CollectiveAccess - Profile
Note
This profile was completed by the software vendor at CHIN’s request and does not reflect the views or opinions of CHIN. It is presented for information only and does not indicate approval or accreditation by CHIN. Inclusion of specific products does not mean that CHIN recommends the software, but that members of the community expressed interest in learning about these products.
This information was accurate as of January 2018. For more information or to request updated information, please contact the vendor directly.
Product name
CollectiveAccess
Vendor name
Whirl-i-Gig
Vendor overview
Website URL
http://www.collectiveaccess.org
Head office
Year founded: 1995
Telephone number: +1 (347) 678 0513
Email: info@collectiveaccess.org
Contact person: Seth Kaufman, President
Canadian/North American office
Year founded: 1995
Telephone number: +1 (347) 678 0513
Email: info@collectiveaccess.org
Contact person: Julia Weist, Senior Consultant
Product overview
Product description
CollectiveAccess is open-source collections management and presentation software designed for museums, archives, and special collections. As it is highly flexible and easily customized, it is also increasingly used by libraries, non-profits, private collectors, artist studios, performing arts organizations and other groups around the world. At its core, CollectiveAccess is a relational database that enables complex cataloging, powerful searching and browsing and nuanced web-based collection discovery.
Disciplines supported
CollectiveAccess is a good fit for many museums, archives, arts organizations, scientific research projects, libraries, non-profits, academic environments, private collectors, artist studios, performing arts organizations and more.
Product launch date
2007
Product history
CollectiveAccess was developed to meet a growing demand for a highly customizable collections management tool for specialized and complex collections. From its earliest development, the project’s founders sought to accommodate the need for support of both established archival and library standards, and the inevitable idiosyncrasies of real-world institutional needs. For ten years, the CollectiveAccess team has worked one-on-one with organizations around the world to create specialized metadata schemas and workflows for collections ranging from paleontological specimens, fine art, local history and diverse multimedia.
Future development
Development is ongoing. We issue a major release approximately every 6 months, with minor and maintenance releases every few weeks.
Demo version
Support
Support methods
Free support is available via our Forum
We also offer paid support blocks. Please contact us for more information.
Support language(s)
English, French and Spanish.
Support availability and hours
Monday – Friday (excluding all US Federal holidays) from 9 a.m. - 5 p.m. EST.
Support fees
Ongoing and ad hoc support is available. Please contact us for rates.
Client support network
The support forum and chat is active with not only developers of CollectiveAccess but also users speaking directly to each other. There are also several user groups in the US and abroad, such as: Collective Access Community.
Training
In person and remote training is available. Please contact us for rates.
System updates and maintenance
Maintenance updates are released every few weeks.
Cost
Pricing
CollectiveAccess is open source, meaning it’s free to use and share. There are no licensing or subscription fees and unlimited users.
Maintenance costs
All software versions and updates are free. If users need help updating their system they can utilize the support forum or paid dedicated support.
Additional fees
Whirl-i-gig works directly with clients on project collaborations. Pricing for these custom implementation is dependent on system specs and requirements. Feel free to contact consulting@collectiveaccess.org for more information.
System specifications
Operating systems supported
Linux, Mac OS X 10.7+. Windows (Server 2008, Server 2012, Windows XP and Windows 7, 8 and 10 verified to work) is supported but discouraged. Operating system specific notes are available on our wiki.
Underlying database
MySQL
Platform(s)
Runs on a web environment, though can be run on an internal network or single machine - internet connectivity is not required.
Hardware requirements
1 GB of RAM is usually adequate, up to 4 GB of RAM if processing large media files. Data storage requirements are commensurate with the media being uploaded to the system. Any modern CPU should provide adequate performance. It is advisable to obtain at least a 2-way and, if possible, 4-way machine. The extra processor cores are usually not an expensive add-on and often prove valuable in production environments. More detailed recommendations are available on our wiki.
Staff requirements
None
Plug-ins and/or modules available
Please see our wiki for more information.
Third-party requirements
All software dependencies are open source. There are no closed-source third-party products required.
Interoperability
The software supports exports to many third-party products (such as Microsoft Word and Excel) but these are not required and other export formats are available.
Accessibility
Project elements, such as front-end implementations, can be customized to be WCAG accessible.
Customization
All metadata, search and browse functionality, reporting tools, import and export formats are customizable to the user’s specification.
