{"id":2923,"date":"2025-06-12T14:26:51","date_gmt":"2025-06-12T11:26:51","guid":{"rendered":"https:\/\/www.collectionpro.fi\/ohjeet\/collection-management\/"},"modified":"2025-06-17T14:53:47","modified_gmt":"2025-06-17T11:53:47","slug":"collection-management","status":"publish","type":"ht_kb","link":"https:\/\/www.collectionpro.fi\/en\/help\/collection-management\/","title":{"rendered":"Collection management"},"content":{"rendered":"\n

A Collection Management System (CMS) is a key tool for museums, archives and other cultural heritage organisations. It is used to manage artefacts, digital materials, metadata and collection processes efficiently and in the long term. <\/p>\n\n

This guide discusses:<\/p>\n\n

    \n
  1. What makes a good collection management system<\/li>\n\n\n\n
  2. How to build and deploy the system<\/li>\n\n\n\n
  3. How to use and maintain it<\/li>\n<\/ol>\n\n

    1. What makes a good collection management system?<\/h2>\n\n

    A good collection management system is:<\/p>\n\n

      \n
    • Collection-driven<\/strong> \u2013 Supports the management of objects, images, documents, and other assets.<\/li>\n\n\n\n
    • Metadata-rich<\/strong> \u2013 Allows for comprehensive and standardized descriptions (e.g. Dublin Core, SPECTRUM).<\/li>\n\n\n\n
    • Multilingual<\/strong> \u2013 Supports multiple languages in both the interface and metadata.<\/li>\n\n\n\n
    • Searchable<\/strong> \u2013 Provides powerful search and filtering capabilities.<\/li>\n\n\n\n
    • Permission-managed<\/strong> \u2013 Enables role-based access to various functions.<\/li>\n\n\n\n
    • Integrated<\/strong> \u2013 Compatible with other systems (e.g. Maps, Finna, Europeana, DAM systems).<\/li>\n<\/ul>\n\n

      2. How is the system built?<\/h2>\n\n

      Design phase:<\/h3>\n\n
        \n
      • Define the structure of the collection<\/strong> \u2013 Item types, collections, cataloguing policies.<\/li>\n\n\n\n
      • Create a data model<\/strong> \u2013 What fields are needed? (e.g. the name of the object, manufacturer, timing, provenance) <\/li>\n\n\n\n
      • Choose standards<\/strong> \u2013 Are you using e.g. SPECTRUM processes, classifications or glossaries? <\/li>\n\n\n\n
      • Define user roles<\/strong> \u2013 Who can add, edit, publish or delete data?<\/li>\n<\/ul>\n\n

        Implementation phase:<\/h3>\n\n
          \n
        • Create fields and views<\/strong> \u2013 Customize the system to meet the needs of your organization.<\/li>\n\n\n\n
        • Import existing data<\/strong> \u2013 Plan a migration from legacy systems or tables.<\/li>\n\n\n\n
        • Test processes<\/strong> \u2013 For example, cataloging, digitization, publishing, and searching.<\/li>\n\n\n\n
        • Train your staff<\/strong> \u2013 Make sure everyone knows how to use the system correctly.<\/li>\n<\/ul>\n\n

          3. How should I use the system?<\/h2>\n\n
            \n
          • Keep information up to date<\/strong> \u2013 Update item statuses, locations, and descriptions regularly.<\/li>\n\n\n\n
          • Take advantage of search features<\/strong> \u2013 Use advanced search, filters, and glossaries.<\/li>\n\n\n\n
          • Use versioning and previews<\/strong> \u2013 Manage different versions of digital assets.<\/li>\n\n\n\n
          • Publish selected materials<\/strong> \u2013 Provide access to the public, e.g. through online exhibitions or a Finna integration. <\/li>\n\n\n\n
          • Document processes<\/strong> \u2013 Create internal guidelines for cataloging, digitizing and publishing.<\/li>\n<\/ul>\n\n

            4. Maintenance and development<\/h2>\n\n
              \n
            • Monitor usage and collect feedback<\/strong> \u2013 Develop the system according to user needs.<\/li>\n\n\n\n
            • Update glossaries and classifications<\/strong> \u2013 Ensure timeliness and consistency.<\/li>\n\n\n\n
            • Make backups and take care of data security<\/strong><\/li>\n\n\n\n
            • Plan further development<\/strong> \u2013 Do you need new views, integrations or automations?<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

              A Collection Management System (CMS) is a key tool for museums, archives and other cultural heritage organisations. It is used to manage artefacts, digital materials, metadata and collection processes efficiently and in the long term. This guide discusses: 1. What makes a good collection management system? A good collection management system is: 2. How is…<\/p>\n","protected":false},"author":2,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[78],"ht-kb-tag":[],"class_list":["post-2923","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-tutorials"],"_links":{"self":[{"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb\/2923"}],"collection":[{"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/comments?post=2923"}],"version-history":[{"count":1,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb\/2923\/revisions"}],"predecessor-version":[{"id":2924,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb\/2923\/revisions\/2924"}],"wp:attachment":[{"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/media?parent=2923"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb-category?post=2923"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb-tag?post=2923"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}