TMS Collections
Comprehensive collection management software for archives collections: manage structured records, track movements, and maintain accurate documentation across holdings.
Collection Management Software for Archives Collections
Managing archival collections requires structured records, controlled access, and long-term preservation. Gallery Systems’ collection management software helps institutions improve organization, accessibility, and accountability.
Built for Structured Archival Collections Management
Bring Order, Control, and Accessibility to Archival Records
From fragmented documentation to limited access and inconsistent metadata, our collection management software for archives collections helps institutions standardize records, improve discoverability, and manage materials with confidence.
Solve common challenges in archives management
Designed For How Archives Teams Actually Work
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Manage Hierarchical Archival Structures in One SystemArchives collections require structured relationships between fonds, series, and items. Maintain clear hierarchies and context across records within a single, centralised platform.
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Standardise Metadata and Improve Data ConsistencyInconsistent cataloguing limits discoverability and usability. Use controlled vocabularies and structured fields to ensure consistent metadata across collections.
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Support Researcher Access and Internal WorkflowsArchives serve both internal teams and external researchers. Provide controlled access to records while maintaining oversight and data integrity.
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Track Locations, Movements, and UsageArchival materials move between storage, reading rooms, and exhibitions. Track locations and movements with complete histories to maintain accountability.
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Connect Digitised Materials to Archival RecordsDigitisation is central to modern archives. Link digital assets directly to archival records to support access, preservation, and research.
Trusted by leading institutions worldwide
Software Shaped by Real Archival Challenges
For more than 40 years, Gallery Systems has worked with archives, libraries, museums, and cultural institutions to support the management of complex collections. Our collection management software helps institutions organize hierarchical data, improve access to records, and support long-term preservation and stewardship.
Built for structured data and archival workflows
Manage Archival Records, Digital Assets, And Workflows in One Place
TMS Collections is web-based collection management software for archives collections, designed to support structured data and complex archival workflows. Combined with TMS Media Studio, it connects archival records, digital assets, and access workflows within a single, scalable platform.
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Object & Data Management: Catalogue archival materials with flexible fields, supporting consistent and structured records.
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Loans, Access & Movement Tracking: Track loans, researcher access, and material movements with complete histories.
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Integrated Digital Asset Management: Manage digitised materials, images, and documents in TMS Media Studio, fully integrated with archival records.
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Configurable Workflows & Reporting: Customise workflows, dashboards, and reports to support archival processes and access requests.
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Search, Access & Collaboration Tools: Enable efficient discovery with advanced search and controlled access for staff and researchers.
An ecosystem built for you
Connected Tools Supporting Archives Collections Management
The TMS Suite provides integrated software for archives collections, connecting records, digital assets, and workflows to support access, preservation, and long-term stewardship.
TMS Media Studio
A digital asset management system for collections, managing digitised materials and documents while linking them directly to archival records.
TMS Suite
With TMS Collections at its core, the TMS Suite connects collection management for archives collections with digital assets and tools to support the full lifecycle of archival stewardship.
Supporting Smarter Collection Management
Articles, Insights & Case Studies
View all
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…
What Responsible AI Looks Like in Collections Management
Artificial intelligence has quickly become part of everyday work. From drafting emails and summarizing meetings to organizing research and translating content, AI-powered tools are helping…
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
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…
What Responsible AI Looks Like in Collections Management
Artificial intelligence has quickly become part of everyday work. From drafting emails and summarizing meetings to organizing research and translating content, AI-powered tools are helping…
Videos
Questions About Managing Archives?
Find answers to common questions about archive management software and how it works.
What is collection management software for archives collections?
Collection management software helps institutions catalogue materials, manage hierarchical records, track locations, connect digital assets, and support access workflows.
Why do archives need collection management software?
Archives manage structured, hierarchical data and must balance preservation with access. Collection management software helps standardise records, improve discoverability, and maintain control over materials.
What challenges does collection management software for archives collections solve?
It improves metadata consistency, supports hierarchical data structures, tracks movements and access, connects digitised materials, and streamlines archival workflows.
Can collection management software for archives collections support digitisation?
Yes. It allows institutions to link digitised materials directly to archival records, improving access and supporting preservation strategies.
Does collection management software for archives collections support researcher access?
Yes. It enables controlled access to records, helping institutions support researchers while maintaining data integrity and oversight.
How long does implementation take?
Timelines vary depending on your data and requirements. Many museums begin using the system within several months. For a tailored timeline, please contact the team.
