Collective Conversations with Tobias Fischer

Photographer, Moderna Museet

With over three decades of experience behind the lens, Tobias Fischer brings both technical mastery and artistic sensitivity to his role as Photographer at Moderna Museet in Stockholm. From photographing masterworks to pioneering new imaging techniques, Tobias plays a vital role in documenting and preserving the museum’s collection. He also leads the institution’s Digital Asset Management (DAMS), TMS Media Studio, where his efforts in training, quality assurance, and workflow refinement ensure that visual data is both accurate and accessible across departments. In this conversation, Tobias reflects on his career path, the museum’s recent migration to TMS Media Studio, and how technology is shaping the future of art documentation.

Please can you tell us a bit about yourself and your role?

My name is Tobias Fischer and I work as a photographer at Moderna Museet in Stockholm. My main task is to photograph the artworks that are part of the museum’s extensive collection. In addition to this, I am responsible for our DAMS, TMS Media Studio, where I offer technical support and training in the studio’s equipment and workflows. I am also the one who quality assures and corrects any errors in our database, which is an important part of ensuring that the information about our works is accurate and accessible. I also have expertise in photogrammetry and scientific imaging techniques, such as infrared (IR) and ultraviolet (UV) photography, which enables a deeper examination and documentation of the artworks.

How long have you been working at the Moderna Museet, and what brought you into photography?

I have worked as a photographer for over 30 years, with a diverse background in advertising, portrait and product photography. I have been part of the team at Moderna Museet for four years. During the pandemic, the job market changed drastically for freelance photographers, and I began searching for a more stable and meaningful environment where I could use my experience in a new way. The museum became a natural place to turn to – a place where image-making takes on a completely different depth and context. It is a privilege to work in an environment that unites art, technology and history.

What is your favorite part of your role?

Getting so close to art – both literally and figuratively – is undoubtedly the most rewarding part of my job. Photographing works with millimetre precision requires both technical skill and respect for the artist’s intentions. I also appreciate being part of an institution where art is made accessible to more people, through digital documentation, exhibitions and research. In addition, the cross-professional collaboration with colleagues is very stimulating – there is a constant exchange of knowledge between conservators, curators, technicians and researchers that enriches my daily work.

Which Gallery Systems products are you currently using?

At Moderna Museet, we use several tools from Gallery Systems to manage our collection in an efficient and accessible way. Our main collection management system is TMS (The Museum System), which enables structured cataloguing, information retrieval and monitoring of the life cycle of works. To make parts of the collection accessible to the public online, we use eMuseum, which integrates with TMS and offers a user-friendly platform. We also use TMS Media Studio as our DAMS (Digital Asset Management System) to store, organize and distribute digital media related to art. In February 2026, we plan to transition to TMS Collections, which will provide new opportunities for a more intuitive and cloud-based workflow.

Can you tell us a bit about the Moderna Museet and its mission?

Moderna Museet is Sweden’s national museum for modern and contemporary art and plays a central role in the Swedish cultural landscape. With a collection of over 130,000 works in various media – from painting and sculpture to photography, film and performance – the museum reflects important artistic movements and societal changes.

Our mission is to make art accessible to everyone, regardless of background, and to promote understanding of the present through visual culture.

We strive to create dialogues between artists, works and audiences, and to challenge and inspire through our exhibitions, public programmes and research initiatives. The museum is located in both Stockholm and Malmö, and actively works to be relevant both nationally and internationally.

Moderna Museet

What makes your collection unique?

One of Moderna Museet’s greatest strengths is the diversity and quality of our collection. We represent both iconic international names such as Pablo Picasso, Salvador Dalí and Henri Matisse, and a significant range of Nordic and contemporary artists. This allows us to present key works in art history side by side with innovative contemporary expressions. The museum’s openness to new art forms and its willingness to highlight previously unheard voices also contribute to our distinctiveness. Through our collection, exhibitions and programs, we create a vibrant platform for visual culture where the change, experimentation and beauty of visual language meet social dialogue and reflection.

Can you tell us about a recent project your team completed using Gallery Systems software?

