TMS and eMuseum by Gallery Systems - Profile


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

TMS and eMuseum

Vendor name

Gallery Systems

Vendor overview

Website URL

Head office

5 Hanover Square, Suite 1900
New York, New York 10004
Year founded: 1981
Telephone number: (646) 733-2239
Contact person: Paul Thyssen

Canadian/North American office

5 Hanover Square, Suite 1900
New York, New York 10004
Year founded: 1981
Telephone number: (646) 733-2239
Contact person: Paul Thyssen

Product overview

Product description


Gallery Systems’ core product, The Museum System (TMS), is a sophisticated, easy-to-use relational database application designed specifically for collections, content, media, exhibition, and loan management. Developed in partnership with museum professionals, TMS is a robust and highly configurable collection management system that can organize and manage all collection types without compromise. TMS is built upon an open-architecture database, running on Microsoft SQL Server or Oracle, and Gallery Systems provides a fully-documented Data Schema and Data Dictionary as part of the software package. This ensures that interoperability with other enterprise systems is achieved with minimal effort. TMS is comprised of 10 interrelated modules, with supporting functionality for entering and tracking all collections data and management activities. TMS has been localized in over 24 languages and supports translated content data entry in multiple languages. TMS complies with many data standards including CDWA, CDWA-Lite, CCO, LIDO, ISAD(G), DACS, EAD, CCDO, Getty vocabularies (AAT & TGN), Europeana, CHIN, RAD, Dublin Core Metadata Standards, VRA Core 4.0. TMS is Spectrum Certified and the current TMS data schema was designed specifically to accommodate the extension into the CIDOC CRM data model. TMS is compliant with Open Archives Initiative (OAI).


eMuseum, Gallery Systems' web-based software program, integrates seamlessly with TMS to dynamically publish information to websites, Intranets, and kiosks. While eMuseum is delivered with a set of standard templates, configuration is simple which makes the production of unique web sites straightforward. eMuseum uses industry standards such as HTML5 and CSS and incorporates responsive design. eMuseum’s design improves search engine optimization for better search engine rankings.

Disciplines supported

TMS supports all collection types including archives and library collections management.

Product launch date





Product history

The Museum System (TMS) originally emerged in 1981 as The Gallery System (TGS), a DOS-based application created for commercial galleries. Shortly thereafter, in close collaboration with the Metropolitan Museum of Art and through researching and dissecting the numerous functions involved in maintaining sophisticated cultural heritage collections, Gallery Systems introduced The Museum System (TMS), a Windows application and almost every year since has included new releases and/or updates to the core application. The current version released in 2017 is TMS 2017 and includes extended capabilities of TMS' range of web browser-based accessory applications: TMS Media Studio, TMS Conservation Studio, and TMS Audit Manager.

eMuseum was first released in 2001 and the current version, eMuseum 5.1, was released in 2017.

Future development

The next release of TMS is scheduled for 2018. TMS is also in development to become a completely web browser-based solution, including a suite of ancillary native web browser-based applications.

Demo version

Gallery Systems does not provide standalone demo versions of the applications. However, demo databases and "sandboxes" can be configured for limited trial purposes on a case by case basis.


Support methods

Phone, email, and client support website.

Support language(s)

English, French, Spanish, and German.

Support availability and hours

Gallery Systems offers support during normal business days from 9:00 a.m. to 8:00 p.m. Eastern time in North America. Our staff in Europe and California are also available when needed, which extends the coverage to 3:00 a.m. to 9:00 p.m. Eastern time. During weekends, support email and phone lines are monitored remotely by assigned members of the support team.

Support fees

Included with annual maintenance package.

Client support network

Gallery Systems provides a comprehensive support portal that contains various forms of documentation and tutorials, peer discussions, and also allows clients to manage support cases. Additionally, clients may opt-in to a client-led, independently run listserv for further support and discussion.


Gallery Systems offers comprehensive TMS training as part of our implementation approach to ensure successful use of the system. System administration and application training for core staff members is part of our “train the trainer” methodology to ensure a successful implementation. There is a fee for each training session.

System updates and maintenance

Gallery Systems’ standard Maintenance and Support services include full access to new releases of our software. For our existing products, we regularly provide interim updates incorporating bug fixes and additional features and functions between major version releases. Software upgrade packages are provided as part of annual maintenance and support.



