How to Choose the Best Collections Management Software
Managing collections using different tools or spreadsheets is inefficient. When systems do not connect, you waste time searching in multiple places. You also need to manually copy and paste data, which increases the risk of errors.
Collections management software brings your catalogs, documents, and cultural assets together in one place, which makes them easier to oversee. It also gives the public a search portal to find your collections anytime.
However, selecting the right collections management software can be a daunting task. You need to consider several factors, including the type of your collections, budget, industry standards, integration capabilities, and more.
This guide shares useful tips on how to choose the best collections management software.
TL;DR
- To find the right collections management system, identify your needs and goals, determine relevant industry standards, and gather early feedback from stakeholders.
- Prioritize key features based on your requirements. Separate must-have features from nice-to-have and unnecessary ones to focus on software that will support your core objectives.
- Research and compare different collections management solutions based on goals, users’ needs, standards, integration capabilities, and scalability.
- Soutron Global offers a comprehensive cross-cultural, cross-subject matter collections management solution built for museums, archives, and libraries.
8 Tips for Choosing the Right Collections Management Software
The tips below can help you find the best collections management system that supports your unique collections and daily operations.
1. Know Your Needs
First, identify what your organization needs from the collections management software. The system should support your organization and help staff manage cultural heritage collections more efficiently.
Review the types of items currently under your care. These may include books, artifacts, art prints, natural history objects, photographs, audio recordings, interactive media, or digital files.
You should also consider the items you may collect in the future. Planning for future collections helps you avoid replacing the software too soon. Having a collections management system that supports both current and future materials can serve you for many years.
Then, think about who will use the collections management software over the next five years or more. Will only trained museum professionals use the platform? Or will you hire volunteers and temporary staff to oversee growing collections?
What about public users and researchers? They may require access to your collections on-site or online via a website.
Different users’ needs largely influence which collections management software is the best fit for your organization.
2. Determine Relevant Industry Standards
Before choosing collections management software, review the requirements tied to your funding or accreditation.
Some funding bodies and accreditation programs require institutions to follow recognized industry standards.
Accreditation is especially important for museums that rely on external funding. According to the American Alliance of Museums (AAM), charitable donations make up an average of 30% of museum revenue. This emphasizes the need to meet established standards for collections care, ethics, and operations to increase funding opportunities.
Your collections management system doesn’t need to comply with every standard available. Focus on those that apply to your collection.
3. Engage Stakeholders Early
Ask senior leaders in your organization about priorities for the next five years. Consider business goals or planned projects that may affect what you need from the collections management system.
It’s also best to create a project team that will review needs and set clear objectives for the system.
In larger institutions, speak with staff from different roles. Curators, archivists, librarians, and registrars may all use the system in different ways. Some staff will not use the software daily, but they may rely on reports or data from it.
If you work in a smaller team, gather input from everyone. Discuss needs together before setting goals you want to achieve with the collections management system.
Don’t forget to involve your IT team early in the process. Ask about existing IT policies, security objectives, and infrastructure needs. These requirements may affect which collections management software you can adopt.
4. Establish Clear Goals
After understanding your needs and speaking with key stakeholders, the next step is to set clear goals. These goals should guide how you select the right collections management software.
Focus on what the system should help your team achieve, not just the features it offers.
For example, you may want to provide better user experiences and improve collection usage. A new system should make collection records more accessible and support fast internet access for researchers, students, and the public.
Another goal may involve improving loan management. Choose a platform that tracks the entire lifecycle of a loan, including curation, condition reporting, packing, transport, and insurance. This guarantees the safe borrowing or lending of objects for exhibitions, research, or education.
5. Consider the Type of Collections Management Software
Collections management software comes in different forms, depending on its deployment model.
- Cloud-based solutions: Also known as web-based solutions, they are securely hosted on the cloud and accessible through a browser. Staff can log in from their devices, while public users can search collections anywhere and anytime.
- On-premise solutions: These are installed on servers within your organization. Your IT team manages the system, data storage, and updates.
A collections management system also varies by focus or collection type.
- Museum collections management systems: These are designed for managing art, historical artifacts, and loans.
- Library collections management systems: They help librarians catalog, track, and manage books, journals, and digital resources.
- Archive management solutions: These organize and preserve historical documents, manuscripts, and records.
- Digital asset management systems (DAM): They focus on digital collections, such as images, videos, documents, and media files.
Understanding these different options will help your institution choose a platform that best fits your IT environment and collection.
6. List Key Features
Determine the key features of your collections management system. Group these functionalities into must-haves, nice-to-haves, and won’t-haves.
This approach keeps the selection process focused and prevents you from being overwhelmed with the options.
Must-have features are critical and support the goals you defined earlier. If a platform lacks any of them, it will likely create gaps in your operations. Examples may include cataloging tools, location tracking, and fast search.
Nice-to-have features, like barcode readers and custom reports, add convenience but are not essential. They may improve data entry, provide in-depth insights, or enhance community engagement. However, your team can still operate without them if necessary.
Won’t-have features are functions you intentionally exclude. These may be unnecessary for your current needs, too complex, or outside your budget.
7. Compare Different Collections Management Solutions
The next step is to research what’s available on the market.
