TMS Collections
Comprehensive collection management software for natural history collections: catalogue diverse specimen types, manage loans and research workflows, and maintain accurate records across all holdings.
Collection Management Software for Natural History Collections
Managing natural history collections means handling vast specimen holdings, complex taxonomic data, and scientific research workflows. Gallery Systems’ collection management software helps eliminate inefficiencies, improve records accuracy, and bring control to collections workflows.
Solve the unique challenges of managing natural history collections
Reduce Complexity and Gain Control Over Your Collections Data
From inconsistent specimen records to disconnected research workflows and taxonomic data management, our collection management software for natural history collections helps teams streamline processes, reduce errors, and manage objects with confidence.
Designed for how natural history collections teams actually work
Overcome Common Challenges in Collection Management
-
Manage Diverse Specimen Types in One Centralised SystemNatural history collections span zoological, botanical, geological, and entomological holdings. Centralise records for all specimen types within a single, flexible platform—eliminating the need for multiple disconnected databases.
-
Maintain Accurate Taxonomic and Scientific DataTaxonomy changes over time, creating data integrity issues across large holdings. Maintain up-to-date taxonomic hierarchies, synonymies, and scientific field data linked directly to every specimen record.
-
Capture and Preserve Field Collection DataSpecimen records without accurate locality and collector data lose significant scientific value. Record and manage georeferenced field data and collection events to preserve the full context of every object.
-
Ensure Compliance with LegislationNatural history collections must comply with strict legislation and safety procedures. Maintain the documentation needed to demonstrate legal provenance and support responsible stewardship.
-
Support Research Access and Scientific CollaborationNatural history collections are active scientific resources used by researchers worldwide. Connect collections data to online access tools to support collaboration and specimen loans while maintaining control over published records.
Trusted by leading museums worldwide
Software Shaped by Real Institutional Challenges
For more than 40 years, Gallery Systems has worked alongside natural history museums, universities, and scientific institutions to address the real challenges of managing complex specimen holdings—from taxonomic data management to research access and legislative compliance. Our collection management software for natural history collections is used by institutions that require accuracy, accountability, and long-term stewardship of scientifically significant collections.
Built For Scientific Rigor at Institutional Scale
Connect Specimen Records, Research Workflows, and Digital Assets in One Place
TMS Collections is a web-based collection management software designed to manage the complexity and scale of scientific specimen holdings. It connects specimen records, taxonomic data, loans, research workflows, and digital assets within a single, scalable platform.
-
Object & Data Management: Customise fields to support diverse specimen types while maintaining consistent, standards-aligned records.
-
Research Loans & Movement Tracking: Manage specimen loans and track locations with complete movement histories.
-
Compliance & Provenance Documentation: Maintain documentation to support legal provenance and regulatory compliance.
-
Taxonomic Data Management: Manage scientific names and taxonomies linked to specimen records, ensuring ongoing data accuracy.
-
Field & Locality Data: Capture georeferenced collection data, collector details, and collection events.
An ecosystem built for you
Connected Tools Supporting Natural History Collections
The TMS Suite provides integrated software for natural history collections, covering specimen data, digital assets, conservation documentation, and online collections access. Together, these tools support efficient workflows and long-term stewardship of scientifically significant collections.
TMS Suite
Built around TMS Collections, the TMS Suite connects collection management for natural 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
Why Galleries Can No Longer Wait to Modernize Their Gallery Management Software
The Art World’s Technology Reckoning Only 19% of galleries call themselves technology leaders, yet 43% plan to invest more in online sales this year, according to Artsy’s Art Market…
Collective Conversations with Chad Petrovay
Professional Services Specialist, Gallery Systems With a museum career spanning multiple institutions and over a decade partnering with Gallery Systems clients, Chad brings a rare combination of…
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 Chad Petrovay
Professional Services Specialist, Gallery Systems With a museum career spanning multiple institutions and over a decade partnering with Gallery Systems clients, Chad brings a rare combination of…
One Record for Every Team: Why Integration is the Future of Collections Management
The Hidden Cost of Disconnected Collection Management Software Many institutions manage their collections, exhibitions, conservation records, rights and reproductions, and digital assets across a…
Videos
Questions About Collection Management Software?
Find answers to common questions about collection management software for natural history collections and how it works.
What is collection management software for natural history collections?
Collection management software for natural history collections helps museums and scientific institutions catalogue specimens, manage taxonomic and field data, track locations, handle loans, and maintain accurate documentation across all collection types.
Why do natural history collections need dedicated collection management software?
Natural history collections involve large, scientifically complex holdings with specific data requirements—including taxonomy, locality, and collector information. Collection management software for natural history collections ensures data integrity, supports research access, and helps institutions meet legislative compliance obligations.
What challenges does collection management software for natural history collections solve?
It consolidates records for diverse specimen types, maintains accurate taxonomic data, captures field collection information, supports compliance with wildlife legislation, improves location tracking, and streamlines loans and research workflows.
Can collection management software for natural history collections handle specimen loans?
Yes. Systems like TMS Collections integrate loans workflows, linking them directly to specimen records and documentation to support both internal movements and inter-institutional lending.
Does collection management software for natural history collections support digital assets?
Yes. Integrated digital asset management allows institutions to manage specimen photography, field images, and supporting documents with metadata linked directly to object records.
How long does implementation of collection management software for natural history collections take?
Timelines vary based on collection size, specimen type diversity, and data complexity. Many institutions begin using the system within a few months, supported by the Gallery Systems team throughout the process.
