AM

    Some questions to ask;

    What are your goals with the new system?

    What are the problems with the current system?

    What do you like about the current system?

    How many users are you expecting to use the system?

    Is the new system scale-able to any new projects that may be down the road?

    Are you looking for ways to generate revenue within the new system?

    Feel free to ask me any other tech related questions.

    ------------------------------
    Michael Mackay
    Manager, Sales & Marketing
    Spongelab Interactive
    Toronto ON

    Original Message


  • 4.  RE: Collections Software

    Posted 11-16-2016 11:22 AM

    We have Embark system. They have a good team for support and have helped us when needing to move large amount of data.

    ------------------------------
    Caleb Brennan
    Assistant Curator of Sculpture
    Frederik Meijer Gardens & Sculpture Park
    Grand Rapids MI

    Original Message


  • 5.  RE: Collections Software

    Posted 11-16-2016 01:43 PM

    At the Andy Warhol Foundation for 24 years, I used ArtSystems.  The AWF collection was varied, as it sounds like yours is by your wordage of "mixed collection", and contained unique as well as editioned artwork, collectibles, and just plain *stuff*, and ArtSystems handled it all.  I know ArtSystems has several different database options, and each caters to differing needs of any collection, so even within the brand name, there are different options to be chosen according to your exact needs.

    ------------------------------
    Beth Savage
    New York NY

    Original Message


  • 6.  RE: Collections Software

    Posted 11-17-2016 09:25 AM
    Edited by Mark Osterman 12-01-2016 09:15 AM

    All-

    Working with our digital strategist Jeff Guin we have been considering new Collections Management Systems. In light of this we developed the following as part of an internal assessment of what our current status is and where we want to go with Collections Management Systems. Our priorities are access and the ability for our system to communicate and connect with other systems through API that increase our collections' relevancy to a broader audience.

    In order to evaluate the need for a new system, we asked ourselves six guiding questions, which we adapted from the report “Archival Management Software: A report for the Council on Library Information Resources,” by Lisa Spiro, 2009.

    1. Do we really need new software, and is now the best time (given available resources, current projects, etc.) to pursue it?
    2. What are the weaknesses of our current software?
    3. How does information flow through the system?
    4. What kind of information is captured, by whom, when, and for what purposes?
    5. What workflows do archives want to change and retain?
    6. What is the desired outcome of adopting new software?

    Guiding Questions

    Do we really need new software, and is now the best time (given available resources, current projects, etc.) to pursue it?

    Now is a good time to pursue the acquisition of new content management software for the following reasons:

    • It supports Vizcaya’s strategic plan (see “Ties to Vizcaya’s Strategic Plan” below).
    • Access to our textual, photographic, architectural and audiovisual collection is currently limited to on site users, despite the fact that most of it has already been scanned at great expense.
    • These materials are currently stored on an external hard drive. On site users access the collection via networked read-only access on a laptop computer in the researcher reading room. Users have expressed frustration with the current system. They have difficulty navigating collections and find keyword searching multiple spreadsheets and word documents laborious and confusing.
    • Finding aids in word document format that conform to DACS standards and that are designed to be transferred to archival content management software have been created for 75% of the collection.
    • The archivist has been assigned the task of identifying and implementing a backup and preservation system for collections. It would be worthwhile to expand this task to include an investigation of content management systems in order to streamline the archivist’s workflow.
    • Also, a digital media specialist has been contracted who may be able to assist the archivist, making this an auspicious time to investigate content management software.

    What workflows do archives want to change and retain?

    The archivist wishes to reduce redundancy across spreadsheets.

    What is the desired outcome of adopting new software?

    The desired outcomes are as follows:

    • A streamlined archival workflow that is automated where possible.
    • Public online access to collections (image, audio, video, oral history, and text) that is attractive and intuitive.
    • Ability to research collections from the web through advanced search functionality and rich contextual information.
    • Ability to create attractive public online exhibits.
    • Ability to share collection with other repositories and collaborative organizations (i.e., Digital Public Library of America, Archive of American Art, Archives Grid, Google Cultural Institute, etc.).