In October 2024, we carried out a major migration from our previous DAMS to TMS Media Studio from Gallery Systems. Before the project started, there were concerns that the transition would be complicated and time-consuming, but the process went surprisingly smoothly. With the help of scripts and careful planning, we managed to import over 113,000 digital images into TMS Media Studio, while automatically linking each image to its respective work item in TMS. The project resulted not only in a more modern and user-friendly platform for digital media management, but also in a greatly improved integration with our collection system. This has simplified workflows for photographers, curators and technical staff alike.

What were the primary goals of this project?

The main objective of the project was to implement a DAMS that could be integrated more seamlessly with TMS, which in turn would streamline image and video management within the museum’s operations. A central goal was also to increase the accessibility of our digital resources – both internally and externally – and to future-proof our media management. After investigating several different image database solutions, we settled on TMS Media Studio, which offered the most robust and flexible solution based on our needs.

What prompted this project in the first place?

The background to the project was purely technical: our previous DAMS was being phased out and would no longer be supported, which forced us to look for a new system. In that process, an opportunity also arose to do more than just replace – we could upgrade and improve the entire structure of our digital media management. This was the start of a project that not only modernized our technical infrastructure, but also opened the door to more efficient and future-proof working methods.

What challenges did you face at the beginning?

One of the biggest challenges at the beginning of the project was getting all the existing documentation in order. Over the years, a large number of images had been stored with varying structures, and many lacked the correct connection to the artworks in the database. File names and metadata also did not follow a uniform standard, which made searching and identification difficult. Mapping, correcting and systematizing this material required time, patience and careful collaboration between several departments. We quickly realized that the preparation phase was crucial for the migration to be successful.

How did Gallery Systems software support the execution of this project?

The software from Gallery Systems played a crucial role in the success of the project. TMS gave us the ability to create and manage object links between artworks and media, which streamlined the matching of images and artwork records. We were able to batch edit metadata, which made it easier when thousands of images needed to be adjusted at the same time. In addition, we were able to establish clear and traceable workflows for image management, which facilitated collaboration between different departments – from photography and registration to communications and curatorship. The fact that the entire team could work in the same structure contributed to a more uniform and transparent process.

Were there any features that made a significant difference?

The feature that has made the biggest difference in our daily operations is the seamless integration between TMS Media Studio and TMS. The fact that the systems can communicate and enrich information in real time means that we avoid duplication of work and manual corrections. Instead, we can focus on the content and quality.

Personally, I save several hours each week compared to previous workflows, and that applies to my role alone.

If you consider the time savings for the entire organization, the effect becomes even more significant. It is a concrete example of how technology can support art management in a strategic and sustainable way.

TMS Media Studio

Can you walk us through the key steps of the project?

Once the procurement was completed and the decision was made that TMS Media Studio would be our new DAMS, a number of crucial steps followed. One of the most important was the opportunity to set up a test environment, where we could evaluate the system’s functionality, test integration points and train staff in a safe and flexible context. This test environment became an invaluable tool – both for creating an understanding of the new workflow and for identifying any challenges before the sharp launch. The migration itself from our previous DAMS also turned out to be unusually smooth. With the help of custom scripts, we were able to transfer a large amount of media quickly and accurately, which gave us a positive start and a high degree of confidence in the new solution.

Was there a moment during the project where you thought, “This is really working”?

Yes, that moment clearly came when I imported images into TMS Media Studio for the first time. Being able to transfer 500 images in just over an hour, compared to six hours in our previous DAMS, was an immediate and concrete illustration of how much we had gained in efficiency. That moment marked a turning point, it was no longer just theory, but proof that the investments in time, planning and system change had really paid off. It felt like a new standard was being set for our work with image management.

What was the final outcome of the project?

The end result was a significantly more structured and user-friendly image bank. Each image is now linked to relevant information about the artwork, the artist, the medium and other metadata that is important for both internal management and external accessibility.

The new structure has made it easy to search, filter and reuse image material, regardless of whether it concerns curatorial work, conservation or communication. We have created a platform that feels stable, sustainable and clearly adapted to the needs of our business.

One of the most noticeable improvements is the time we save in our daily work. Locating images for exhibitions, loans or conservation is now significantly faster. In addition, the quality and consistency of metadata has been increased, which facilitates collaboration between departments and improves searchability for public use. There are also fewer mistakes and less need for manual checks, which increases efficiency on a broad front.

