Frequently Asked Questions
You’ve got a question? We’ve got the answer! Check out our TMS Collections FAQ.
TMS Collections is a next generation web-based version of TMS designed to handle all your collections management needs. TMS Collections retains the functionality you rely on in TMS but also provides new features and benefits. It is more configurable than TMS to give individual users control, a dashboard and new search options facilitate workflow, and the interface is easy to learn. TMS Collections can be used on Tablets and gives you secure access to your collection records from anywhere.
Implementing TMS Collections involves configuring features to reflect your museum’s data entry requirements and workflows, plus ensuring that you have the necessary technology resources available and correctly configured to support TMS Collections. In addition to helping with setup and configuration, Gallery Systems provides power user training sessions and end-user training session prior to museum-wide go-live.
No, moving to TMS Collections is entirely optional.
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.
TMS Collections 2.0 doesn’t replicate all existing TMS features; for example, Location and Movement is simpler and not all TMS search features are implemented yet. If you think you may be a candidate to migrate to TMS Collections, we will work with you to assess how your use of TMS maps to TMS Collections.
TMS Collections is a free upgrade included as part of your TMS annual maintenance package. In addition to free access to the software, there are setup and training services as well as hardware that will need to be in your budget.
Each institution is different. Depending on the size of the collection and the extent to which you’ve used various features within TMS, 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.
Transitioning to TMS Collections will not affect your maintenance fees. You will continue to pay the same maintenance rate as you currently do for TMS, unless you purchase additional licenses when you move to TMS Collections.
Yes. You will be given the same number of licenses you currently have with TMS at no charge.
eMuseum can be configured to work with TMS Collections or with traditional TMS.
Although TMS Collections has a different user interface and greater flexibility, the underlying database structure is the same as TMS. Many configurations, including setting user permissions, building DataViews and ListViews, and configuring fields for search are done the same way as now in TMS, and many features are similar. TMS Collections has an intuitive interface that helps end users start working quickly.
TMS Collections supports Crystal Reports and SQL Server Reporting Services. Customized reports will have to be verified during the migration project. Gallery Systems is available to help with this as part of the TMS Collections services implementation.
Other than to move data from three specific formatted fields in the Bibliography module (Notes, Citation, Physical Description), no data migration is required.
The underlying data schema used for TMS Collections is the same one used for TMS, so there may be minimal impact on 3rd party integrations. All 3rd party integration should be reviewed and thoroughly tested, with special attention to data importing procedures that might affect term indexing for searching, and media caching. Gallery Systems assistance to support 3rd party integrations are charged at the standard per day rate.
TMS Collections includes a simple, google-like search across multiple fields (cross-field search), configurable data entry screens in every available module (not just Objects), batch updating of Exhibition-Object and Loan-Object XRefs (statuses, etc.), and greater data visibility than in TMS. Text fields are greatly enhanced and support rich text formatting, navigation trees reduce clicks, and a Dashboard and new search operators (before/after current date etc.) facilitate workflow. TMS Collections is also certified for Mac computers and can be used on iPad and Surface tablets.
TMS Collections is an upgraded version of TMS (Windows). It is not possible to use them simultaneously on a single instance of a TMS database.