TMS Collections
Comprehensive collection management software for collections: catalogue diverse objects, manage loans and exhibitions, and maintain accurate records across all object types.
Collection Management Software for History Collections
Managing history collections means handling diverse object types, integrated archives, and complex documentation across departments. Gallery Systems’ collection management software helps eliminate inefficiencies, improve records accuracy, and bring control to collections workflows.
Solve The Unique Challenges Of Managing History Collections
Reduce Complexity and Gain Control Over Your Collections Data
From fragmented records to disconnected workflows and mixed object types, our collection management software for history collections helps teams streamline processes, reduce errors, and manage objects with confidence.
Designed for complex historical objects
Overcome Common Challenges in Collection Management
-
Manage Objects and Archives in One SystemHistory collections often sit alongside institutional archives — artifacts, documents, photographs, textiles, and archival holdings all need a home. Our collection management software centralises object and archival records within a single, flexible platform, eliminating the need for separate databases for your collection and your archive.
-
Strengthen Provenance and Acquisition DocumentationIncomplete or inconsistent provenance records create legal, ethical, and reputational risk. Maintain detailed acquisition histories, ownership chains, and supporting documentation linked directly to every object record.
-
Maintain Accurate Object Locations and MovementsTracking objects across storage areas, galleries, loans, and conservation is a persistent challenge. Use hierarchical location tracking and full movement histories to maintain visibility at all times.
-
Support Research Access and Public EngagementHistory collections serve researchers, educators, and the public. Connect collections data to online access tools to broaden engagement while maintaining control over what is published and shared.
-
Reduce Manual Work and Administrative OverheadManual data entry, reporting, and paperwork slow teams down. Automate routine processes and generate standardised reports to free staff for higher-value collections work.
Trusted by leading museums worldwide
Software Shaped by Real Institutional Challenges
For more than 40 years, Gallery Systems has worked alongside history museums, archives, and cultural institutions to address the real challenges of managing diverse collections—from complex provenance to cross-departmental workflows. Our collection management software is used by institutions that require accuracy, accountability, and long-term stewardship of culturally significant objects.
Centralized management for history collections
Optimize Your Workflows with TMS Collections
TMS Collections is web-based collection management software for history collections, designed to manage the complexity and diversity of institutional holdings. It connects object records, archives, loans, exhibitions, and digital assets within a single, scalable platform — so institutions managing a collection and an archive can work from one source of truth.
-
Object & Data Management: Customise fields to support diverse objects while maintaining consistent, standards-aligned records.
-
Loans & Exhibitions Workflows: Link objects to loans and exhibitions to keep workflows connected across teams.
-
Location & Movement Tracking: Track object locations with complete movement histories across storage and loans.
-
Integrated Digital Asset Management: Manage images, documents, and media linked directly to object records.
-
Reporting & Documentation: Generate standard or custom reports to support audits, research, and reporting.
A historical ecosystem
Connected Tools Supporting Large History Collections
The TMS Suite provides integrated collection management software for history collections, covering collections data, digital assets, conservation documentation, and online collections access. Together, these tools support efficient workflows and long-term stewardship of culturally significant collections.
TMS Suite
Built around TMS Collections, the TMS Suite connects collection management for history collections with digital assets, conservation documentation, and public-facing tools to support the full lifecycle of collections stewardship.
Supporting Smarter Collection Management
Articles, Insights & Case Studies
View all
Collective Conversations with Dimitry Vesensky
Senior Application Support Specialist, Gallery Systems With a career that has taken him from collections management at The Metropolitan Museum of Art to application support at Gallery Systems,…
Art Gallery Inventory Software: How to Choose the Right System for Your Gallery
Every gallery relies on accurate information to manage the artworks in its care. Staff need to know where a work is located, whether it is available, who owns it, and which collectors have expressed…
Case Studies
The National Art Museum of Mexico City Case Study
The National Art Museum of Mexico City is dedicated to ensuring that visitors can experience its collections both in person and through digital platforms. Spanning the 16th through 20th…
Aberdeen Archives, Gallery & Museums Case Study
At the center of this operation is Thomas Megaw, Lead Curator (Collections Management), who oversees documentation workflows and collection access across the city’s public-facing and purpose-built…
Guides
Articles
Collective Conversations with Dimitry Vesensky
Senior Application Support Specialist, Gallery Systems With a career that has taken him from collections management at The Metropolitan Museum of Art to application support at Gallery Systems,…
How Collections Management Systems Support Responsible Data Preservation
Museums are responsible for preserving more than objects. Every acquisition, exhibition, loan, conservation treatment, location change, provenance discovery, and research project can generate…
Videos
Questions About Collection Management Software?
Find answers to common questions about collection management software for history collections and how it works.
What is collection management software for history collections?
Collection management software for history collections helps museums and cultural institutions catalogue diverse objects and archival materials, track locations, manage loans and exhibitions, and maintain accurate documentation across all collection types.
Why do history collections need dedicated collection management software?
History collections encompass a wide variety of object types, each with complex documentation needs. Collection management software for history collections ensures accuracy, improves efficiency, and supports collaboration across curatorial, registration, and conservation teams.
What challenges does collection management software for history collections solve?
It consolidates records for diverse object types, strengthens provenance documentation, improves location tracking, streamlines workflows, automates reporting, and supports secure, role-based data management.
Can collection management software for history collections handle loans and exhibitions?
Yes. Systems like TMS Collections integrate loans and exhibitions workflows, linking them directly to object records and documentation across all collection types.
Does collection management software for history collections support digital assets and archival documents?
Yes. Integrated digital asset management allows institutions to manage photographs, documents, and media with metadata linked directly to object records.
Can the same system manage both our history collection and our archive?
Yes. Many institutions use TMS Collections to manage objects and archival holdings side by side, with shared records, locations, and documentation — so teams work from one system instead of maintaining a separate archive database.
How long does implementation of collection management software for history collections take?
Timelines vary based on collection size, object type diversity, and data complexity. Many institutions begin using the system within a few months, supported by the Gallery Systems team throughout the process.
