Quick Overview
- 1#1: TMS (The Museum System) - Enterprise-grade collections management platform for museums, handling cataloging, loans, exhibitions, and research with robust multimedia support.
- 2#2: Axiell Collections - Integrated collections management solution for cultural heritage institutions, supporting inventory, conservation, and public access across multiple sites.
- 3#3: PastPerfect - Affordable, all-in-one software for small to mid-sized museums and historical societies to manage collections, archives, and digital assets.
- 4#4: CollectionSpace - Open-source collections management system designed for museums and archives, emphasizing data standards and community-driven customization.
- 5#5: CollectiveAccess - Flexible open-source platform for managing and publishing diverse collections, from art to natural history, with strong multimedia and web publishing tools.
- 6#6: Specify - Specialized collections management software for natural history specimens, supporting fieldwork, cataloging, and biodiversity research.
- 7#7: KE EMu - Scalable enterprise system for managing complex natural and cultural collections with advanced querying and reporting capabilities.
- 8#8: Arches - Open-source geospatial platform for inventorying and managing immovable cultural heritage assets like archaeological sites and historic buildings.
- 9#9: Modes - Visual-first collections management tool tailored for contemporary art galleries and visual collections with intuitive image handling.
- 10#10: Omeka S - Open-source web publishing platform for scholarly collections, enabling management, annotation, and public exhibition of digital items.
We selected and ranked these tools by prioritizing feature robustness—including cataloging, tracking, and collaboration capabilities—user-friendliness, technical reliability, and alignment with institutional goals, ensuring each entry delivers exceptional value for its target audience.
Comparison Table
This comparison table explores key features of leading Collections Management Software, including TMS, Axiell Collections, PastPerfect, CollectionSpace, CollectiveAccess, and more. Readers will learn how each tool addresses unique organizational needs, from functionality to usability, to guide informed software selection. It serves as a concise reference for identifying solutions tailored to specific collection management priorities.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | TMS (The Museum System) Enterprise-grade collections management platform for museums, handling cataloging, loans, exhibitions, and research with robust multimedia support. | enterprise | 9.6/10 | 9.8/10 | 8.4/10 | 9.2/10 |
| 2 | Axiell Collections Integrated collections management solution for cultural heritage institutions, supporting inventory, conservation, and public access across multiple sites. | enterprise | 8.8/10 | 9.3/10 | 7.6/10 | 8.2/10 |
| 3 | PastPerfect Affordable, all-in-one software for small to mid-sized museums and historical societies to manage collections, archives, and digital assets. | specialized | 8.2/10 | 9.1/10 | 6.4/10 | 8.0/10 |
| 4 | CollectionSpace Open-source collections management system designed for museums and archives, emphasizing data standards and community-driven customization. | specialized | 8.2/10 | 8.8/10 | 6.0/10 | 9.5/10 |
| 5 | CollectiveAccess Flexible open-source platform for managing and publishing diverse collections, from art to natural history, with strong multimedia and web publishing tools. | specialized | 8.4/10 | 9.2/10 | 6.8/10 | 9.8/10 |
| 6 | Specify Specialized collections management software for natural history specimens, supporting fieldwork, cataloging, and biodiversity research. | specialized | 7.4/10 | 8.7/10 | 5.8/10 | 9.2/10 |
| 7 | KE EMu Scalable enterprise system for managing complex natural and cultural collections with advanced querying and reporting capabilities. | enterprise | 8.4/10 | 9.2/10 | 7.1/10 | 7.9/10 |
| 8 | Arches Open-source geospatial platform for inventorying and managing immovable cultural heritage assets like archaeological sites and historic buildings. | specialized | 7.2/10 | 8.5/10 | 4.8/10 | 9.2/10 |
| 9 | Modes Visual-first collections management tool tailored for contemporary art galleries and visual collections with intuitive image handling. | specialized | 7.6/10 | 7.2/10 | 8.1/10 | 7.5/10 |
| 10 | Omeka S Open-source web publishing platform for scholarly collections, enabling management, annotation, and public exhibition of digital items. | specialized | 7.6/10 | 8.4/10 | 6.2/10 | 9.5/10 |
Enterprise-grade collections management platform for museums, handling cataloging, loans, exhibitions, and research with robust multimedia support.
Integrated collections management solution for cultural heritage institutions, supporting inventory, conservation, and public access across multiple sites.
