Hi David,
I only have experience with collections management software from a conservation standpoint, all of which have been paid software - TMS, K Emu, and MIMSY. The software was already in place by the time I started working at the different institutions so I unfortunately don't have much to say about the selection process. My only thought and comment would be, if you are going to go with a free software, be sure that its data can be exported in a manner that can be read by other software in the future. We ran into that issue at an institution I used to work for where the conservation database would not talk to collections management database, or that the communication was only one way (CMD to CD). This meant that if we were to try to combine any conservation records into a newly added Conservation Module in the CMD, we would have to upload each report individually to have everything in one place. Having had the CD in operation for over 15 years, that was a lot of paperwork that would need to be manually moved. I would hate for you to go through the process of digitizing and uploading all of the information from your paper files only to have to then manually migrate them later.
I've also worked in institutions where the previous file format is no longer legible by current software or operating systems. A system that has some longevity behind it may be more beneficial in the long run for keeping files accessible.
Do you have Microsoft Access as part of the museum's work suite? I have colleagues who have built databases within it (laboriously, but definitely functional), and if you already have it then it would be a no cost option to get started.
Best,
Liz
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Elizabeth Peirce
Connecting to Collections Care Monitor 1/22-2/4
Conservator (Objects)
Library of Congress
Washington DC
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Original Message:
Sent: 01-29-2024 22:50
From: David Cranston
Subject: Looking for Museum Software suggestions - Free? Paid?
Hi - I'm the Curator at our Historical Society in Eastern Upstate NY. We've been in operation since 1973 and only recently we decided to get Internet access and our first computer! All our Accession records are on paper in manila folders. We maintain a subject file (index cards) for our collection of 7,000+ items. Many of those are "old" photos and postcards.
Once we get the Internet and computer installed in a few weeks, we want to get Museum Software. Several on our Board are aware of Pastperfect. We own a Victorian building that requires a lot of upkeep so we try to keep our costs down. I have briefly looked at Pastperfect and a few open source Museum Software programs. I'm curious if anyone has any recommendations regarding Museum Software, paid or free, to primarily help manage our collection. Why did you pick the one you use? Is training or worthwhile help available? Any "gotchas" we might need to be aware of? I'm a retired computer programmer (40+ years) so I can usually find my way around software... but it would be best if the software was easy enough for a non-tech person to use.
Since we also manage a small giftshop and membership details (on paper or in spreadsheets), including these in the Museum Software might be beneficial, but for now we're concentrating on software to help with our collection.
Thanks
David
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David Cranston
Curator
Lake Luzerne NY
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