Collective Conversations with Amy Cardona

Professional Services Specialist, Gallery Systems

With a rich background spanning multiple museum types and roles, from registrarial work to data specialization, Amy Cardona brings a multifaceted perspective to their position as a Professional Services Specialist at Gallery Systems. After years of hands-on experience with TMS Collections, EmbARK, eMuseum, and TMS Media Studio, Amy’s transition to the Gallery Systems team in 2020 was a natural progression of their passion for collections care and museum technology. In this conversation, Amy shares insights from her career journey, reflects on the collaborative nature of professional services, and offers practical advice for museum professionals navigating TMS Suite for the first time.

Please can you tell us a bit about your museum background?

Completed multiple internships to gain experience with a variety of museum types, sizes, and approaches to collections care. Worked at the Columbus Museum of Art utilizing EmbARK and WebKiosk, followed by a role at the Smart Museum of Art, University of Chicago, where I served as Registrar managing TMS Collections, eMuseum, and TMS Media Studio. Subsequently worked as a Data Specialist at the Army Heritage and Education Center before joining the Gallery Systems team in 2020.

What drew you to work at Gallery Systems?

I first connected with Gallery Systems through Collective Imagination and in-person training sessions at their New York office, where I had the opportunity to collaborate directly with the Gallery Systems staff. From the outset, everyone was incredibly welcoming, approachable, and eager to share their expertise, which left a lasting impression.

Before officially joining the team, I had been a long-time user of many Gallery Systems products. Their commitment to continuous innovation, along with the value they place on customer feedback in shaping and enhancing their solutions, consistently stood out to me. When the opportunity arose to become part of that process, I was eager to contribute and help advance that important work.

Gallery Systems, along with its products, has always been recognized as a leader in the collections management industry, making it an exciting and inspiring organization to be part of.

Amy with Liz and Allison from the Professional Services Team.

What does a typical day look like for you as a Professional Services Specialist?

No two days are exactly alike, which is one of the most engaging aspects of my role. Each day brings a diverse range of topics and challenges, from assisting clients with their unique collections management needs to configuring system solutions that align with their institutional goals. I spend a significant portion of my time analyzing client workflows, troubleshooting technical issues, and providing tailored recommendations to help optimize their use of Gallery Systems products.

Collaboration is a key part of my daily routine, whether it’s working alongside colleagues in Professional Services, partnering with our Support and Development teams, or directly engaging with clients to guide them through best practices. I enjoy the problem-solving aspect of the role, where I’m constantly presented with new scenarios that require thoughtful and creative solutions.

Ultimately, my day is driven by a shared goal: to ensure our clients have the tools, knowledge, and support they need to successfully manage and care for their collections.

What advice would you give to a museum professional just starting to use the TMS Suite or working with our services team for the first time?

One of the most important steps is to invest time in truly understanding your collections, as well as your organization’s overarching goals, workflows, and specific needs. The TMS Suite is designed to be highly flexible and configurable, making it adaptable to a wide variety of collections and institutional processes. The clearer you are about your organization’s unique requirements and workflows, the more effectively you’ll be able to tailor the system to support and enhance your operations.

When engaging with the Professional Services team, don’t hesitate to ask questions. It may sound simple, but open communication and curiosity make a tremendous difference in the success of any implementation or project. Our team is here to guide you, and the more dialogue you initiate, the more value you’ll gain from the collaboration.

Lastly, never underestimate the importance of training. From my own experience as a long-time client before joining Gallery Systems, I found that continuously seeking out training opportunities allowed me to deepen my product knowledge, refine my professional skills, and implement more efficient workflows. Ongoing training not only improved the user experience within my organization but also enhanced public access and research opportunities by ensuring our collections were managed and presented with the highest level of accuracy and care.

What’s one thing people might be surprised to learn about your role?

Although I’m part of the Professional Services team, my role involves collaborating with colleagues across nearly every department within the company. This cross-departmental engagement is a key aspect of my work and provides a broader perspective on how different teams contribute to our shared goals.

One of the most rewarding parts of this collaboration is the opportunity to stay informed about industry trends and topics by working alongside teams outside of Professional Services. It fosters a well-rounded understanding of the evolving needs of our clients and the innovations shaping our products.

Even within the Professional Services team, the scope of work is incredibly diverse. My responsibilities range from data migrations and client training across multiple products, to report writing, project management, media processing, and more. The variety ensures that every day presents new challenges and learning opportunities, keeping the role dynamic and continually engaging.

Amy with some of the Gallery Systems team in New York.

What’s one thing people might be surprised to learn about your role?

Although I’m part of the Professional Services team, my role involves collaborating with colleagues across nearly every department within the company. This cross-departmental engagement is a key aspect of my work and provides a broader perspective on how different teams contribute to our shared goals.

One of the most rewarding parts of this collaboration is the opportunity to stay informed about industry trends and topics by working alongside teams outside of Professional Services. It fosters a well-rounded understanding of the evolving needs of our clients and the innovations shaping our products.

Even within the Professional Services team, the scope of work is incredibly diverse. My responsibilities range from data migrations and client training across multiple products, to report writing, project management, media processing, and more. The variety ensures that every day presents new challenges and learning opportunities, keeping the role dynamic and continually engaging.

What inspires or motivates you most in your work?

I’m continually inspired by the incredible work our clients do in preserving, interpreting, educating, and sharing their collections with their communities. These institutions play a vital role in safeguarding cultural heritage and fostering public engagement, and their efforts have a lasting impact on society.

It’s both an honor and a privilege to support their mission. Being able to contribute, whether by helping streamline their processes, enhancing data management, or improving access to collections, gives me a deep sense of purpose. Knowing that my work plays a part, however small, in supporting such an important pillar of society is what motivates me every day.

Amy’s client-first mindset and deep appreciation for the essential work museums do shine through in every aspect of her role. Their experience as a former client offers a unique, empathetic lens, ensuring that the solutions they help implement are not only functional but genuinely impactful. As museum professionals face the challenges of evolving collections management needs, their message is clear: success lies in understanding your workflows, staying curious, and leveraging the collaborative expertise of the Gallery Systems team. Supporting the vital work of cultural institutions isn’t just a job—it’s a shared mission.

If you would like to explore the TMS Suite, please don’t hesitate to reach out.