Affordable, all-in-one software for small to mid-sized museums and historical societies to manage collections, archives, and digital assets.
Open-source collections management system designed for museums and archives, emphasizing data standards and community-driven customization.
Flexible open-source platform for managing and publishing diverse collections, from art to natural history, with strong multimedia and web publishing tools.
Specialized collections management software for natural history specimens, supporting fieldwork, cataloging, and biodiversity research.
Scalable enterprise system for managing complex natural and cultural collections with advanced querying and reporting capabilities.
Open-source geospatial platform for inventorying and managing immovable cultural heritage assets like archaeological sites and historic buildings.
Visual-first collections management tool tailored for contemporary art galleries and visual collections with intuitive image handling.
Open-source web publishing platform for scholarly collections, enabling management, annotation, and public exhibition of digital items.
TMS (The Museum System)
enterpriseEnterprise-grade collections management platform for museums, handling cataloging, loans, exhibitions, and research with robust multimedia support.
Advanced workflow automation and real-time Collections Dashboard for instant visibility across global, multimillion-object inventories
TMS (The Museum System) by Gallery Systems is the industry-leading collections management software tailored for museums, galleries, and cultural institutions worldwide. It offers comprehensive tools for cataloging, tracking, loans, exhibitions, condition reporting, rights management, and acquisitions, supporting collections of any size with robust data integrity and workflow automation. Trusted by over 1,000 institutions including the Metropolitan Museum of Art and MoMA, TMS ensures secure, scalable management with seamless integrations to digital asset management and public access platforms.
Pros
- Unparalleled depth in collections workflows and reporting for large-scale institutions
- Proven scalability and reliability with millions of objects managed globally
- Extensive customization, integrations, and dedicated support from Gallery Systems
Cons
- Steep learning curve requiring training for full utilization
- Premium pricing accessible primarily to mid-to-large organizations
- On-premise options may involve higher IT overhead compared to pure cloud solutions
Best For
Large museums and cultural heritage organizations managing complex, high-value collections with advanced exhibition and loan needs.
Pricing
Custom enterprise licensing with annual fees typically ranging from $50,000+ based on collection size, modules, and hosting (cloud or on-premise).
Axiell Collections
enterpriseIntegrated collections management solution for cultural heritage institutions, supporting inventory, conservation, and public access across multiple sites.
Integrated Collectionspace public portal for seamless researcher and visitor access to collections without exporting data
Axiell Collections is a robust enterprise-grade collections management system tailored for museums, archives, libraries, and galleries in the GLAM sector. It excels in cataloging diverse cultural heritage assets, managing metadata, multimedia, and loans while ensuring compliance with standards like CIDOC CRM and SPECTRUM. The platform supports multi-site operations, digital asset management, and seamless integration with public-facing portals like Collectionspace for visitor access and research.
Pros
- Comprehensive feature set with strong support for cultural standards and multi-tenancy
- Scalable for small to large institutions with excellent integration capabilities
- Powerful reporting, analytics, and public access tools
Cons
- Steep learning curve and complex initial setup requiring expertise
- High implementation costs and customization time
- Interface feels dated compared to modern SaaS alternatives
Best For
Mid-to-large cultural institutions managing complex, standards-compliant collections with public engagement needs.
Pricing
Custom enterprise licensing starting at $20,000+ annually, based on modules, users, and institution size; includes hosting options.
PastPerfect
specializedAffordable, all-in-one software for small to mid-sized museums and historical societies to manage collections, archives, and digital assets.
Seamless integration of multimedia cataloging, allowing unlimited images, videos, and audio files per record with built-in editing tools
PastPerfect is a comprehensive, on-premise collections management software tailored for museums, historical societies, and cultural institutions. It offers modules for cataloging artifacts, managing archives, libraries, photographs, and digital media, along with tools for research, exhibits, and public access kiosks. Widely used by over 12,000 organizations, it emphasizes detailed record-keeping and multimedia integration.
Pros
- Highly comprehensive modules covering cataloging, archives, library, images, and multimedia
- Strong multimedia support with direct attachment of photos, videos, and audio to records
- Perpetual licensing model provides long-term ownership without recurring core fees
Cons
- Dated Windows-only interface feels outdated and lacks modern web or mobile access
- Steep learning curve due to complex navigation and extensive customization options
- No native cloud hosting, requiring local server maintenance and IT resources
Best For
Small to mid-sized museums and historical societies needing a robust, all-in-one on-premise solution for diverse collection types.
