Managing Collection Data
“We’re not sure where or what everything in our collection is!”
If this sounds like your organization, you are not alone! Many local historical societies and small volunteer-run museums feel overwhelmed by trying to approach their databases and collections management information. Many volunteers or staff working with collections over time, with limited oversight or existing procedures can compound into a quagmire of missing fields, misspelled names, or inconsistent numbering systems.
Collection Management Systems
Many organizations use a collection management system (CMS) like PastPerfect or CatalogIt to manage their collection data. When done right, these systems are a convenient and searchable way to keep track of object information, which staff member or volunteer worked with an object, and more. They can even be accessed easily by the public for research purposes and you can control which information about the collections is publicly available. At the Vermont Historical Society, we use CatalogIt. Check out our online collection database to see an example of how this software works.
However, the best collections database is simply one that is organized and usable by people inside and outside of your organization. An Excel spreadsheet or a physical log can meet this need just as well as a cloud-based CMS, as long as your volunteers and staff adhere to strict procedures for adding object information.
Complete an Inventory
A great first step in combating collections confusion is to complete an inventory of everything in your exhibits and collection storage spaces. Even if you’re not sure what an object is, write down everything you can observe about it, including where it was located at the time of the inventory, what it looks like, what condition it is in, and any tags or potentially identifying information that is attached to it. Once you’ve completed an inventory, cross-reference any unidentified objects with your collection database and fill in any gaps that you can. For more information on what to do with remaining unidentified objects, check out our Common Collections Problems guide.
Explore the resources at the bottom of this page for more on how to manage your collection data.
