Can a Museum Be Too Small for a CMS?

Can a museum be “too small” for a Museum Collections Management System (CMS)? The consideration of size can be applied in a few ways. For example, size can refer to the size of the collection, the amount of data, the museum’s budget, and number of staff members.

In today’s post, we’ll evaluate whether a museum can ever be “too small” for a CMS and the ways a small size may influence a CMS selection.

In most cases, the short answer is no—but size can shape which CMS is the best fit.

Additional Reading: Common Barriers to a Better Museum CMS

There can often be more typical reasons as to why it’s hard for museum staff to choose a new and better CMS. One of my previous Think Clearly Blog posts, Barriers that Prevent Museums from Moving to a Better CMS, reviews the top 5 barriers and how to circumvent them.

Aspects of a Museum That Can Be “Too Small”

There are a few aspects in which a museum can be “too small” for a museum CMS. One or more of the following areas can affect CMS needs and selection:

• Collection size
• Collection data size
• Budget size
• Staff size

The following sections will outline size considerations and how they may impact museum CMS selection.

When the Museum Collection is “Too Small” for a CMS

Can a museum collection ever be too small for a CMS? In the earlier years of CMS development, the answer was: Yes. In present day, a small collection is no longer the limitation it used to be and can even open up the CMS options for a more flexible approach.

For example, an off-the-shelf CMS may be a great avenue to pursue with a small collection. For more information on this option please see the “Consider an Off-the-Shelf Museum CMS” section below.

When the Collection Data is “Too Small” for a CMS

For the majority of museums, data size is in perpetual growth. While data may be small currently, a CMS can be implemented at any time—even before data is created. For instance, if you’re planning digitization, a new acquisition push, or an inventory project, implementing a CMS early can prevent the need for rework later.

If you’re not ready for a CMS yet, a spreadsheet can be used to capture necessary information that can be used to populate a future database system. (Tip: Start using consistent fields now, such as Object ID, Title, Creator, Date, Medium, Dimensions, Location, and Rights, so your spreadsheet maps cleanly into a CMS later.)

When the Budget is “Too Small” for a Museum CMS

A CMS budget is an important consideration, especially as you evaluate both one-time and annual costs. If a museum CMS wasn’t previously accounted for in a museum budget, it can take time and planning to begin to incorporate CMS-related costs.

There are open-source systems that are free, but please note they do require time and expertise for successful implementation and management. There are also low-cost options, often referred to as off-the-shelf options. An off-the-shelf option means the system is ready to use immediately, but often there is little to no ability for customization.

Editor’s Note: If concerns about costs are holding you back from implementing a CMS, ask about the Essentia Program for Argus, designed to make enterprise-level technology accessible to smaller museums.

When the Staff is “Too Small” to Warrant a CMS

A small staff is a larger consideration as the requirements for an intuitive system that supports the heavy lifting of data creation and management becomes more important. In this scenario, both staff time and knowledge are factors that inform a CMS selection.

While an off-the-shelf CMS is still an option, choosing one that is easy to use and that offers support—through vendor- or user communities—is an element to prioritize.

Consider an Off-the-Shelf Museum CMS

When you have a modest museum collection, an off-the-shelf museum CMS can be a great choice. With a smaller collection, an off-the-shelf CMS can offer foundational data capture and collection management functionality without breaking the bank. This approach can be especially effective when ease of setup and ease of training are top priorities.

For more insight regarding an off-the-shelf pick, please see my previous Think Clearly Blog posts on this subject:

• Off-the-Shelf Museum CMS: When to Buy One and Where to Find One
• What to Look for in an Off-the-Shelf Museum CMS
• How to Sell an Off-the-Shelf Museum CMS to Your Boss

Assistance with Selecting a Museum CMS

For more insight into how to select, buy, and use a museum CMS, Lucidea is offering free e-copies of my book: How to Select, Buy, and Use a Museum CMS. This book offers an easy-to-follow outline for how to search for the right CMS, how to navigate the procurement process, and how to use the CMS to its maximum potential.

If you’d like an expert by your side, or wonder how working with a consultant may help, you can gain insight with the following Lucidea Think Clearly Blog post: Museum Digital Project Consultant: CMS Selection and Implementation.

Understand Both Benefits and Challenges of a CMS for Smaller Museums

While size does inform the selection of a museum CMS, a museum can never be “too small” to use and benefit from a database system. Size is among several factors to evaluate and informs the requirements for a museum CMS; understanding the benefits and challenges of a small museum will help lead to a successful CMS selection.

Frequently Asked Questions (FAQs)

Can a museum be too small for a CMS?

In most cases, no. A museum can be small and still benefit from a CMS. Size mainly affects which system is the best fit and how you roll it out.

Should we start with a spreadsheet or a CMS?

If you need simple tracking today and aren’t ready to implement a CMS, a spreadsheet can work short-term. If you expect data growth or want consistent workflows early, implementing a CMS sooner can prevent rework later.

What “size” factors matter most when choosing a museum CMS?

Collection size, the amount (and growth rate) of collection data, budget (one-time and annual costs), and staffing capacity all shape requirements like usability, support, and reporting.

Are open-source museum CMS options actually “free”?

The software may be free, but open-source systems typically require time, technical expertise, and ongoing maintenance—costs that can be significant for small teams.