FAQ

Frequently Asked Questions

You’ve got a question? We’ve got the answer! Check out our TMS Collections FAQ.

What is TMS Collections?

TMS Collections is next generation web-based software that handles all your collections management needs and is seamlessly integrated with web publishing, digital asset management, and conservation applications.

When is TMS Collections available?

For most institutions, TMS Collections is available now. TMS Collections 1.0 was released in Spring 2018. Version 2.0 was released March 2020

What does the product roadmap look like?

TMS Collections 1.0 includes modules for Objects, Constituents, Media, Exhibitions, Loans, Bibliography, and Sites. TMS Collections 2.0 includes modules for Events, Shipping, and Insurance. TMS Collections 3.0 is in development.

How much does TMS Collections cost?

TMS Collections is an upgrade included as part of your EmbARK maintenance and support agreement. There are data migration, setup and training services, as well as hardware or hosting requirements that will need to be considered in your budget.

How much setup and training will we need?

Each institution is different. Depending on the size of the collection and the extent to which you’ve used various features within EmbARK, you may need more or fewer services days for TMS Collections installation, setup, and training. For budgeting purposes, you should estimate 7 days of services at our standard daily rate of $1900 USD per day. Data migration will also have to be included in your budget. Contact Gallery Systems for a quote.

Will our maintenance fees increase if we switch to TMS Collections?

Transitioning to TMS Collections will not affect your maintenance fees. You will continue to pay the same maintenance rate as you currently do for EmbARK, unless you purchase additional licenses when you move to TMS Collections.

Are we required to switch to TMS Collections?

No, moving to TMS Collections is entirely optional. Gallery Systems will continue to develop EmbARK and add improved functionality.  Of course, the most exciting new changes will be in TMS Collections!

Does TMS Collections use a concurrent license model?

Yes. If you are an EmbARK client you will be given the same number of licenses you currently have with EmbARK at no charge.

How does moving to TMS Collections affect our Web Kiosk site?

Web Kiosk will not work with TMS Collections. Your implementation will include an extra phase of transitioning your Web Kiosk site into eMuseum, Gallery Systems’ flagship web publishing application.

Is there a cost for moving to eMuseum?

eMuseum is offered to EmbARK Web Kiosk clients as a free upgrade under annual maintenance, which provides several thousand dollars in savings. You should budget for 5 days of standard look and feel customization services at our daily rate of $1900 per day. We will apply a 25% discount to our day rate, for a total of $1425 per day. Annual maintenance for eMuseum differs from Web Kiosk annual maintenance. Contact us for more information.

Do I have to pay for hosting since TMS Collections is a web-based product?

You can choose to have Gallery Systems Managed Hosting provide browser-based access to TMS Collections, or you can provide your own IT infrastructure.

Are you going to stop supporting EmbARK?

We will not stop supporting EmbARK.

Will my reports work in TMS Collections?

TMS Collections supports Crystal Reports and SQL Server Reporting Services. It is provided with a robust set of default Crystal Reports that may be similar to the reports you already use. Customized reports can be rebuilt during the migration project. Gallery Systems is available to help with this as part of the TMS Collections implementation services or you can learn Crystal Reports through a Gallery Systems training class.

How long will the data migration to TMS Collections take?

It depends on how large your collection is, and how much data is currently stored in EmbARK. Because each institution’s collection is different, we will review your data to give you a quote for data conversion.

Will we need to buy new servers?

It’s likely that more robust hardware resources will be required. You may need to purchase these or they may be available within your existing IT infrastructure. TMS Collections requires considerably more server resources than EmbARK, depending in part on the size of the database, number of media files, and number of users. At least one dedicated database server and one dedicated web server will be required, and very large databases may need to divide the load between several servers. It’s critical for the success of the project that adequate server resources are budgeted for and provisioned.

Optionally, you may choose to host with Gallery Systems instead of hosting TMS Collections yourself. This will remove the need to purchase new hardware as you will be hosted on Gallery Systems secure servers.

What is the TMS Suite?

The TMS Suite is an ecosystem of Gallery Systems products designed to support collections management needs in the most efficient and cost-effective way possible. The TMS Suite includes the core collections management functionality of TMS Collections, and integrates that functionality with applications to support web publishing, digital asset management, and conservation. Having native integration with TMS Collections makes adding new functionality easier, and removes the cost and hassles of managing 3rd party integrations, saving you time and money.

Can you describe the process for implementing TMS Collections?

Implementing TMS Collections involves a carefully coordinated set of milestones. These include the setup of the new software system, either using Gallery Systems Managed Hosting or with your IT team on your server, migration of your data from EmbARK’s 4D database structure to SQL, training of your team, and any customizations you might need from our professional services team.

Switching from Web Kiosk to eMuseum would require additional milestones for setup, along with potential look and feel customizations.

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