Have you received feedback from leadership, staff, or the public?

Yes, the response has been very positive. Several colleagues have expressed that it has become significantly easier to work with images and that they quickly find what they need. The communications department has particularly highlighted how much easier it has become to access high-resolution images for press releases and digital channels.

TMS Media Studio

What part of this project are you most proud of?

What I am most proud of is how incredibly smooth the entire migration process went – an element often associated with technical hurdles, delays and a lot of manual work. For us, the transition was almost completely frictionless, thanks to careful planning, tailor-made solutions and close collaboration internally. The fact that we managed to do this with minimal fuss while improving the structure and accessibility is something I truly see as a success.

How does this project align with your institution’s mission or vision?

The project is fully aligned with Moderna Museet’s core mission: to promote accessibility and documentation of art. By making each image searchable, correctly linked to the artwork, artist and other relevant metadata, our collection has become significantly more transparent and accessible. This benefits not only our internal work – which often involves research, conservation and curation – but also the wider public and academia, who can access our resources in a more intuitive way.

What did this project make possible that wasn’t achievable before?

The biggest change is the automated and dynamic integration between the art and image databases. Previously, manual efforts were required to sync data between the systems, which often led to sources of error and delays. Now updates occur in real time – when something changes in TMS, it is immediately reflected in TMS Media Studio and vice versa. Another important improvement is that image material that was previously scattered on personal computers has now been centralized and made available to the entire organization, which strengthens collaboration and reduces dependence on individual individuals.

How would you describe your experience working with Gallery Systems throughout this project?

My experience has been both positive and smooth. TMS Media Studio proved to be a flexible tool that could be configured according to our needs, which gave us control over the process. During the implementation, we received the support we needed – both technically and methodologically – and we experienced that Gallery Systems was responsive to our questions and quick to respond. It created a sense of security in the project, especially during sensitive moments such as migration and testing.

What would you tell another institution considering Gallery Systems for a similar project?

I would definitely recommend Gallery Systems to other institutions in the arts and cultural heritage sector. It is a well-developed system with a clear focus on our needs as collection managers and image managers. You should be prepared to spend some time initially structuring your material and defining workflows – but it is an investment that pays off quickly.

Especially if you already use TMS or other products from Gallery Systems, TMS Media Studio is a natural and powerful complement.

If you had to sum up your experience with Gallery Systems in a few words, what would they be?

Structured, flexible and collaborative.

Has this project influenced what you want to accomplish next?

Absolutely. The project has taken us to exactly where we were aiming for – a working situation where we can focus on our core business, rather than spending time on manual and repetitive tasks such as image linking and metadata adjustment. It has freed up time and resources, which means that I can be a full-time photographer and that our conservators can focus on conservation – without being drawn into technical aspects that should be outside their remit. It provides a better working environment, higher quality and more enjoyment in daily work.

How do you see your use of Gallery Systems software evolving in the future?

The most significant change is still ahead of us – namely the transition from TMS for Windows to TMS Collections. It is an important step in our pursuit of cloud-based, future-proof solutions that can further streamline our processes and improve collaboration within the organization. The implementation is planned for February, and preparations are already in full swing. I look forward to taking advantage of the new opportunities that come with this upgrade, especially in terms of mobility, ease of use, and improved workflows.

TMS Collections and TMS Media Studio

If you could capture the impact of this project in one sentence, what would it be?

We have created a digital image workflow that not only streamlines our operations – but also transforms our collection into something alive, visible, and more accessible than ever before.

Tobias’ thoughtful and forward-looking approach illustrates how technical innovation and institutional mission can work hand in hand. By leading a seamless migration to TMS Media Studio and optimizing the museum’s image workflows, he and his colleagues have not only preserved the integrity of Moderna Museet’s collection but also expanded its reach and usability. The success of the project is a testament to what’s possible when deep subject knowledge meets strategic system design. For institutions considering similar initiatives, Tobias’s experience offers a compelling blueprint: plan carefully, collaborate broadly, and choose tools that support the full scope of your work, today and into the future.

If you’re exploring ways to improve your digital asset management or collection workflows, we invite you to contact us to learn how Gallery Systems can support your goals.