TMS is licensed per concurrent user and a one-time license fee. eMuseum is an offered as unlimited user license and a one-time license fee.

Maintenance costs

Annual Maintenance is delivered and charged annually as a recurring fee and includes updates/upgrades to the program.

Additional fees

Gallery Systems provides competitively priced business analysis, technical consulting, development, training, data migration, project management services and managed hosting services.

System specifications

Operating systems supported

Windows 7, 8.1, and 10 Windows Server 2012, 2012 R2, 2016.

Underlying database

SQL Server 2012, 2014, 2016 Standard Edition or higher, or Oracle 11gR2, 12c.


TMS is accessible on desktops and certain mobile tablets. eMuseum is accessible on desktops and mobile, such as smartphones and tablets.

Hardware requirements

The current minimum workstation configuration is:

  • 2.5 GHz dual core processor or better.
  • At least 4 GB system RAM.
  • 512 MB display memory capable of supporting 1024 x 768 video resolution.
  • 1 Gbps network card.
  • Windows 7 or higher.
  • ODBC drivers for supported database server.

The current minimum server configuration is:

  • Second server required for thesaurus and web applications.
  • Quad core processor (or 4 virtual CPU).
  • 8 GB RAM.
  • A supported database server (not required for second server).
  • Windows Server 2008 R2.
  • 100 GB free hard disk space (for installation of database).
  • Additional disk storage (sufficient to manage the collections database, thesauri, and images, with extra space for growth).
  • 2 MB display memory capable of supporting 1024 x 768 or higher resolution.
  • Network card.

Optimal hardware specifications depend on the clients' workload requirements.

Staff requirements

Each institution should understand the full scope of their staff time and expertise required for their implementation of TMS, including: project management, system design, data cleanup, mapping, migration and testing, if necessary.

Gallery Systems recommends that the museum's core TMS team consists of a project manager to communicate directly with Gallery Systems staff and coordinate project flow, web and/or system administrators, a head registrar/collection manager, and content experts from various museum departments.

Plug-ins and/or modules available

  • TMS Conservation Studio
  • TMS Media Studio
  • Audit Manager
  • Barcode Manager

Third-party requirements

  • Windows
  • Microsoft SQL Server or Oracle
  • "Full" SAP Crystal Reports (only to create or modify certain reports)


The TMS and eMuseum data schema is open architecture, running on Microsoft SQL Server or Oracle, which means that interoperability with other systems is achieved with minimal effort, and business standard third party reporting tools like Microsoft Office, Microsoft SQL Server Reporting Services, and Crystal Reports are used.

eMuseum provides an API add-on that allows users to programmatically retrieve data in JSON, XML and RDF formats. We also support the IIIF image and presentation APIs.


eMuseum follows WCAG 2.0 AA and most AAA guidelines, ensuring that labels, titles, alternate text and the general style contrast of the application comply with current standards. eMuseum uses an HTML based template system supplemented with CSS and JavaScript, which can be customized to meet additional requirements.

For TMS, accessibility is generally available via Windows' built-in Accessibility features. For example, Windows includes a tool called "Narrator" that reads text on your PC screen aloud and describes events, such as notifications or calendar appointments. There are other Windows tools and configuration settings that allow a user to use speech recognition to control their PC, magnify screen contents, set desired contrast settings, use an on-screen keyboard and provide different aural cues when certain keys are pressed, adjust the mouse pointer size, etc. Using combinations of these tools may provide the required level of accessibility. Note that different versions of Windows may have different accessibility options and/or improvements to the same tools existing in prior versions.


TMS is highly customizable, and supports custom list views and custom data entry forms, which can be configured by the user and/or administrator with the provided tools, List View Designer and Form Designer. All field names can be edited. Error messages are localized and can be customized. TMS supports a wide range of configuration settings including date and label formats, currency, units, status flags, etc. and these can be configured between the included Database Configuration Utility and Maintenance of lists.

Web integration capabilities

Cloud functionality

Gallery Systems offers cloud hosting options for all products. We perform the nightly backups, schedule service pack upgrades, monitor database health, and can perform all the other system administration duties, as required.

