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Choosing a Collection Management System
For Recollection Wisconsin Content Partners: Collection Management Systems
Resources and Tools

Choosing a Collection Management System

There is an ever-growing number of options for providing online public access to digital collections. Sharing items on Facebook or Instagram, adding them to a blog or webpage, or loading them to the Internet Archive are all ways to get your digital materials in front of more people. But adopting a Collection Management System (CMS) — a software program to organize, manage, and share your digital files and metadata — will give you the most control, flexibility, and reliability into the future.

Some questions to consider when choosing a CMS:

  • How long has the system been around? Is it used by other organizations similar to yours?
  • Is there a trial or demo version available for you to try out?
  • What infrastructure is needed to install and run the system? For instance, will you need a local server or a cloud hosting provider?
  • Will the system work on your computer stations? Some programs don’t run well on computers with little working memory.
  • Will the system support your chosen metadata standard? Can the metadata fields be customized?
  • Can you import existing files and metadata into the system?
  • Can you perform batch edits across multiple metadata records?
  • Can you export files and metadata if you choose to migrate to a different system?
  • What kind of support is available? Can you ask or pay an organization to fix things for you? Is there a large community using it, and support potentially found there, such as through a user forum or email list?
  • What are the costs for the system, both up front and ongoing?

For Recollection Wisconsin Content Partners: Collection Management Systems

This list includes some of the most common collection management systems and other access platforms currently in use by Wisconsin libraries, archives, museums, and historical societies.

Eligible for harvesting by Recollection Wisconsin:

  • CONTENTdm
  • Omeka
  • ResCarta

Not eligible for direct harvesting by Recollection Wisconsin:

  • Internet Archive
  • Mukurtu
  • PastPerfect Online

Resources and Tools