Web integration capabilities
Cloud functionality
- Server location
- The software can be installed on a server selected and configured by the user.
- Security protocols
- Depends on the server solution chosen by the user.
- Typical or average uptime
- Depends on the server solution chosen by the user.
- Back-end maintenance procedures and downtime
- Depends on the server solution chosen by the user.
Browsers supported
All modern browsers are supported.
Web-based access for data entry
CollectiveAccess is accessible anywhere with an internet connection.
Web publishing platform
Providence, the cataloguing component, and Pawtucket, the public collection browsing component, are both accessible via the web.
Linked open data functionality
CollectiveAccess integrates with a variety of linked open data repositories including but not limited to the Getty vocabularies, the Library of Congress Authorities, Google mapping, Geonames and more. There is also a framework for configuring new linked open data interoperabilities.
User groups and security
User profiles
Supported
User groups
Supported
Visitor profiles
Supported
Installations
The software is installed on one server and can be accessed from as many computers as is required, assuming the server is adequately provisioned.
Audit trails and/or edit history
Available through detailed Logs.
Offline access
Possible, depending on the project’s configuration.
Privacy features
Access Controls allows you to configure exactly who sees your data when cataloguing in Providence. User Groups allow you to create classes of users and define what tasks they are allowed to carry out (such as creating or deleting records), what types of records they are allowed to view or edit, and what fields they can access. Every feature of the software can be turned on or off on a per-user or per-group basis if needed. This allows you to create task-specific environments for researchers or interns, without risking any unwanted changes to your collection data. If using the public facing component, Pawtucket, records can always been hidden from public view if needed, by using the “public access” dropdown field.
Data migration and stability
Import formats
- XLSX
- XLS
- MySQL
- Filemaker XML
- Inmagic XML
- PastPerfect XML
- Vernon XML
- TEI XML
- PBCore XML
- RDF
- ULAN-linked data
- MARC
- MARC XML
- MODS
- Omeka
- EXIF
- CollectiveAccess (for migrations from one system to another)
- WorldCat
- TabDelimited
- MediaBin
- CSV Delimited
Export formats
- XML
- CSV
- XLSX
- Word (DOCX)
- MySQL
Backups
- MySQL
Standards and schemas
Metadata schemas
- XML
Data content standards (cataloguing rules)
Content standards are customizable. Providence comes preinstalled with metadata standards including Dublin Core, Darwin Core, EBU Core, PBCore, CDWA-Lite/CCO, EAD, DACS, ISAD(G), VRA Core, and Spectrum. These can be modified to the user’s specifications, or entirely custom metadata schemas can be authored using our XML syntax.
Vocabulary standards
The Getty vocabularies, Library of Congress Subject Authorities, Chenhall, and many more.
Local terminology lists
Custom vocabularies can be developed on a per-project basis as needed.
Accreditation
The software supports a wide range of metadata protocols that are accredited by international organizations. Please see our wiki for more information.
Data entry and content
Media upload/linking
After you have uploaded your desired media to Providence, an exact copy is stored in the media folder. Additionally, a series of lower-res derivatives are created for use within the system and for public presentation, if applicable. Additional derivatives can be created to the project’s specification with some simple configuration. Media can be watermarked with the institution’s logo during this process, if desired.
Media formats supported
Any file can be uploaded to Providence and stored. In-browser preview is available for:
- JPG
- GIF
- TIFF
- PNG
- TilePic
- Camera RAW
- Photoshop PSD
- JPEG-2000
- DICOM
- DPX
- Open EXR
- QTVR
- Adobe DNG
- MP3
- AIFF
- WAV
- AAC
- Ogg Vorbis
- MPEG-2
- MPEG-4
- QuickTime
- Windows Media
- FLV
- Ogg Theora
- AVI
- Microsoft Word
- Microsoft PowerPoint
- Microsoft Excel
- ED
- STL
- PLY
Some specialized format may require additional software components, please check the wiki for details.
Data entry features
- Copy and paste
- Available with any modern web browser.
- Search and replace
- Available with the CollectiveAccess Batch Editor tool.
- Spellcheck
- Available with most modern web browsers.
- Bulk cataloguing
- Supported
- Batch edit
- Supported
- Batch location change
- Supported
- Duplicate record search
- Not currently supported with a graphical user interface.