Server location
Gallery Systems has servers located at a datacenter in Manhattan, New York, NY, but additional virtual servers are located in datacenters around the world including Canada.
Security protocols
  • SOC 1&2, HIPPA, PCI, SSAE 16 Compliant
  • Multiple layers of hardened physical security
  • 24x7x365 on-site security
  • CCTV surveillance with digital storage
  • Multiple layers of electronically controlled card access
  • Biometric access
Typical or average uptime
95% for TMS and 99% for eMuseum. 95% for TMS applies to 365 days a year, 7 days a week, 24 hours a day, so that during the workday hours, the most likely result is 99+% availability.
Back-end maintenance procedures and downtime
Extended maintenance is done over the weekend, typically Saturday morning. Some maintenance is done after hours during the week, if necessary.

Browsers supported

Chrome is tested, but others may be supported.

Web-based access for data entry

Gallery Systems can provide access to TMS and any of our browser based offerings over the internet using secure protocols. Gallery Systems application hosting provides secure access and is also available with optional web-browser accessibility.

Web publishing platform

Gallery Systems offers eMuseum, our web publishing toolkit for public access purposes. eMuseum integrates seamlessly with TMS to publish data to an Intranet or website, and can be configured to support tagging, commenting, integration with social media, search engine optimization and the generation of URIs and links back to collection web pages. Gallery Systems offer a complete design service to ensure that the 'look and feel' of eMuseum is consistent with your existing web presence or to create a new visual identity. eMuseum offers an API.

In addition, clients can participate in eMuseum Network, a cross-organisation information searching and retrieval service. Object information can be downloaded and imported into TMS, from eMuseum, via the Object Importer tool.

Gallery Systems provides support for exporting information in a wide variety of formats, including LIDO and CDWA Lite, and TMS provides support for integrating with OAI-PMH.

Linked open data functionality

All URLs in eMuseum, including record detail pages from all modules (Objects, Constituents, Exhibitions, etc.) are persistent URIs. Using eMuseum’s API add-on, users can retrieve or view collection data in RDF format. Additionally, all fields are annotated with RDFa using the vocabulary. Customizations have been done to link ULAN and VIAF data to eMuseum.

User groups and security

User profiles

In TMS security control over access permissions to view/edit/add/delete data is available down to the individual field level, and control over access to system functions (e.g. maintain authority files, update locations) is similarly comprehensive. Such permissions can be assigned to individual users (e.g. database administrator, collection manager), or distinct groups of users (e.g. registrars, curators, ‘look-up only’ staff), and can be varied for individuals or groups dependent on the type of records being viewed.

eMuseum allows the creation of multiple interfaces or “profiles” each of which can provide access to different levels of data that are displayed in eMuseum. Each profile can have a login and password for secure access. There is an integrated Administrator account. The MyCollection feature in eMuseum allows users to create accounts and save the results of their searches. They can elect to either share or keep their “collections” private. User accounts, including passwords, are stored in the eMuseum application database.

User groups

In TMS, security control over access permissions to view/edit/add/delete data is available down to the individual field level, and control over access to system functions (e.g. maintain authority files, update locations) is similarly comprehensive. Such permissions can be assigned to individual users (e.g. database administrator, collection manager), or distinct groups of users (e.g. registrars, curators, ‘look-up only’ staff), and can be varied for individuals or groups dependent on the type of records being viewed.

eMuseum also supports roles based security, which enables administrators to configure viewable and searchable fields on a role-by role basis. Administrators can also configure viewable records based on field values.

Visitor profiles

Visitor profiles can be created in TMS as permitted by a museums' total licenses and their TMS security settings. Additionally, eMuseum provides read-only access for public access. eMuseum allows the creation of multiple interfaces or “profiles” each of which can provide access to different levels of data that is displayed in eMuseum.


TMS is a client/server application and the software can be installed on any number of client computer workstations with access to the server. Licensing is based on the number of concurrent user licenses acquired by the museum.

Audit trails and/or edit history

TMS includes a built in audit trail that captures information on a set of predefined fields in the object module. The information captured includes the date a change was made, the login ID of the person who made the change, the table name, the column name, the old value, and the new value. Users also have the option to enter explanations and approvals. In addition, a complete location history audit trail is maintained for each object and component of an object.

For advanced auditing, TMS Audit Manager is available as an add-on product and it provides client-configurable tracking of changes to data residing in the TMS database – as granular as a single column to as widespread as virtually every column in every table in the TMS schema. Clients may configure which columns to audit; the application will record the date/time that the client began/ended auditing for a given column.