Pricing
Perpetual licenses start at ~$2,395 for base edition (single-user), scaling to $5,000+ with modules; optional annual support ~20% of license cost.
CollectionSpace
specializedOpen-source collections management system designed for museums and archives, emphasizing data standards and community-driven customization.
Deep integration with international museum data standards like CIDOC CRM, enabling seamless interoperability and linked open data initiatives.
CollectionSpace is a free, open-source collections management system designed specifically for museums, archives, and cultural heritage organizations to catalog, manage, and share collections data. It supports core functions like object registration, loans, acquisitions, condition reporting, exhibitions, and research, while emphasizing data standards such as CIDOC CRM and CDWA Lite for interoperability. Deployed as a web-based application, it enables multi-user access and customization to fit diverse institutional needs.
Pros
- Completely free and open-source with no licensing costs
- Highly customizable modular architecture supporting museum standards
- Strong focus on data interoperability and long-term preservation
Cons
- Steep learning curve and complex initial setup requiring technical expertise
- Limited out-of-the-box reporting and user-friendly interfaces
- Ongoing maintenance and hosting costs can add up without IT staff
Best For
Tech-savvy museums and cultural institutions with IT resources needing a flexible, standards-compliant system for complex collections management.
Pricing
Free open-source software; implementation costs for hosting, customization, training, and support typically range from $10,000+ annually depending on scale.
CollectiveAccess
specializedFlexible open-source platform for managing and publishing diverse collections, from art to natural history, with strong multimedia and web publishing tools.
Unmatched open extensibility through its plugin architecture and support for arbitrary metadata structures without vendor lock-in
CollectiveAccess is a free, open-source collections management system designed for museums, archives, and cultural institutions to catalog, manage, and publish collections online. It features a robust backend called Providence for data entry and administration, paired with Pawtucket for customizable public-facing websites. The software excels in handling complex metadata schemas, multimedia assets, relationships between records, and user permissions, supporting standards like Dublin Core and CIDOC-CRM.
Pros
- Completely free and open-source with no licensing fees
- Highly customizable via plugins, themes, and metadata schemas
- Powerful multimedia and relational data handling for complex collections
Cons
- Steep learning curve and complex installation requiring technical expertise
- Server management and maintenance demand IT resources
- Relies on community support rather than dedicated vendor helpdesk
Best For
Museums and archives with in-house technical teams needing a flexible, cost-free platform for large-scale collections.
Pricing
Free open-source software; optional costs for hosting (~$500+/year), customization services, or enterprise support.
Specify
specializedSpecialized collections management software for natural history specimens, supporting fieldwork, cataloging, and biodiversity research.
Advanced taxonomic name resolution and authority file management with real-time validation against global databases
Specify is a free, open-source collections management software tailored for natural history museums and biodiversity research institutions. It excels in cataloging biological specimens, managing taxonomic data, handling loans/exchanges, and generating detailed reports with support for standards like Darwin Core. While powerful for large-scale collections, it requires significant setup and customization.
Pros
- Comprehensive tools for specimen tracking, taxonomy, and geospatial data
- Free and open-source with high customizability
- Robust querying, reporting, and integration with biodiversity databases like GBIF
Cons
- Steep learning curve and complex initial setup
- Outdated user interface lacking modern web-based accessibility
- Limited mobile support and requires desktop installation
Best For
Large natural history museums or research labs needing advanced, customizable specimen management on a budget.
Pricing
Completely free (open-source); optional paid support available through Biodiversity Institute.
KE EMu
enterpriseScalable enterprise system for managing complex natural and cultural collections with advanced querying and reporting capabilities.
Integrated relational database architecture that unifies all modules (cataloging, loans, exhibitions) without data silos, enabling powerful cross-module queries and reporting.
KE EMu from Axiell is a robust, web-based collections management system tailored for museums, galleries, libraries, and cultural heritage institutions. It excels in cataloging diverse collections, managing loans, exhibitions, research requests, and conservation records within a single, scalable database. The platform supports multimedia assets, Darwin Core standards for biodiversity data, and seamless integration with public-facing websites via EMu Web Publishing.
