To solve their collections management challenges, Glencairn Museum decided to work with Gallery Systems and transition to TMS Collections.
“I ended up doing demos with Gallery Systems and really liked what I saw there, especially that TMS Collections was an online platform which had a lot of potential for ease of use,” Glenn explains. “We could access it throughout the museum without having to be at a desktop station. And then the fact that it was a SQL Server database, with the amount of searching that SQL provides, was incredible.”
The transition to TMS Collections involved an in-depth data migration performed by Gallery Systems. This began with a data export from Glencairn Museum’s previous CMS. “We actually had to contact our vendor directly to do a full export because they wouldn’t allow us to export our own data,” a fact that Glenn says, “seemed very telling.”
Once the data was exported, the Glencairn team manually worked through their data with Gallery System’s assistance. Because of the limitations of their previous CMS, the exported data needed significant cleaning up. “The way that our previous collections management system references data to itself just didn’t make any sense in the format we received it in. That meant that we had to lose some of that data and work our way through manually. But working with Gallery Systems was great. They helped us in the entire process of determining what made sense to map things with. We came out with a good import into TMS Collections,” Glenn explains.
Initial training with Gallery Systems was taken by a few key Glencairn Museum staff members, including Glenn. This provided the team with an understanding of the fundamentals of TMS Collections. After the introductory training, they continued with regular training to make sure they were up to date on the various capabilities and features within the software. Glenn has personally taken on the responsibility of providing one-on-one training to Glencairn staff from different departments that could benefit from the use of TMS Collections. Glenn explains that due to the museum staff’s busy schedules, “there was some hesitation around having to learn a new software. At the same time,” he adds, “everyone became extremely excited once they saw the capabilities of the software. Once you are trained, the TMS Collections end user experience is just wonderful.”