Hi Darryl, My name is Cathy Herr and I am the Database Administrator of the Glenbow Museums in-house Collections management system used for the museum and art collections. We use STARMuseums, developed by Cuadra Associates, Inc. The Glenbow Archives and Library use DBTextworks for their collections. We've been using STARMuseums for ten years to manage processes related to our collections and are very happy with the software, the training and the support we receive. When we chose STAR we were looking for a product that would allow us to manage all aspects of our collection processes, rather than just catalogue and inventory the objects. STAR is made up of many related databases (over 100) and allows us to manage artifact admissions, accessioning, cataloguing, location assignments, loans (both incoming and outgoing), exhibits, photographic services related to objects, etc. As well, there are many authority file databases that allow for the maintenance of donor information, artist information, etc. The advantage for us in using a dedicated software program rather than a generic database program is that software developers have already developed the computer routines necessary for managing the collection related processes. STAR is a development platform, so it does give us the freedom to modify these routines to better suit our workflow, but we didn't have to design these from scratch. There are a lot of things that need to be considered when making this kind of software decision. At Glenbow, we established a team to review software options (thankfully we put the team together around the same time that CHIN was holding their initial Collections Software review), and to meet with stakeholders around the museum to discuss needs and desires in a software system. Here's just a short list of things to discuss / review. Are we looking for a Collections Inventory System (something to maintain records of collection objects) or a Collections Management System (to manage the processes related to the collection, as well as the collection itself)? How robust of a system do we need (how large is our collection, how many staff will be using it)? How much money do we have to spend? What kind of hardware is required to run the various systems? What level of computer experience does our staff have? How complicated of a system do we want? Will we hire an in-house database administrator to manage / maintain the system? If not, what software companies offer hosted services? These are just the start of the questions you will need to begin asking - more will arise as you begin to learn more about the software available. CHIN has done a software review, and I believe it has been updated (possibly a number of times, I don't keep track). They do have their review available online. To the best of my knowledge they did not recommend one particular piece of software over any other - they all have their strengths and weaknesses and which one you choose really has more to do with your needs. Data migration really depends what format it currently exists in and what piece of software you are importing it into. In our case, Cuadra wrote a mapping and uploading routine to take our raw data from CHIN and migrate it into STARMuseums. If you could let me know a little more specifically what you are looking for in regards to data management policies (do you mean technical elements like backups, review of data entry for data integrity), I'd be happy to let you know what we do at Glenbow as it relates to STARMuseums. Sincerely, Cathy Herr STAR Database Administrator Glenbow Museum
________________________________ From: [email protected] on behalf of Oliver and District Museum Sent: Thu 12/13/2007 4:56 PM To: mcn-l at mcn.edu Subject: [MCN-L] Museum database management programs We currently use DB/TextWorks as our data management system. The museum and archives use different databases, so we don't mesh well together. I find textworks clunky, and it does not give good results on searches. For example, you have to know which field you are going to do a data search within. The prospect of migrating data into a new program, however, is unsettling to members of the organization, and there is resistance to the mention of change. I know there are a lot of dedicated software programs for museums and archives. Can you help us by outlining: 1) What software do you use and why? 2) Why would you prefer to use a dedicated software program rather than a generic database program? 3) What should go into the decision making process? 4) I have heard that one software package has been recommended by CHIN in particular, which one is it? (This is important as we are a Canadian organization) 5) What is the best process for migrating data? 6) Are there data management policies that people may be willing to share? Thank you for your help! Darryl MacKenzie, BSc(CD), MA Museum Director/ ODHS Administrator Oliver and District Heritage Society Box 847 Oliver, BC V0H1T0 250-498-0490 _______________________________________________ You are currently subscribed to mcn-l, the listserv of the Museum Computer Network (http://www.mcn.edu <http://www.mcn.edu/> ) To post to this list, send messages to: mcn-l at mcn.edu To unsubscribe or change mcn-l delivery options visit: http://toronto.mediatrope.com/mailman/listinfo/mcn-l