Pros
- Highly scalable for large collections with millions of records
- Extensive customization and modular design for specific workflows
- Strong compliance with standards like CIDOC CRM and Darwin Core
Cons
- Steep learning curve requiring significant training
- Complex initial setup and customization process
- Premium pricing that may not suit smaller institutions
Best For
Large museums and heritage organizations managing complex, multimedia-rich collections that require enterprise-level scalability and integrations.
Pricing
Enterprise SaaS model with custom pricing starting at $20,000+ annually, based on collection size, modules, and hosting needs.
Arches
specializedOpen-source geospatial platform for inventorying and managing immovable cultural heritage assets like archaeological sites and historic buildings.
Advanced geospatial querying and mapping integrated with cultural heritage metadata standards
Arches is an open-source geospatial platform designed primarily for inventorying and managing cultural heritage places, such as archaeological sites and historic landscapes, using standards like CIDOC CRM and PostGIS for spatial data handling. It enables users to create customizable resource models, map data, and perform geospatial analysis, making it suitable for heritage-focused collections with a spatial component. While flexible for cultural resource management, it lacks out-of-the-box support for traditional museum collections workflows like loans or accessions.
Pros
- Powerful geospatial mapping and search capabilities
- Highly customizable with open standards compliance
- Completely free and open-source with no licensing costs
Cons
- Steep learning curve requiring technical expertise
- Limited built-in support for standard CMS workflows like loans and conservation tracking
- Complex setup and deployment on servers
Best For
Cultural heritage organizations with geospatial data needs and in-house technical teams managing sites or landscapes rather than movable artifacts.
Pricing
Free open-source software; costs limited to hosting, customization, and maintenance.
Modes
specializedVisual-first collections management tool tailored for contemporary art galleries and visual collections with intuitive image handling.
No-code relational database builder that allows seamless modeling of collection items, locations, and ownership histories
Modes (modes.io) is a no-code platform designed for building custom data-driven applications, including solutions for collections management through relational databases, customizable interfaces, and workflow automations. It excels in handling inventory tracking, item cataloging, relationships between assets, and user permissions for teams managing physical or digital collections. While highly flexible, it requires users to build specific collections workflows from scratch rather than offering pre-configured museum or gallery tools.
Pros
- Highly customizable relational data models for complex collection hierarchies
- Intuitive no-code interface builder for dashboards and forms
- Built-in automations and integrations for workflows like loans and valuations
Cons
- Lacks specialized pre-built features for collections like condition reports or provenance tracking
- Requires significant setup time for niche collections management needs
- Pricing scales quickly for teams with many users or large datasets
Best For
Small to mid-sized teams in arts, museums, or archives seeking a flexible, custom-built collections management system without heavy coding.
Pricing
Free plan for up to 2 users; Pro plan at $40/user/month (billed annually); Enterprise custom pricing.
Omeka S
specializedOpen-source web publishing platform for scholarly collections, enabling management, annotation, and public exhibition of digital items.
Modular vocabulary system for custom RDF-based metadata schemas
Omeka S is an open-source, web-based platform designed for libraries, museums, and archives to manage, curate, and publish digital collections online. It supports flexible metadata schemas using standards like Dublin Core and RDF, asset management, and the creation of public sites for exhibitions. With its API-first architecture, it enables semantic web integration and extensibility through modules.
Pros
- Highly flexible metadata schemas with RDF and linked data support
- Completely free and open-source with strong community modules
- Robust API for integrations and data sharing
Cons
- Steep learning curve and technical setup required (self-hosted)
- Basic user interface lacks polish for non-technical staff
- Limited built-in workflows, reporting, and scalability for large collections
Best For
Academic institutions or small museums with IT support seeking a customizable, no-cost digital collections platform.
Pricing
Free open-source software (self-hosted); optional paid cloud hosting starts at $10/month.
Conclusion
These top tools address diverse needs across museums, heritage institutions, and specialized fields, with TMS (The Museum System) leading as the top choice due to its enterprise-grade features and robust multimedia support. Axiell Collections excels with integrated, multi-site management, while PastPerfect stands out for affordable, all-in-one functionality, offering strong alternatives depending on specific institutional goals.
Streamline your collections management—start with TMS (The Museum System) to access enterprise-level tools tailored for your unique needs.
Tools Reviewed
All tools were independently evaluated for this comparison