Start by asking colleagues or peers from similar organizations for recommendations. Focus on people who manage collections similar in size, type, and budget to yours. Ask what system they use, what they like about it, and what challenges they face.
You can also review recommended or accredited systems from relevant industry bodies, such as the Collections Trust for museums and heritage collections.
Then, compare different collections management solutions using the following criteria:
- Goals: Confirm the system supports the goals you defined earlier.
- Standards: Check that it meets required standards and accreditations.
- User fit: Make sure the software meets the needs of current users and future teams.
- Integration: Review how easily the system connects with other enterprise tools.
- Scalability: Confirm it can grow as your collection, needs, and services expand.
- Vendor support: Choose a provider that you can contact easily in case of technical issues. The best software vendors provide reliable support, training, maintenance, and data migration services when needed.
- User community: Look for an active community that shares knowledge and feedback.
8. Read Customer Reviews and Request Software Demos
Before making a final decision, read customer reviews and test the collections management software.
Reviews provide insight into how the system performs in real-world settings. They highlight strengths, limitations, and common issues that may not appear in product descriptions. Focus on feedback from organizations with the same size, collection type, and budget as yours.
Next, request a software demo. This demo allows you to see how the system works in practice. Pay attention to how easy it is to navigate and complete routine tasks. Check whether key features support your workflows and priorities.
Involve team members who will use the system daily. Their feedback will help confirm whether the platform fits real operational needs.
Testing the collections management software also gives you a chance to ask questions and clarify other details with the vendor.
Why Is Soutron the Best Collections Management Software?
Once you’ve worked through the steps above, you should have a clear idea of which collections management system supports your organization’s needs.
Soutron’s MINISIS CAMS is ideal if you’re seeking an all-in-one cultural asset management platform designed for museums, archives, and libraries.
It has everything you need to manage all your collections while providing powerful cross-asset searching via the internet.
Here’s why Soutron is the best collections management software.
Proven Accreditations and Global Recognition
Soutron’s MINISIS has received multiple accreditations from CHIN Collections Software Review and Heritage Canada. These accreditations prove that Soutron meets established standards for collections management.
In addition, Soutron’s collections management software follows several industry standards, including Dublin Core, OAI, Z39.50, MARC, and Z39.87. It guarantees reliable data exchange, discoverability, and long-term usability.
Unified Archive, Library, and Museum Collection Management
Most cultural institutions struggle with disconnected systems and data silos. MINISIS CAMS removes that problem by providing a single source of truth for archives, library holdings, and museum objects in one platform.
Staff can manage physical and digital assets in one place without switching databases. This shared structure reduces duplicate records and keeps data consistent.
When everything lives in one system, organizing, reporting, cataloging, and preserving become far easier to manage.
Advanced Search and Accessibility for Staff and Public Users
MINISIS CAMS provides dynamic cross-collection search capabilities through a union OPAC interface.
Both staff and public users can find all collection types at any time through a user-friendly web portal.
Updates made by staff automatically reflect in the system without manual exports. This improves both internal efficiency and public access to collections.
Flexible Customization and Integration Capabilities
Every cultural institution works differently. MINISIS CAMS adapts to your organization rather than forcing you to change your ways.
It lets you configure form fields, screens, workflows, and language that match your library, archive, and/or museum standards.
MINISIS CAMS also integrates with library management systems and other third-party tools through APIs. This helps you expand information access and achieve seamless data sharing between teams.
Scalable SaaS Solution for Institutions of All Sizes
Soutron delivers MINISIS CAMS as a secure SaaS platform. Hosting, maintenance, updates, and help desk support are included under one annual agreement.
Small museums can start with core modules. Meanwhile, larger cultural institutions can manage complex, multi-department collections within the same environment.
Secure Hierarchical Database Management System
MINISIS CAMS runs on a multilingual HDBMS cleared to Protected B status from both IT and physical security perspectives.
It gives cultural organizations confidence that sensitive records, donor data, and digital files are stored in a secure and trusted system.
Manage All Your Collections in One Place with Soutron
Soutron Global helps museums, archives, and libraries manage all their cultural assets in a secure SaaS solution.
It replaces disconnected tools with an all-in-one platform for cataloging, accessioning, exhibitions, loans, and digital preservation.
MINISIS CAMS improves access to your entire collection while keeping records consistent and searchable.
Your staff spends less time on manual tasks and more time serving visitors and researchers. Meanwhile, public users can quickly find what they need using the OPAC union collection search portal.
With CAMS, you get a fully customizable and scalable solution that matches your current workflows and grows with your institution.
Request a demo today to get started!
FAQs About Collections Management Software
What is collections management software?
Collections management software is a digital system that helps cultural heritage institutions record, organize, and track items in their collections. It stores object details, images, locations, loans, and related documents in one database.
Who uses collections management software?
Museums, archives, libraries, galleries, universities, private collectors, and cultural centers use collections management software.
Museum professionals, such as curators, conservators, registrars, and collections managers, also rely on the system to maintain accurate records.
Why is collections management software important?
Collections management software is important because it helps staff track object movements, manage loans, document conservation work, and plan exhibits in one place. Many systems also allow institutions to share collections online, which can increase access for researchers and the public.
