Why Museums Should Use Collections Management Systems

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If you have ever been to a museum, you must have appreciated the huge collection that is so strategically displayed throughout the area. Museums contain a world of knowledge about the past, and they provide a window to see the significant events that took place in history. But have you ever wondered about the hard work that goes behind creating the museum and origination the extensive collection and inventory?

For a large museum, it is not practical to manually manage the huge inventory and collection of artifacts. Thus, prominent museums need a well-structured collection management system.  In this article, we will try to find out why museums should use collection management systems?

Before we delve deeper into this, first let’s find out what is the Collections Management System (CMS). Often referred to as Collections Information System, this is a software that the collection staff use to managing inventory in an institution that is primarily related to collecting things, such as a museum or archive. It may also be used in a lesser degree in galleries and libraries to collect, organize, manage the collections. This is done by keeping a detailed track of the information related to the items.

What are the features of museum collection management software:

•    The software should be capable of performing various activities such as storing data, editing and deleting data, sorting data and accessing it whenever required in the way of generated reports
•    The system should be highly flexible, and it should be able to accommodate more data when the collections expand.
•    There must be a recovery and backup plan to recover the data and related information in case of a disaster or any other system failure.
•    To achieve a higher level of precision, data and metadata standards must be correctly used in the museum collections management software.
•    The collections management software should allow the staff to manage the details/ information regarding the right to reproduction of the objects.
•    It should have a strict security parameter to ensure that only those who are authorized to use the software can access, edit or delete any data.

Every museum is different, and they have unique requirements hence this should be taken into consideration when choosing a collections management system. The museum staff should be able to determine what collections they wish to manage using the system, their budget, and the people who will be trained to use it.

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