    ------------------------------
    Mark Osterman, Ed.D.
    Guiding Programs Manager
    Vizcaya Museum and Gardens
    Miami, FL 33141

    Original Message


  • 7.  RE: Collections Software

    Posted 11-17-2016 11:08 AM

    Thanks, everyone.  We are using PastPerfect IV, so we clearly need to do something.  Upgrading that program is also a possibility.  One important goal is the ability to create a user-friendly online searchable database.  We currently have about 60,000 items from our collection inventoried, and that number will increase.  As a small nonprofit, the cost (particularly any ongoing costs) is an important part of the decision.

    Sue

    ------------------------------
    Susan Goganian
    Director
    Beverly Historical Society & Museum
    Beverly MA

    Original Message


  • 8.  RE: Collections Software

    Posted 11-18-2016 08:15 AM

    HI Sue,

    I am interested in your post, as we are considering Past Perfect for several separate institutional collections.  What is leading you to consider the effort involved in migrating to another system?   What are you looking for that your current system does not accomplish?  It would be helpful for us to hear from you about this.  Thanks

    ------------------------------
    Colin Windhorst PhD

    Original Message


  • 9.  RE: Collections Software

    Posted 11-28-2016 01:52 PM

    We are currently using Museum Plus with its eMuseum component. I'd like to hear more about what you like/don't like about your system, as we are also thinking of moving to a different system in the next couple of years.

    The eMuseum doesn't allow you to save searches, or link to exhibits or objects. You just get a link to the home page, then you have to do your search from scratch each time you enter.

    Museum Plus does have diacriticals, but you can't search for a name with a diacritical from within the database. The eMuseum part will do this search, so your customers can find him but you can't. (For instance, from the data entry end, Joan Miro shows with the accent over the o, but searching "Miro" doesn't take you to him. If you search by Joan, it will get you to a dropdown list that includes his name.)

    We haven't seen upgrades in quite a while, which is a concern for us. It is a very powerful database, but it is pretty expensive.

    ------------------------------
    Sherry Best
    Collection Curator
    Alice C. Sabatini Gallery - Topeka & Shawnee Co. Public Library
    Topeka KS

    Original Message


  • 10.  RE: Collections Software

    Posted 11-29-2016 02:51 PM

    Hey Sherry,

    Our Support team has been in touch to discuss your questions and offer training.

    We're looking forward to providing any help you might need with either MuseumPlus or eMuseumPlus.

    Sincerely,

    Marcia

    ------------------------------
    Marcia Finkelstein
    Managing Director
    Zetcom North America, LLC
    Greenwood Village CO

    Original Message


  • 11.  RE: Collections Software

    Posted 11-29-2016 10:38 PM

    I heard from one of the reps for Museum Plus. He said that some of the features could be reconfigured to do the searches and links I was talking about. Next step: learn more about features and links and figure out what we want to change....

    ------------------------------
    Sherry Best
    Collection Curator
    Alice C. Sabatini Gallery - Topeka & Shawnee Co. Public Library
    Topeka KS

    Original Message


  • 12.  RE: Collections Software

    Posted 11-29-2016 06:11 AM

    May I suggest looking at Keepthinking's Qi system (www.keepthinking.it).  We have just finished our customization process with them, and in our initial review of systems - which included meeting firms, tester versions, as well as software integrity & security reviews - which were robust with digital content and uses (such as online databases) Qi came out miles ahead of any other system. Their Clients list shows the breath and flexibility of the system and collections which use it. And they are terrific to work with.   

    ------------------------------
    Pamela Erskine-Loftus, PhD
    Director, The Media Majlis at Northwestern University in Qatar
    Evanston IL / Qatar

    Original Message