TMS Collections
Comprehensive collection management software for cataloguing complex works, managing loans and exhibitions, tracking locations, and maintaining accurate object documentation across your collection.
Collection Management Software for Time-Based Media Collections
Managing time-based media collections means coordinating complex installation requirements, media files, rights information, and preservation workflows. Gallery Systems’ collection management software helps institutions bring structure, visibility, and control to these evolving collections.
Built for the complexity of time-based media
Manage Dynamic Media Artworks with Greater Control and Clarity
From installation instructions and media dependencies to rights tracking and preservation documentation, our collection management software helps teams reduce complexity, improve coordination, and manage artworks with confidence.
Designed for how time-based media teams’ work
Take Control of Your Biggest Collection Management Challenges
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Manage Complex Artworks and Their Component PartsTime-based media collections often include multiple files, equipment requirements, editions, documentation, and installation elements. Manage these interconnected components within one centralised system so teams can maintain complete, accurate records for every work.
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Link Media Files Directly to Collection RecordsTime-based media collections depend on access to video, audio, digital files, installation images, and technical documentation. Connect media assets directly to object records through the TMS Suite to reduce duplication, improve access, and support coordinated workflows across departments.
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Track Rights, Reproductions, and Access RequirementsMany time-based media works come with complex rights, reproduction restrictions, and artist-specific requirements. Maintain rights information and related documentation in one place so your institution can manage access responsibly and support internal and external use.
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Support Installation, Exhibitions, and Movement WorkflowsTime-based media works often require specialised installation instructions, equipment setups, and coordination across teams. Track locations, manage loans and exhibitions, and document movement histories to support accurate planning and execution.
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Preserve Institutional Knowledge and Technical ContextWithout clear documentation, critical knowledge about playback, display requirements, and artist intent can be lost over time. Capture technical, procedural, and interpretive information so staff can preserve continuity and support long-term stewardship.
Trusted by leading museums and art galleries worldwide
Software Shaped by Real Artwork and Objects
For more than 40 years, Gallery Systems has worked with museums, galleries, and cultural institutions to address the real challenges of managing complex collections. Our collection management software institutions managing dynamic artworks, digital files, rights information, installation requirements, and long-term preservation documentation—helping teams work more efficiently while maintaining accuracy and accountability.
Built for complex collections and connected media workflows
Manage Artwork Records, Digital Assets, and Media Workflows in One Place
TMS Collections is web-based collection management software for time-based media collections, designed to help institutions manage the complexity of dynamic artworks and their related documentation. Combined with TMS Media Studio, it connects object records, digital assets, rights information, location tracking, and media workflows within one integrated suite.
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Object & Data Management: Maintain detailed records for time-based media works with flexible, configurable fields.
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Loans, Exhibitions & Movement Tracking: Manage loans, exhibitions, and locations with complete movement histories.
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Integrated Digital Asset Management: Manage video, audio, and documentation in TMS Media Studio, fully integrated with collection records
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Rights & Reproductions Management: Track rights and permissions in one place to support compliant access and use.
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Media Workflow & Project Support: Streamline media workflows with tools for imports, organisation, search, and project management.
An ecosystem built for you
Connected Tools Supporting Time-Based Media Collections
The TMS Suite provides integrated software for time-based media collections, connecting collection records, digital assets, rights management, and operational workflows in one scalable ecosystem.
TMS Media Studio
A digital asset management system tailored for collections, TMS Media Studio manages video, audio, installation photography, technical files, and rights-based access while sharing its database directly with TMS Collections.
TMS Suite
With TMS Collections at its core, the TMS Suite connects collections management for time-based media collections with digital asset workflows and other specialised tools to support the full lifecycle of collections stewardship.
Supporting Smarter Collection Management
Articles, Insights & Case Studies
View all
Is Your Corporate Heritage at Risk? 7 Signs Your Collections Management Approach Needs Attention
Corporate heritage tells the story of an organization: where it came from, how it has evolved, and the people, products, ideas, and milestones that shaped it along the way. For some organizations,…
Collective Conversations with Dimitry Vesensky
Senior Application Support Specialist, Gallery Systems With a career that has taken him from collections management at The Metropolitan Museum of Art to application support at Gallery Systems,…
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
Is Your Corporate Heritage at Risk? 7 Signs Your Collections Management Approach Needs Attention
Corporate heritage tells the story of an organization: where it came from, how it has evolved, and the people, products, ideas, and milestones that shaped it along the way. For some organizations,…
Collective Conversations with Dimitry Vesensky
Senior Application Support Specialist, Gallery Systems With a career that has taken him from collections management at The Metropolitan Museum of Art to application support at Gallery Systems,…
Videos
Questions About Collection Management Software?
Find answers to common questions about collection management software for time-based media collections and how it works.
What is collection management software for time-based media collections?
Collection management software for time-based media collections helps museums and cultural institutions catalogue dynamic artworks, manage related media files, track rights and technical requirements, document installations, and maintain accurate records across collections workflows.
Why do time-based media collections need dedicated collection management software?
Time-based media works involve complex relationships between objects, files, equipment, installation instructions, and rights information. Collection management software for time-based media collections helps institutions centralise this information, reduce risk, and support long-term stewardship.
What challenges does collection management software for time-based media collections solve?
It helps institutions manage complex artwork records, connect digital assets to object data, track rights and reproductions, support exhibition and loan workflows, document installation requirements, and preserve critical technical knowledge over time.
Can collection management software for time-based media collections manage digital assets?
Yes. Solutions like TMS Collections and TMS Media Studio work together to manage digital assets such as video, audio, installation photography, and documentation, linking them directly to collection records within the same suite.
Does collection management software for time-based media collections support rights management?
Yes. Rights and reproductions information can be managed alongside object and media records, helping institutions control access, support publishing workflows, and maintain accurate documentation for internal and external use.
How long does implementation of collection management software for time-based media collections take?
Timelines vary depending on collection complexity, data readiness, and institutional requirements. Many institutions begin using the system within a few months, supported by the Gallery Systems team throughout implementation and training.