Offline access

TMS does not require the internet to access data within the program implemented in a Local Area Network. Internet connections would only be required if TMS were installed and hosted in the cloud, but a cloud implementation is not required.

Privacy features

Access to the names of lenders and donors, who wish to remain anonymous, can be controlled by individual user accounts.

Departments can be created to control privacy to various areas and modules, based on configurable user security group profiles.

TMS Package Explorer folders offers varying forms of privacy. Data packages saved in the Public folder are automatically made available to all TMS users. The Web Access folder contains data intended for sharing with the public via a website. The Shared folder contains packages a user wishes to share with a subset of TMS users. Additionally, packages of records can exist in more than one folder, and owners of a package can grant (or deny) access to his/her packages in folders other than Personal. Only the owner of the package and system administrators posing as a user have access to packages in the Personal folder.

Data migration and stability

Import formats

TMS supports the following import formats: .CSV, .txt, .XML, .xls, .xlsx, ASCII.

Export formats

TMS supports the following export formats: CSV, Excel, PowerPoint, Plain Text (ASCII), Rich Text (.rtf), PDF, XML and/or HTML files. XML can be structured to follow specific data formats including MARC XML and RDF XML. eMuseum provides data extraction APIs in JSON, XML and RDF XML formats for all types of published collection content.


TMS and eMuseum backups are integrated into SQL server or Oracle and may be configured at the time of installation. A mass storage device or tape drive with appropriate backup software is required.

Standards and schemas

Metadata schemas

  • Dublin Core
  • LIDO
  • CDWA
  • EAD
  • MARC

TMS data schema was designed specifically to accommodate the extension into the CIDOC CRM data model.

Data content standards (cataloguing rules)

  • LIDO
  • CCO
  • VRA Core
  • CHIN Data Dictionaries
  • Object ID

TMS by design, is highly configurable, allowing clients to adapt the system to support their preferred standard.

Vocabulary standards

The Getty Art & Architecture Thesaurus (AAT) and the Getty's Thesaurus of Geographic Names (TGN) are integrated with TMS. Optionally, TMS can be delivered with Chenhall’s Nomenclature thesaurus and with the Species 2000 thesaurus. In addition, custom and local thesauri can be added using the TMS Thesaurus Manager.

Local terminology lists

In TMS all authority controlled fields, such as Classification, Object Status and Accession method, are client configurable. In addition, custom and local terminology lists can be added using the TMS Thesaurus Manager and Flex-fields.


TMS is certified Spectrum compliant.

Data entry and content

Media upload/linking

TMS has a Media module, where any number of media records of any size and file type can be managed and linked to corresponding object records, events, or activities. Media records can include physical media (slides, negatives) and any type of digital file (images, video, text documents, PDF, HTML, Excel, etc.). TMS supports drag and drop functionality for easy adding of new media.

Media formats supported

An extensive range of file types can be linked to records in each TMS module.
Word processing files include:

  • .doc
  • .docx
  • .wpd
  • .txt

Image files include:

  • .jpg
  • .gif
  • .tif
  • .tiff
  • .wma
  • Windows bitmap (.bmp)
  • Leadcompressed bitmap (.cmp)
  • Flashpix (.fpx)

Video formats include:

  • Microsoft streaming media (.asf, .wm, .wma, .wmv)
  • Moviefile (.m1v, .mp2, .mpa, .mpe, .mpeg, .mpg)
  • MP3 (.m3u, .mp3)
  • Quicktime (.mov, .qt)
  • Real Audio (.ram)
  • Video file (.avi, .wmv)

Audio files include:

  • .aif
  • .aifc
  • .aift
  • .au
  • .mp3
  • .snd
  • .wav
  • MIDI (.mid, .mid, .rmi)

Other file formats include:

  • Portable Document Format (PDF)
  • Excel spreadsheets (.xls, .xlsx)
  • Streaming data
  • Animation files
  • 3D imaging files
  • CAD files

Any digital file format can be supported in TMS and viewing the file formats are dependent on having access to the software to open the file format.

Data entry features

TMS includes a data entry form designer to configure any number of data entry forms. In TMS, there are three main types of Data Entry fields:

  • Text Fields - Type data directly into the field, or enter data via a list of terms in the linked Thesaurus.
  • Drop-Down Fields - have a list of terms defined by your institution; to enter data in these fields, click the down arrow and select a term from the list that appears.
  • Control Fields - Data is entered via various assistant screens. Control fields include HTML text entry fields and Date fields.

