Collection Management Software Pilot Program
To hire qualified technicians to implement a pilot program for a new collections database to be tested by five MALHM partners.
Official Partners: Minnesota Alliance of Local History Museums, Pope County Historical Society, Minnesota Indian Affairs Council in partnership with Hamline University, Stevens County Historical Society, Renville County Historical Society, and Isanti County Historical Society
Supporting Organizations: Stearns History Museum, Morrison County Historical Society, Minnesota Digital Library, and Murray County Historical Society
This partnership started in April 2014 when a task force of Minnesota-based collection managers and other museum personnel from various historical societies began to meet, understanding that the task force could influence the future of collections management systems by working together. Most Minnesota history museums' software runs on an obsolete database, which puts collection data at risk. While there has not been a critical failure, the partners deemed the subject important enough to start to look at what comes next. The Minnesota Alliance of Local History Museums (MAHLM) will coordinate the pilot program.
The task force determined that a free, open-source, web-based collections management system would be the best solution. The partnership will select software and web hosting vendors through an RFP process. The chosen vendor will provide an application that will allow for future expansion and work for the needs of museums and repositories across the state. This new software will be piloted using five institutions' collections data.
By sharing a collections management system, organizations will save significantly on web hosting, training, and updates. The goal is for individual institutions to share their collection online with the public and with each other through a nonpublic, shared database.
For more information about Advisory Group Members and conflicts of interest disclosures, please contact:
Carolyn Veeser-Egbide
Grants Manager
Minnesota Historical Society
651-259-3469
carolyn.veeser-egbide@mnhs.org
$2,500,000 each year is for history partnerships involving multiple organizations, which may include the Minnesota Historical Society, to preserve and enhance access to Minnesota's history and cultural heritage in all regions of the state.
Available upon request. Contact:grants@mnhs.org
1. Museum across the state will have access to and affordable, web-based collection management software. MET. We are already assisting organizations to join in.
2. Museums will have the information they need to decide if/when to move to the new CMS. MET. We presented at the MALHM conference in April and are answering questions individually. There will be a formal packet of information for distribution in the near future.
3. CMS template will be created collectively. MET
4. Reports, forms, search and browse interfaces will be completed. MET
5. All 5 sites will be able to fully test the new CMS. MET. All sites have migrated their data and are using the sites. They are collecting data on any issues that arise so that adjustments to the system can be made in the future.
6. Museums and repositories across the state will be able to share their collection information with each other through a non-public shared database. MODIFIED and MET. Through community feedback, the shared site has been changed from private to public and will be active in the next month.
Available upon request, grants@mnhs.org