How The National Art Museum of Mexico City Improved Access and Workflow Efficiency with TMS Collections and eMuseum

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 centuries, including Novohispano and popular art, the museum’s collections are managed by a collaborative team of curators, registrars, library staff, and IT. 

To support its mission, the museum undertook a collection digitization initiative focused on the Pellicer Collection. The primary goals were to improve access to collection information and address workflow challenges. This effort was also driven by an opportunity to expand the digitization of the museum’s holdings.

At the outset, the team faced a significant challenge: scattered data. This fragmentation made it difficult to efficiently manage records and support ongoing digitization work. With multiple stakeholders involved, there was a clear need for a system that could streamline processes and enable better collaboration. 

By implementing TMS Collections alongside eMuseum, the museum was able to centralize its collection data and improve how teams interact with it. According to Adrián Pérez Camarena, Systems IT Administrator, “TMS Collections made this process easier and faster.” The transition from TMS for Windows to the web-based TMS Collections platform marked a key improvement, allowing users to access the system more flexibly and efficiently. 

The system’s configurability also played an important role. The team adapted fields within TMS Collections to better reflect their internal structure, such as using disciplines instead of departments. Through the search functionality, staff were able to track progress and generate reports throughout the project. In one instance, a custom flag was introduced to identify records with high-resolution images in storage, enabling curators to quickly locate and report on these assets. 

The results of the project met the museum’s original expectations. The team reported improved collaboration and significant time savings, particularly in how data is managed and accessed. Feedback from staff has highlighted the ease of access and overall success of the initiative, even as the team continues to expand its use of the system. 

A major advancement came in the integration between TMS Collections and eMuseum. Previously, updates required database backups and manual refreshes. Now, updates made in TMS Collections can be reflected in eMuseum more efficiently through automated or on-demand processes, allowing collection data to be shared with the public more seamlessly. 

This project directly supports the museum’s mission by bringing collections closer to the public and enabling broader access through digital platforms. With over a decade of experience using TMS, the museum sees TMS Collections as a long-term solution that will continue to support its curatorial, registrar, and library teams. 

Reflecting on the experience, Pérez Camarena emphasized the value of collaboration with Gallery Systems, noting that the team’s expertise and support contributed to a successful implementation.