When a group of records share the same text entry, users need only input the entry once, in one of the selected records. The user can then batch copy-paste the entry into the remaining records in the group. This is done via the "Copy to entire selection" function. Users can also drag-and-drop any content from outside of TMS into the Text Entries field.

Copy and paste
Yes. Users may use the copy function to create new records with the data in tables selected by the user. TMS also allows users to copy data in one field and paste it into another field.
Search and replace
Yes. TMS includes a search and replace utility that can run against the entire set of Object records in a database, or against a select group of records (via current selection). This utility allows you to make bulk changes to certain text fields in Object records.
Yes. The TMS Spell Check tool is available directly within the text entry window. Users can run the Spell Check without having to go to the Tools menu (outside of the Text Entries field). This makes spell-checking more convenient and saves time.
Bulk cataloguing
Yes. TMS provides many options for bulk cataloguing. Sets of data, common expressions, can be saved as Function Keys turning the keyboard’s F-keys into commonly used expressions for cataloging. A record in most modules can be copy/pasted intelligently (include/exclude options). The Objects module allows saving a record as a Template so any part of the record can be pre-filled (common credit line, common artist/make, common location, common dimensions…) during batch accessioning. Also, data can be imported using a variety of tools. TMS includes an Object Importer that works in conjunction with Excel spreadsheets or XML files for rapid data entry and batch import. Within the Bibliography module, users can batch import bibliographic records from a wide range of publically available Z39.50 servers. A Constituent clean-up/merge tool also can import Artist/maker records from a ULAN source, to capture all known variants of a name for example.
Batch edit
Yes. TMS' Search and Replace tools also allows users to make bulk changes to certain text fields in Object records.
Batch location change
Yes. Location changes can be performed on groups of objects from within searched object sets, saved lists (object packages) or a number of other parameters. Barcode Manager is a TMS plug-in program to simplify location changes and batch movement of objects.
Duplicate record search
Yes. Accession numbers are unique.
Template record
Yes. Users may create and copy templates based on a collection or project profile and pre-populate the selected fields.
Date selection and formats
Yes. ISO date format and datetime dates are supported. TMS will convert any dates entered in a valid ISO date format into a consistent date standard format. Pop-up calendars are available on most date fields.
Mandatory fields
Yes. TMS supports a mandatory Object ID field. Outside of the Object ID field, TMS does not enforce mandatory fields by default.
No response.

Spreadsheet editing view

TMS provides configurable List Views, which can be exported to spreadsheets for editing.

Geographic mapping

Customizable Dataviews in TMS can display geographic information on a map. eMuseum can be customized to display geographic information on a map.

Multilingual fields

TMS is fully Unicode compliant and supports multilingual cataloging.


TMS Barcode Manager is an additional product designed to work with TMS to facilitate efficient tracking of locations and movements in TMS. TMS Barcode Manager uses standard barcoding hardware or RFID equipment, and automatically assigns unique barcode identifiers to all objects, components, locations, and crates in TMS. Barcode Manager provides full scanning management of movement and inventory, and allows for batch processing using barcode or RFID.


Labels can be printed using customizable reports. Additionally, a user can enter, edit, and view record data in Label Copy display mode. The Label Copy view in the Objects module displays summary information about a single record, including, but not limited to, Department, Title, Artist/Maker, Medium, Dimensions, Object Number, Credit Line, Description, etc. This information can be customized within the List View Designer, which comes standard with TMS. Users can then export this Label Copy data view into Microsoft Word or Microsoft PowerPoint for further display and/or printing. Users can also generate a Fact Sheet report from the Label Copy screen.

Search and reporting

Types of search supported

TMS supports pick list, wild card, and range searching in a number of Query options including a quick find, Query Assistant, and Advanced Query. Quick Find and Query Assistant (a guided fielded search) are the most common search tools.

