Sunday, March 9, 2008

Examples of Collection Management Systems

(Collection Management Systems)
A selection of programs used in Australia for managing small collections

Database part of Microsoft Office suite - used by some organisations as catalogues.
(When designing data structure need to determine required size of fields).

Collections Mosaic
Software providing a datastructure for managing museum collections.
The runtime program was designed using Microsoft Access but Access is not required to operate the database.
The datastructure and forms cannot be altered and amount of date that can be entered and displayed in fields is restricted.
The software is used by many societies in Western Australia.

DB/TextWorks is a general database.
It is used throughout the world for managing small and medium sized collections.
A museums datastructure is available from Maxus for use with the software
but the structure can be modified to suit individual collections or
datastructures can be constructed for projects as required.
Windows 2000 is required for versions 8 onwards.
The software is used by many societies in Victoria.
DB/TextWorks replaces Inmagic Plus which is still used by some societies.

Excel is not a database - the program is a spreadsheet - but it is used by a number of organisations to record collection information.
The records can be imported into databases.

FileMaker Pro
A general database which can be used for cataloguing collections.
Datastructures, forms and report screens need to be constructed.
A number of societies are now using this software.

Heritage V
Program can be used on computers with Windows 98 operating system onwards, does not use fields and is often used for indexing projects.
Records can be transfered to Microsoft Word.
Heritage V is the Windows version of Heritage IV.

Microsoft Works database
A basic general database which can be adapted for cataloguing collections though the input options and report and search capabilities are limited.

Tabularium is a structure designed for use with Access for managing archive collections.
Access has to be installed on the computer for Tabularium to operate

Collection Management Systems

Why catalogue collections?

Record information about items in a collection
Sort the information in a variety of ways
Share information thereby providing greater access to the collection

What is a database?

A structured set of data held in a computer, especially one that is accessible in a variety of ways
(from The Australian Oxford Dictionary)

How is information stored?
Information in databases is stored in fields
Indexes are used to retrieve the information
For example - Word indexes; Term indexes

How is information displayed?
Report forms are used to display the information contained in fields