CarLibrary.org - Collection Management Systems
April 21, 2016
"I then bequeath the whole of my property...to the United States of America, to found at Washington, under the name of the Smithsonian Institution, an Establishment for the increase & diffusion of knowledge among men."
Digital libraries, as exemplified by the Greenstone collections/archives, are closely related to "Collection Management Systems" (CMS) which museums and archives have been using to some degree since the 1960s (on IBM mainframes!). However, since the advent of the Internet, the role of a CMS has evolved. Not only is it an very important tool for the museum staff to efficiently perform "collection management tasks", but a CMS may also be now expected to provide "access" to a museum's objects for researchers and the public. Further, the "objects" in a museum now include both a digital facsimile of a physical object - a photo of the object or scan of a document - and objects which are "born digital", such as digital photographs which may be documentary in nature (locations, objects and events) or art objects in their own right.
Although this webpage will attempt to summarize uses and sources of a CMS, we strongly recommend investing time to read (and digest!) "Collection Management Systems" by Anna Marie Poma Swank. Although it may be a daunting to read and absorb this 206 page document, it will be time well-spent if it helps you avoid false expectations or following convoluted paths to an effective CMS solution. Note that about half of this report is CMS product summaries and extensive lists of CMS clients.
Other very good introductory and referential resources are:
Collection Management System - Functions
What should a Collection Management System do? The CHIN Checklist has identified these basic functions:
Museums identified and performed these tasks long before any CMS existed. Further, some of these functions are very similar to those necessary for medium-large businesses. It is not surprising, therefore, that both CMS software and business systems are essentially highly customized database systems. The CHIN Checklist lists other CMS functions also commonly found in business systems: an efficient user interface, reporting, data validation and data import/export.
However, some of the functions above and other "extended functionality" operations may have special meaning or processes unique to museums, collections and archives. For example "Object Entry" and "Acquisition" normally require assigning an accession number (see an example from the National Gallery of Art). The recommended documentation for any object entering a collection is much different than for a business accepting a shipment at the loading dock! The CMS is expected to recognize these differences and assist the museum staff with step-by-step menus for these operations.
Similarly, the "Cataloguing" function in a CMS should point the staff towards a consistent and standard set of terms to identify the objects being accessed. At this point, "metadata" is assigned to the object(s). What is metadata? It is the "data about data" or the descriptors needed to identify the object, almost always in standard categories. Metadata is discussed in detail elsewhere on this website. A complete and authoritative guide can be found at: Dublin Core User Guide. From this guide:
A CMS will have pre-set classification (metadata) categories and also normally allow user-defined categories. This is important for car museums and collections if "car year", "car make", "car model" and similar classification categories are useful and expected. The number of used-defined categories allowed may therefore be a critically desired feature. The "Archive/Collections Basics" webpage provides examples and other sections found in this website's Table of Contents provide recommendations.
Cataloging should also follow standards set by using a "nomenclature", "hierarchical listing of terms" and similar widely-adopted guidelines. These features are highly desirable in a CMS.
One of the enhanced features noted on the full CHIN Checklist is "Public Access and Engagement" This will be discussed below in the section titled "Collection or Content Management?"
Another technical feature is "Import/Export Functions". Unless a collection has never placed any data on a computer, this should be considered to be very important. The ability to import Excel-style files of object names, accession numbers and descriptors can be a valuable time-saver and ensure consistent data. Further, the Metadata webpage also explains processes for reading and writing "embedded metadata" into digital objects - images and PDF files. Trials have been successfully completed freely exchanging in both directions - metadata from and to Excel files, images and a CMS system. Using and mastering this process is highly recommended!
The Greenstone digital library software (not a true CMS) can categorize (classify) digital objects directly using only their embedded metadata. Although this would seem to be a very desirable function, no CMS yet reviewed has this ability.
Collection or Content Management?
Anna Marie Poma Swank very ably explains the distinction between a ""Collection Management System" and a "Content Management System". This should be understood by a collection manager before drafting specifications (requirements) for a proposed CMS.
but she further states:
The ability of a CMS to provide both "collections" and "content" management is an important step to the goal of all collections: "... for the increase & diffusion of knowledge among men." However, there are several methods for a CMS to "diffuse knowledge" from its collection.
However, if after a CMS provides "public access", what are the goals of this access and what will be the public's interface to the CMS? Will the interface have "standard" and "advanced" query tools or will this interface provide a "curated" view of the museum' collection, current exhibits, etc.? A few CMS packages have addressed this issue.
No business would acquire any but the most simple software without first performing a "systems analysis". This should also hold true for a museum or private collection considering a CMS. A guide to this is "Choosing Museum Collection Management Software, The Systems Analysis: Its Methods, Functions and Benefits" by Robert A. Baron, Museum Computer Consultant. Although this paper was written in 1991, it remains very useful!
In other words: "The enemy of the good enough is the perfect." Planning is important but excessive planning may delay your project excessively!
If a collection or museum has only paper records, creating an Excel file of sample assets is a good start. Similarly, an Access database can be made from these Excel files and it will show how "tables" relate data. This is the structure nearly always used by a CMS.
A very well developed Access-based "freeware" archives system is Tabularium, developed by David Roberts and the Government of New South Wales, Australia. A version with sample data can be downloaded.
The Access database will require special techniques to store and display image or other digital assets in other formats (doc, xls and pdf).
Tables that are commonly used by a CMS put "like kind" objects/data elements together and may include:
The open-source Greenstone digital library software can provide a very good introduction to using metadata for classification and searching of digital objects although it does not otherwise have "management" functions. Sample data in an Excel/CSV file can be imported into Greenstone (using the "explode" process) or embedded metadata in sample objects can be used directly in Greenstone for a good learning experience.
The PastPerfect Museum Software User Guides provide clear and detailed explanations of nearly all the "collection management tasks" listed above. The software can also be requested for downloading. Both are highly recommended.
CMS Vendors and Software
A personal survey of several sources shows there are 38 CMS software packages available from almost that number of vendors! A table that provides summary data on each package is linked here. This table will be updated as further product information is known or trials are completed. Note that the table includes the Greenstone Digital Library software, although this is not really a CMS.
A very good online source of SPECTRUM-compliant systems is at the "Choose a CMS Software Survey 2014-2015" It is not know how often this site is updated. A compiled table of these systems is also available online, but its date is unknown. Price differences have been noted between these two sources.
Although more than 10 years old, these CHIN resources provide valuable background data on CMS vendors and systems:
Email me with any questions, comments or suggestions: Bob Schmitt, firstname.lastname@example.org