Boolean queries
Yes. Advanced Query allows users to build complex queries using Boolean operatives, which can be saved and reused.
Query any field
Yes. The Query Assistant and Advanced Query allows users to search on any field in the database.
Sort query results
Yes. The results from a query can be sorted by various fields defined by the user.
Saving search results
Yes. Users can save query results as a Package. Packages in TMS are ordered lists that can be shared, saved, and locked. A Package can be modified (sorted, added to, etc.) by users who have rights to that particular package.
Filter search results
Yes. Search results can be filtered by refining the results of a query by any field in the Query Assistant or Advanced Query tools, both of which can be configured to include the desired fields.
SQL-based search
Yes. TMS is available with Microsoft SQL Server DBMS.
Export search results
Yes. Search results can be exported in any of the following formats: CSV, Excel, PowerPoint, Plain Text (ASCII), Rich Text (.rtf), PDF, XML and/or HTML files.
Free-text (Google) searches
Yes. TMS can be configured to include a Google-type search. eMuseum includes a Google-type search interface.
Search result views
  • Standard Data Entry - standard data entry forms
  • Label Copy – standard Dataviews; customizable Dataviews that support full HTML encoding and CSS styling and can be designed to include any information in TMS. Dataviews can be created using the free designer tool distributed with TMS. An unlimited number of Dataviews can be created.
  • Light Box – displays thumbnail images and object numbers.
  • List – standard lists; and customizable Listviews that can be designed to include any information in TMS, a free designer tool is distributed with TMS. An unlimited number of Listviews can be created.
  • List with Images – displays a thumbnail image along with basic catalog information.
  • Hierarchy – displays all related records.

Configurable data entry forms for multidisciplinary cataloging can be created using the Form Designer, a free tool distributed with TMS, which allows users or administrators to create specific cataloguing forms for multiple disciplines in the Objects module, as well as any curatorial forms, registration forms, and forms for researchers.

Multilingual searching

TMS is fully Unicode compliant and supports searching on multilingual characters.

Report styles included

TMS includes a runtime version of Crystal Reports, the industry standard reporting tool and almost 200 standard reports. Standard reports exist in all modules and include standard forms for museum activities. TMS also supports SQL Server Reporting Services and exports of Dataviews and Listviews directly to CSV, Excel, Word, PowerPoints, etc.

Report customization

Custom Reports can be created using Crystal Reports Standard report writing software, which can export to standard sharing formats such as Microsoft Word, PDF, and Excel, and Gallery Systems offers training on report writing. Custom reports can also be created using Microsoft SQL Server Reporting Services.

Report program

Crystal Reports and SQL Server Reporting Services. TMS also supports exports of Dataviews and Listviews directly to CSV, Excel, Word, PowerPoints, etc.

Museum functions

Collections management function overview

The Museum System (TMS), is a sophisticated, easy-to-use relational database application designed specifically for collections, content, media, exhibition, and loan management. TMS is comprised of 10 interrelated modules, with supporting functionality for entering and tracking all collections data and management activities.

The objects and works in the collection are tracked in the Objects module. The Objects module tracks the following data: Acquisition, Accessioning, Inventory Control, Location and Movement Control, Cataloguing, Conservation Management, Rights and Reproduction, Insurance Management and Valuation Control including Appraisals, Deaccession and Disposal.


TMS supports key registration processes, as demonstrated by a robust Registration menu available within an Object record. The menu includes:

  • Location and Movement - Tracking the location of an object (in a gallery, in storage, etc.).
  • Status Flags - Object statuses specific to your institution, such as "Needs Photography” or "Damaged.”
  • Components - Individual parts of an object, such as a cup and a saucer or separable parts of an ethnographic piece (e.g., mask).
  • Valuation and Insurance - Valuation(s) of an object for insurance or other purposes.
  • Incoming - An object coming into your institution for acquisition consideration, or some other temporary reason.
  • Accessioning - The process of accessioning an object.
  • Deaccession and Disposal - The process of deaccessioning an object and tracking the use of proceeds (for that deaccessioned object).
  • Rights and Reproductions - Copyright, non-exclusive licenses, and other contracts relating to reproductions of the object.
  • Alternate Numbers - Any former or additional numbers for an object (such as temporary deposit numbers)
  • Handing Notes - Notes and instructions pertaining to the packing, storing, and handling of an object.
  • Accession by Lot - Tool for accessioning groups of objects as a 'lot.'


The entire acquisitions process is managed through the Incoming and Accessioning areas of the TMS object record. By default, this includes fields for recording information about the depositor; incoming purpose; anticipated custody dates; shipping information; method of acquisition; approval dates; acquisition source notes and contract notes; acquisition justification; price, and other critical areas associated with acquisition and accessioning. TMS provides support for accession lot management that allows for control of groups of objects where only part of the group may ultimately be accessioned.