- Template record
- Record templates can be created and configured per user or across teams.
- Date selection and formats
- Please see our wiki for more info: http://docs.collectiveaccess.org/wiki/Date_and_Time_Formats.
- Mandatory fields
- Optional
- Others
- No response.
Spreadsheet editing view
Supported
Geographic mapping
Supported
Multilingual fields
Supported, as well as multi-lingual cataloguing.
Barcoding
Supported
Labelling
Supported
Search and reporting
- Types of search supported
- No response.
- Boolean queries
- Supported
- Query any field
- Supported
- Sort query results
- Supported
- Saving search results
- Supported
- Filter search results
- Supported
- SQL-based search
- MySQL search is supported.
- Export search results
- Supported
- Free-text (Google) searches
- Supported
- Search result views
- Multiple, customizable views supported.
Multilingual searching
Supported
Report styles included
Standard reports are pre-installed, which can be customized on a per-project basis.
Report customization
Supported
Report program
Search results are exportable as Word, Excel (tab delimited or CSV), and PDF.
Museum functions
Collections management function overview
No response.
Registration
Registration work flows can be customized to the institution. A wide array of registrarial tools are available including Location tracking, condition reporting, loan tools and more.
Acquisitions
The “Object Lots” module allows for the in-depth cataloguing of all collection acquisitions. Metadata and workflow is customizable on a per-project basis.
Inventory management
Multiple approaches to Loan management, storage location tracking and conservation events are available and customizable on a per-project basis.
Internal tracking
The “Object Location” tool is fully customizable and provides a quick summary of an object’s institutional lifetime from acquisition, exhibition, loan, conservation, storage and deaccession.
External shipments
The “Storage Location” module allows for the in-depth cataloguing of all object movements. Metadata and workflow is customizable on a per-project basis.
Cataloguing
Fully customizable interfaces are available for cataloguing all aspects of collections management, including objects, entities, places, loans, storage locations, acquisitions, object movement, vocabularies and other authorities such as historical events.
Conservation
The “Object Movement” module allows for the in-depth cataloguing of all object conservation events. Metadata and workflow is customizable on a per-project basis.
Curatorial research
Interfaces can be customized to include provenance and bibliographic information, as well as any other needed metadata.
Publications and printed material
Supported either as part of normal object-based cataloguing or with the creation of custom authorities. Publication information can be imported with use of the WorldCat tool, for institutions who have a paid membership to the WorldCat service.
Rights management and reproduction
Interfaces can be customized to include any needed metadata related to rights management.
Risk management and valuation
Interfaces can be customized to include any needed metadata related to insurance and financial information.
Exhibition
The “Occurrences” module can be used to catalogue exhibitions, events or other historical moments of interest. Metadata and workflow is customizable on a per-project basis.
Loan management
The “Loans” module allows for the in-depth cataloguing of all object movements. Metadata and workflow is customizable on a per-project basis.
Deaccessions
The “Object Lots” module allows for the in-depth cataloguing of all collection deaccessions. Metadata and workflow is customizable on a per-project basis.
Digital asset management
Providence can be used to store and catalogue any digital assets that are of interest to your collection.
Additional features and functions
- Library circulation tool
- The library module allows you to keep track of your library assets with customizable loan periods and email alerts if your items become overdue. Quickly see who has your circulating materials and when you can expect them back!
- Sets
- The “Sets” module allows users to create ad-hoc groupings of records for conducting practical tasks, such as creating a checklist of potential images for publication, or a group of records needing further cataloguing. Sets of records can also be sent to the batch editor for quick metadata cleanup.
- Wikipedia
- The Wikipedia tool allows you link a record to its corresponding Wikipedia entry. Once linked, Providence is able to ingest the entry title, main image and introductory text if needed.
- Finding aids
- Collections with traditional archival metadata structures can automatically create archival Finding Aids using the reporting tool. Customizable displays allow you to detail all of the relevant metadata and folder structures your users may need.
- Visualizations
- Search results can be displayed as a map, if geo-referencing data is available, or as timelines if date information has been catalogued. More visualizations are coming soon.
- Dashboard
- Each user has a customizable dashboard that allows them to quickly reference “watched” records, see which records were recently created, reference their last saved searches, as well as other useful tools.
- LOLKatz
- With the LOLKatz widget, cute kitties appear on your dashboard every day!
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