The Museum System | TMS Collection Management Software

TMS 2010 Demonstration
Choose to view records in a variety of display modes, including Lightbox, below.


  • Label Copy:  Summary information for a single record, following the model of an exhibition label
  • Lightbox:  Thumbnail images for up to 15 records
  • List:  Summaries of record information in a spread-sheet format. List content can be customized using the List View Designer.
  • List with Images:  Brief summaries and thumbnail images for up to 4 records
  • Data Entry Screen:  Complete display of all record information, used for adding or entering data
  • Hierarchy Display:  Label Copy display, with a "tree" view of all records linked to a specific record

Use your preferred query method and choose how you'd like to view the results set.

Searching VIew

TMS offers several search options. You can query any field in the database, sort query results and save your searches. You can also use wild cards, and search on free text fields. The program holds several search functions:

  • Find:  Locate a record by number, title or maker name
  • Query Assistant:  Step-by-step search aid that allows you to modify the search criteria (see picture)
  • Advanced Query:  Search for data using multiple and/or grouped criteria, complex queries, Boolean operators, or a selection of saved queries

Create implicit and explicit relationships: enter data in one place and just link to it elsewhere.

All modules are interlinked, allowing you to relate objects to an unlimited number of people or organizations, media records, etc. You can also note the nature of the relationship between objects (i.e. parent-child or peer-to-peer).

Relationships between modules are laid out graphically on the Related tab of the Objects module (see picture). You can also easily navigate between modules by using a Related menu, available in all data entry screens.

Designed for collections of all size and type, TMS comes with many configuration tools.

TMS can be easily configured to suit your personalized needs. Customize Object Data Entry screens, List Views and search fields so that users and departments only see information relevant to them.

Flexibility in TMS extends to security features as well. You can take advantage of the many levels of user access available in TMS in order to ensure the security and integrity of your data. You can assign users to various Security Groups, each of which has defined privileges for viewing, adding, editing, and deleting information.

Open architecture
TMS operates on industry-standard SQL Server or Oracle platforms. Open architecture allows you to share data in TMS with other applications.

Store all media files from documents through to video files; now with drag-and-drop functionality.

The Media module catalogs a range of digital and physical files, including images, Word and Excel documents, web pages, video clips, sound recordings, transparencies, slides, prints and videocassettes. TMS includes an image viewer, which allows you to compare images side by side, and zoom in and out.

TMS can be used as a central point of access for digital files stored on any network, and an unlimited number of media files can be attached to any record.

Use the data entry shortcuts and Assistant fields TMS offers to speed up data entry.

TMS integrates several time-saving tools that speed data entry and ensure your information remains accurate:

  • Clone entire records to create a range of new objects
  • Cut and paste text from one field to the next using standard Windows
  • Function keys allow you to enter strings or blocks of text with one keystroke
  • Dimensions and currencies are automatically converted 

TMS comes with a sophisticated Thesaurus Manager; use published thesauri or create your own terms.

Structured vocabularies for both the arts and the sciences can be integrated into TMS through the Thesaurus Manager. TMS comes with The Getty Research Institute’s Art & Architecture Thesaurus (AAT) and Thesaurus of Geographic Names (TGN). Other hierarchies such as scientific taxonomies and Chenhall’s Nomenclature can also be incorporated. Additionally, users can add their own local terms to the thesaurus as needed.

The thesaurus can be used in two ways:

  • As a set of controlled terms that can be linked to specific records to document content, descriptive information, or project status.
  • As a tool that allows users to broaden text searching by including narrower terms in their searches. For example, a search on “wood” would yield results with specific woods such as hickory and oak.

Click here for more information about the Getty vocabularies.

TMS integrates the leading Windows report writer, Crystal Reports. With TMS, you have access to over 50 standard reports, including object lists, exhibition checklists, location inventory reports, mailing labels, and standard accession and loan forms.

In addition to these standard reports, you can customize and create your own reports to best suit your institution’s needs. Generate lists and summaries of any field and print them with images, or export them into other file formats.

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This module contains information about the objects in your collection, including: cataloguing, registration, location and valuations. All fields can be relabeled and custom data entry screens can be created using our Forms Designer program.

The central names authority, holding data about any person, group or entity related to your organization. This includes artists, registrars, curators, conservators, auction houses, donors, appraisers and other museums.

Digital files (still or moving images, web pages, word processing documents, etc.) or physical media objects (photographs, videocassettes, etc.)

Full exhibition planning, including cross references to objects coming in or out of the organization, capability for tracking various venues, planning notes for registrars and curators, etc.

Tracks incoming and outgoing loans, and links directly to Constituents and Objects modules.

Arrangements for moving objects from one location to another, linked directly to Loans and Exhibitions modules.

Published references and documentation — such as catalogues, articles, manuscripts, audiotapes or dissertations — related to other records in the database.

Events or themes association with your collections. These can be historic events, such as the opening of a building or a battle, or current events, like an public program or installation.

Any place maintained by your organization, such as a historic building or sculpture park, or else an archaeological or other historic site.

Draws valuation information from the Objects module to track insurance policies.