Inventory management

TMS includes comprehensive functionality for managing physical inventory and spot checking. Information recorded includes the location of the object, the date inventoried, by whom the inventory was conducted and the status of the inventory.

Internal tracking

Locations can be defined as either 'internal' i.e. internal to your organization or 'external' – physical sites other than your organization. Location transactions of different types can be performed in TMS: historic, current and future, scheduled moves. Location recording is granular and carried out at a component level, allowing the recording of different location information for the different components of an object, including 'accessories' as well as 'parts of an object'. For each transaction the name of the person carrying out the transaction is automatically recorded, as is the date and time of the transaction; it's purpose and, if required, the name of the person carrying out the physical move of an object and the authorizer of the move. A complete location history audit trail is maintained. Future moves can be scheduled and reminders set-up to automatically notify staff of pending moves.

External shipments

TMS has a Shipping Module, which is linked to the Objects, Exhibitions and Loans modules and facilitates the shipping process. It manages dates, related constituents, origin, destination, packing lists, crates, conveyances, shipping forms and related materials, among other information.


Object records are used to capture all catalogue information for an object. Multiple object record 'views' are available. The object data entry form includes fields for recording: Object Number, Department, Classification, Object Name, Title, Object related dates (date types and precise search dates can be defined), Individuals and Institutions related to object records characterized by relationship type e.g. 'artist', 'donor', maker, etc., Object location, Medium, Dimensions, Description, Overall Object Condition (derived from a separate, structured Conservation record), Label Text, Curatorial Remarks, Provenance, Published References, Copyright information and restrictions, Geographic information, Historical attributions, and many more.

Configurable data entry forms for multidisciplinary cataloging can be created using the Form Designer, a free tool distributed with TMS, which allows users or administrators to create specific cataloguing forms for multiple disciplines in the Objects module, as well as any curatorial forms, registration forms, and forms for researchers.


Comprehensive condition and treatment information recording is supported in TMS. The Conservation screens support the data entry and display of the entire conservation history of an object or site. Conservation data is organized in a chronological hierarchical tree: Surveys and relevant Line Items, with icons depicting each line item. Surveys include the following information: Survey Type (for example, incoming review, damage report, general survey), Duration (days), Survey and Report Dates, Overall Condition (appears in data entry screen), Examiner, Overall Testing and Analysis, and Remarks (i.e., handling instructions, storage requirements). Line Items include the following information: Attribute Type (type of action being performed such as fiber analysis, cleaning or fumigation), Brief Description, Statement, Proposal, Treatment Report, Duration (days), Date Completed and "Action Required" and "Action Taken" check boxes. Media files relevant for conservation may be linked, which may include Before/After photos, Infrared or X-ray photography or a word-processed Condition Report.

Curatorial research

There are several options for documenting curatorial research. "Text Entries" which is a highly flexible, repeatable notes field can be used for this purpose. Text Entries can be assigned a Type, a Purpose, a Status, a Date and an Author and includes a Free Text Field that supports HTML formatting. Unlimited numbers of Text Entries can be created per record. Another option is to create Media records for the research files and link them to the appropriate records.

Publications and printed material

TMS has a Bibliography Module, which records all reference material and documentation related to the collection and can be linked to corresponding records.

Rights management and reproduction

Copyright details maybe tracked on the object level (for reproduction of images) or in individual media records (for photo rights & reproduction requests). On the object level, the Registration menu includes a Rights and Reproduction screen which records the following details: when an Agreement was sent, received and signed, types of rights granted, contract number, copyright registration number, copyright restrictions and credit line for reproduction. The Media module was designed to handle "parent" and "child" renditions, allowing for tracking of multiple formats of a single image (transparency, prints of various sizes, etc.).

Risk management and valuation

The Valuations utility is available within the Objects Module, and maintains full valuations histories that include data on the valuation date, purpose, currency, etc. The Events Module can be used to maintain Risk Management strategies. Objects and Constituents can be linked to a Risk Management event, allowing staff to track Risk Levels for particular objects and collections and related instructions. All documentation can be stored as media for quick reference, export and editing. The Insurance Module can be used to track insurance policies.


TMS has an Exhibitions Module to manage the entire exhibition planning and execution process. The Exhibitions Module is tightly connected to the Loans and Shipping Modules to seamless facilitate coordination of all aspects of an exhibition including traveling exhibitions, venues, insurance and indemnity. Additionally, the reporting capabilities of TMS allow for efficient reporting on conservation information, object labels, etc.

