TMS Collections
Comprehensive collection management software for university collections: catalogue diverse objects, manage loans and movements, and maintain accurate records across departments.
Collection Management Software for University Collections
Managing university collections means balancing teaching, research, loans, and diverse object types. Gallery Systems’ collection management software helps institutions improve access, accuracy, and coordination across departments.
Designed for academic and institutional collections
Support Teaching, Research, And Collections Stewardship in One System
From fragmented records to disconnected departments and limited access to collections data, our collection management software for university collections helps institutions streamline workflows, improve visibility, and manage collections with confidence.
Built for how university collections operate
Address the Realities of Managing Academic Collections
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Manage Diverse Collections Across DepartmentsUniversity collections often span art, archives, scientific specimens, and teaching collections across multiple departments. Centralise records in one flexible system to eliminate silos and improve collaboration.
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Support Teaching and Research AccessCollections are active resources for students, faculty, and researchers. Provide structured, reliable access to collections data while maintaining control over records and permissions.
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Standardise Data Across InstitutionsInconsistent cataloguing practices can create confusion and limit usability. Use controlled vocabularies and configurable fields to standardise data and improve accuracy across departments.
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Track Object Locations, Loans, and UsageUniversity collections frequently move between storage, classrooms, exhibitions, and loans. Track object locations and movements with complete histories to maintain accountability and reduce risk.
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Connect Collections Data with Digital AssetsImages, documents, and media are essential for teaching and research. Link digital assets directly to object records to support accessibility, learning, and publication workflows.
Trusted by world-renowned universities
Software Shaped by Real Institutional Needs
For more than 40 years, Gallery Systems has worked with universities, museums, and cultural institutions to support the management of diverse collections. Our collection management software helps institutions connect teaching, research, and stewardship—supporting accurate documentation, improved access, and long-term collections care across departments.
Built for academic complexity and collaboration
Connect Collections Data, Teaching Resources, and Digital Assets in One Place
TMS Collections is web-based collection management software for university collections, designed to manage diverse holdings across departments and use cases. Combined with TMS Media Studio, it connects object records, digital assets, loans, and workflows within a single, scalable platform.
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Object & Data Management: Catalogue diverse collections with flexible fields, ensuring consistent documentation across departments.
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Loans, Teaching & Movement Tracking: Track loans, teaching use, and object movements with complete histories.
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Integrated Digital Asset Management: Manage images, documents, and media in TMS Media Studio, fully integrated with collection records.
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Configurable Workflows & Reporting: Customise workflows, dashboards, and reports to support teaching and research needs.
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Search, Access & Collaboration Tools: Enable easy discovery with advanced search and controlled access for staff and students.
An ecosystem built for you
Connected Tools Supporting University Collections Management
The TMS Suite provides integrated software for university collections, connecting object records, digital assets, and workflows to support teaching, research, and stewardship.
TMS Media Studio
A digital asset management system for collections, managing images, documents, and media files while linking them directly to collection records for improved access and use.
TMS Suite
With TMS Collections at its core, the TMS Suite connects collection management for university collections with digital assets and other tools to support the full lifecycle of collections use.
Supporting Smarter Collection Management
Articles, Insights & Case Studies
View all
Standardizing Collections Data: From Tactical Cleanup to Data Governance
Museum professionals are well acquainted with the discipline required to produce high-quality administrative content. Grant proposals, exhibition labels, and marketing materials are typically…
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…
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
Standardizing Collections Data: From Tactical Cleanup to Data Governance
Museum professionals are well acquainted with the discipline required to produce high-quality administrative content. Grant proposals, exhibition labels, and marketing materials are typically…
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…
Videos
Questions About Collection Management Software?
Find answers to common questions about collection management software for university collections and how it works.
What is collection management software for university collections?
Collection management software helps institutions catalogue objects, manage loans and locations, connect digital assets, and support teaching and research workflows across departments.
Why do universities need collection management software?
University collections are often distributed across departments and used for multiple purposes. Collection management software helps centralise data, improve access, and ensure accurate documentation for teaching, research, and stewardship.
What challenges does collection management software for university collections solve?
It reduces data silos, standardises cataloguing practices, improves access to collections, supports loans and movement tracking, and connects digital assets to object records.
Can collection management software for university collections support teaching and research?
Yes. It provides structured access to collections data and digital assets, helping students and researchers discover, use, and reference collections effectively.
Does collection management software for university collections include digital asset management?
Yes. With integrated solutions like TMS Media Studio, institutions can manage images, documents, and media files alongside collection records in one system.
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.
