CHIN Collections Management Survey 2017 Demonstrations

About

This document was used to by evaluators during the second stage of CHIN's 2017-2018 Collections Management Software Survey project. The purpose of these demonstrations was to allow museum community members the opportunity to review collections management software based on actual performance and use, rather than on textual descriptions and screenshots alone. The demonstrations were conducted between January and March 2018, and lasted approximately 60 to 90 minutes.

This form was used to collect comments and ratings from community evaluators, which were collected, anonymized, and analyzed. Ratings and selected comments are available.

Tasks

The following tasks were identified by CHIN and the CMS Survey Advisory Group as priorities for demonstration. The table below explains each task.

Task Explanation
Online data entry Demonstrate how records can be viewed, created, and modified via a web browser for online access by museum staff/volunteers.
Publish a record to the web Demonstrate how collections data can be published to the web for public access via a web browser.
Set user permissions and groups Demonstrate how clients can set permissions for users, both at a group/role level and an individual level.
View audit trails or change log Show all the ways in which changes to the system are recorded, what information is recorded, and whether those changes can be reversed.
Import data Show how data can be imported by the client. If the client cannot import data, explain the process to have the vendor import data.
Export data Show how data can be exported by the client. If the client cannot export data, explain the process to have the vendor export data.
Create a local terminology list Show how a customized, local terminology list can be created, including any multilingual functions.
Upload or attach images and files Demonstrate attaching an image or file. Is it directly uploaded? Linked from a file path?
Catalogue an object Demonstrate how an object is catalogued from start to finish, including record creation, location selection, and data entry.
Batch modify a set of records Demonstrate the way a group of records (either a sub-set of records or the entire database) can be modified in group. What can be changed? Are there limits?
Multilingual capabilities

Is the interface available in additional languages? What does it look like for these non-default languages? What has been translated and what has not?

For data entry, how do multilingual fields work? What can be entered in another language? Which languages can be used, e.g. only Latin alphabets or can non-Latin alphabets such as Canadian Aboriginal syllabics be used? What about right-to-left languages?

Customize a catalogue entry page Demonstrate how clients can customize a record entry page. Can labels be renamed? Can fields be moved around? What can be done by the user versus the vendor, and what is the process for having a vendor customize this page?
Create a template record Show how to create a template record, or modify an existing template. Can existing records be used to create a template?
Generate and/or build a report Show how to generate a report from an existing, pre-set style, as well as how to customize a report and/or build an entirely new one.
Perform basic search Show how a basic search is performed and other basic-level search functions, such as results display, saving searches, etc.
Perform advanced search Show how to do an advanced search, including refining search results. If there is more than one method, please demonstrate these.
Browse records Demonstrate how records can be browsed, either from the whole database or within a set of records.
Create an exhibit Demonstrate any and all features or functions used to develop, plan, and manage exhibitions and exhibition-related events.
Enter condition report information Demonstrate how condition reporting for conservation can be incorporated into an object's record, e.g. file attachment, direct data entry, etc.

Scoring

In order to rate the performance of each feature and/or function demonstrated, evaluators were asked to refer to the following rating system:

0
Does Not Perform
The product does not perform the specified task, and the vendor did not claim that the product performed this task.
Tasks that were requested but not demonstrated by the vendor should receive this rating.
1
Unacceptable
The product does not perform the specified task despite vendor claims, and/or the product performed the task so poorly that it is functionally unusable, falling very much below expectations.
2
Below Expectations
The product performs the specified task, but not well. It is usable but falls below expectations.
3
Adequate
The product performs the specified task adequately. It is usable, meeting minimum expectations but not exceeding them.
4
Above Expectations
The product performs the specified task well, meeting higher expectations and exceeding minimum expectations.
5
Exceeds Expectations
The product performs the specified task very well. Its features and functionality exceed even high expectations.

In the comment sections, we asked evaluators to include any comments, concerns, or responses to the demonstration, including any points of confusion regarding the product or the demonstration itself. Evaluators were asked to assess products only based on the information provided to in the product profile and the demonstration itself. In the "Additional Comments" section, evaluators were asked to provide an overall impression of the product, any suggestions, or general comments about the demonstration.

Product:

Vendor:

Evaluator:

Evaluator's Organization/Institution:

Previous CMS Experience:

Date of Evaluation:

Evaluation Table
Task Rating Comments
Online data entry
Publish a record to the web
Set user permissions and groups
View audit trails or change log
Import data
Export data
Create a local terminology list
Upload or attach images and files
Catalogue an object
Batch modify a set of records
Multilingual capabilities
Customize a catalogue entry page
Create a template record
Generate and/or build a report
Perform basic search
Perform advanced search
Browse records
Create an exhibit
Enter condition report information

Additional Comments

Final Rating:

I, _________________________, give CHIN permission to anonymize, translate, and publish selected comments recorded on this evaluation form: ___________________________

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