If you’re considering a new collections management system (CMS), ensuring you’re set up for success from the start is key to a smooth transition. As more institutions embrace digital-first strategies, migrating to a robust CMS like TMS Collections has become increasingly important. Whether driven by limitations in legacy systems, a need for improved reporting, or a desire to increase access, migrating to TMS Collections requires more than simply transferring data, it involves thoughtful planning, rigorous quality assurance (Q/A), and a strong understanding of workflow optimization.
This blog offers practical strategies, common challenges, and key insights drawn from multiple successful migrations. It is intended to support registrars and collections managers in planning a seamless and sustainable transition.
The Shift to TMS Collections
TMS Collections provides a modern, centralized platform that supports museum professionals across departments. With built-in scalability, integrated tools like TMS Conservation Studio, TMS Media Studio, and eMuseum, and robust customization options, it has become the preferred system for institutions ranging from Royal Ontario Museum to the Crystal Bridges Museum of American Art.
However, the path to implementation can be complex. Drawing from multiple migrations across institutions, this guide outlines essential practices to ensure success, particularly for those upgrading from legacy platforms, or custom-built databases.
1. Prioritize Quality Assurance (Q/A) from the Outset
Quality assurance is not a final checklist item. Q/A is an ongoing process that should begin well before migration.
Conduct a Thorough Data Audit
Before any technical work begins, perform a comprehensive audit of your current data. Identify and document:
- Duplicate records and inconsistencies
- Free-text entries with inconsistent formatting
- Embedded media stored inappropriately
- Fields being used beyond their original scope
Many legacy systems rely on flexible but unstructured fields, which can lead to gaps and inconsistencies in data readiness. A pre-migration audit helps surface these issues early.
Establish Data Standards and Success Criteria
Define what constitutes complete, clean data. Set standards for mandatory fields, field formatting, and consistency. Establish a Q/A protocol to guide data review at every stage of the migration process.
2. Map Existing Workflows and Align with TMS
Understanding your current workflows is essential to leveraging the full potential of TMS Collections. This phase is also an opportunity to assess and improve internal processes.
Conduct Cross-Department Workflow Sessions
Gather stakeholders to map current practices around:
- Acquisitions and accessioning
- Exhibition planning and loans
- Conservation and object condition tracking
- Rights, reproductions, and digital asset management
Compare your workflows to what TMS Collections supports natively. Use this exercise to identify inefficiencies, unnecessary steps, and legacy practices that no longer serve your institution’s goals.
Optimize, Do Not Replicate
Avoid recreating outdated processes in the new system. Instead, take advantage of TMS Collection’s structured modules and standardized data model to improve clarity and efficiency.
3. Engage Key Stakeholders Across the Institution
A successful migration is both a technical and operational endeavor. Collaboration across departments ensures the system meets institutional needs and supports long-term sustainability.
Include the Right Voices
Involve staff members who will regularly interact with the CMS, such as:
- Registrars and collections managers
- Curators and research staff
- Digital and IT teams
Each group brings a unique perspective on how the system should function. Early involvement encourages buy-in, reduces surprises during rollout, and increases adoption post-launch.
4. Learn from Other Institutions
Institutions that have successfully transitioned to TMS Collections offer valuable insights and real-world examples. Here are three notable cases:
Royal Ontario Museum
To streamline cataloguing and improve collection oversight, the Royal Ontario Museum’s Natural History department transitioned from their legacy CMS to TMS Collections. This shift enabled centralized access across five major curatorial divisions and standardized data management for over 6 million objects. By moving to TMS Collections, the museum advanced their digital stewardship goals, including alignment with open access initiatives and improved collaboration across departments.
Royal Ontario Museum’s Entomology Collections, featuring Brad Hubley, Entomology Collection Manager. © David Coulson and Samantha Stephens (2017).
Costume worn by Patricia Culpepper Schiffbauer as Maid in Krewe of Iris ball, 1967. Photo: Louisiana State Museum.
Louisiana State Museum
Faced evolving institutional needs, the Louisiana State Museum evaluated its options and decided to migrate from TMS for Windows to TMS Collections. The decision came after in-depth consultations and product demonstrations with Gallery Systems, which highlighted the platform’s enhanced capabilities and user-friendly interface. The transition enabled more efficient workflows, remote access, and a flexible system better aligned with the museum’s long-term collection management goals.
Crystal Bridges Museum of American Art
In pursuit of a more interconnected and accessible collections management system, Crystal Bridges adopted TMS Collections and eMuseum to elevate both internal operations and public engagement. The museum’s team emphasized the value of configuring modules to support institutional priorities and fostering cross-departmental understanding of record relationships. Their implementation enabled smoother data integration, improved efficiency, and expanded public access to their growing art collection.
Louise Bourgeois, Maman, 1999, bronze, stainless steel, and marble, 30 ft. Crystal Bridges Museum of American Art, Bentonville, Arkansas, 2014.20. © The Easton Foundation / Licensed by VAGA, New York, NY. Photography by Marc F. Henning.
These case studies demonstrate that a well-planned migration can not only resolve data and system challenges but also unlock new capabilities and collaborative opportunities. There are many more case studies here to read through if you want to hear more from other institutions.
5. Plan for Post-Migration Governance
Successful implementation does not end with go-live. Post-migration Q/A, user training, and documentation are critical to long-term success.
Post-Migration Best Practice
- Conduct field-level audits on a sample of records
- Train staff using institution-specific workflows
- Document internal procedures and field usage
- Schedule periodic Q/A reviews to maintain data quality
Institutions that continue investing in training and governance experience higher staff satisfaction and fewer support requests over time.
Build a Future-Ready Foundation
Transitioning to TMS Collections is a strategic opportunity to build a more structured, collaborative, and scalable collections management environment. With a strong Q/A methodology, a clear understanding of workflows, and collaborative institutional engagement, your migration can be a model for sustainable digital transformation.
Considering a move to TMS Collections? Our team has supported hundreds of institutions through successful migrations. We are available to discuss your goals, answer your questions, and guide your transition strategy. Speak to an expert today.
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