Loan management

TMS has a Loans Module, which can manage the entire loan process and all related data. For both Incoming and Outgoing loans, object data can be stored and edited within the loan, constituents can be linked as lenders and borrowers, and digital files of loan-related material can be stored. The status of all parts of the loan process can be comprehensively maintained in the loan record. The Loans module is linked to the Exhibitions and Shipping modules to facilitate the management of these activities.


TMS allows for thorough tracking of deaccessioning processes through its deaccession utility, wherein objects can be flagged for consideration for deaccession and, later, tracked as deaccessioned objects. All deaccessioned object records remain in the TMS database unless explicitly deleted. Access to deaccessioned objects can be controlled by updating their 'Department' to one specifically designated to hold such objects.

Digital asset management

TMS offers sophisticated digital asset management in the Media Module where records can be created for digital files (images, moving images, web pages, word processing documents, etc.) or physical media objects (photographs, videocassettes, etc.). An unlimited number of media files may be linked to records in TMS modules. Related information: copyright, selected digital file metadata, circulation restrictions, quality, etc. is recorded in the Media module. TMS can read and index the contents of text-based media files, the contents of which are also fully searchable. Metadata can be inserted into and extracted from media files. The Media module additionally tracks physical media such as negatives, transparencies, etc. and can track circulation as well copyright and reproduction data. Copyright status and terms may be tracked for an object or for any media file.

Additional features and functions

  • Index and search Word and PDF documents linked to TMS records.
  • Automatically ingest media metadata into linked TMS media records, enabling searching from within TMS on e.g. geotag data; camera type; data and time.
  • Write TMS object metadata into media files.
  • Control access to the names of lenders and donors, who wish to remain anonymous, by individual user account.
  • Store transcriptions of text documents, enabling images of written documents e.g. scanned letters to be searched.
  • Add media, including image files, to TMS records via drag-and-drop.
  • Add Thesaurus Terms to records via drag-and-drop.
  • Create user-defined forms, incorporating record navigation via hyperlinks and integration with Google Maps.
  • Export user-defined forms into Word and Excel.
  • Create user-defined 'list views', which can be exported into Excel.
  • Create user-defined object data entry forms.
  • Create object records via integrated Object Importer.
  • Batch create Media records via integrated Media Loader.
  • Multilingual cataloguing.
  • Thesaurus for data entry - As standard.
  • Thesaurus for retrieval - As standard.
  • Screen designer - As standard.
  • Extensible data structure - As standard.

Updated information (July 2018)

The TMS Suite

Gallery Systems provides The TMS Suite, a configurable set of native-browser based applications that all share the same database. The TMS Suite is designed to support collections management needs in the most efficient and cost-effective way for institutions of varying sizes and types.

The TMS Suite includes:

TMS Collections

TMS Collections is the foundation and centerpiece of the TMS Suite, combining robust cataloguing features with web accessibility, and enabling collections management and collaboration, using data managed in one central location. TMS Collections is intuitive and accessible for museum accessioning, cataloging, archiving, exhibitions/loans/shipping management, location and movement, inventory, and insurance and valuation.

TMS Cataloguer

An alternative to TMS Collections, TMS Cataloguer is a streamlined, easy-to-use collections management system that focuses on essential cataloguing. Developed for smaller museums or institutions with simpler workflows, TMS Cataloguer is easy to learn, comes at an affordable price point, and is provided as a hosted product accessible in a web-browser, so there are no IT requirements.


eMuseum is a web publishing application that accesses the TMS Suite shared database and allows dynamic publishing of information to an organization’s website, Intranet, and kiosks, allowing users public access to museum collections.

TMS Conservation Studio

TMS Conservation Studio provides conservators advanced functionality to create and manage conservation reports, surveys, projects, and all conservation department details, enabling users to track light levels, annotate images on mobile devices for access from anywhere, collaborate with peers, and much more.

TMS Media Studio

TMS Media Studio provides users with efficient and advanced tools for digital asset management, including streamlining media workflow, downloading, annotating, and media sharing. Media Studio gives users outside of Collections Care secure access to data and media contained in the collections database, in an easy-to-use interface.

Report a problem or mistake on this page
Please select all that apply:

Thank you for your help!

You will not receive a reply. For enquiries, contact us.

Date modified: