Can a museum be “too weird” for a museum Collections Management System (CMS)? In previous posts, we explored whether a museum could be “too small” or “too large” for a CMS. We concluded that museums aren’t disqualified by the size of their collections, data, budget, or staff—but those elements can influence system specifications and selection.
The same is true for museums that feel unusual, unconventional, or simply “weird” in one or more ways. Please note that “weird” is not meant in a negative way. Here, “weird” refers to unusual aspects of a museum or museum collection that may influence CMS selection.
Additional Reading: Common Barriers to a Better Museum CMS
There are also more common reasons it’s hard to choose a new CMS. My previous post, Barriers that Prevent Museums from Moving to a Better CMS, reviews the top 5 barriers and how to circumvent them.
3 Ways a Museum Can Feel “Too Weird” for a CMS
There are a few aspects in which a museum might seem “too weird” or unconventional for a museum CMS. One or more of the following areas can be an indication of being too weird:
- Collection data needs
- Security and permission requirements
- User community and access needs
The following sections will outline weirdness considerations and how they may impact museum CMS selection.
When the Museum Collection Type is “Too Weird” for a CMS
The wonderful thing about museum collections is that they’re each fairly unique. Even if a collection type is on the fringes, many present-day CMS options offer flexibility in how data can be captured and labeled.
The data capture needs of the museum collection types will help inform a CMS selection. For example, if the collection type is archaeological then selecting a system that supports archaeologically-specific data capture should be prioritized.
When Security Requirements are “Too Weird” for a CMS
Security requirements can vary depending on the size and needs of the museum and in some instances the requirements can be pretty intensive.
For example, maybe cyber security has been a previous issue or illegal access has occurred with a previous system. While vendors do include security aspects in the build of their products, some are more robust than others.
If security-related scenarios are important for your museum, including these during conversations with vendors is critically important toward ensuring your selection of an appropriate CMS product. Common requirements include SSO/SAML, encryption, audit logs, and granular role permissions.
When the Community of Users is “Too Weird” for a CMS
Museums come in all shapes and sizes, and so do their user groups. If your user community is somewhat unique, you may require a system that can provide access in a few different flavors.
For example, if the collection isn’t public, but you have an internal user community that requires broader (but controlled) access, you may wish to work with a vendor who specializes in controlled community (non-public) access. There are several types of systems that can successfully provide for your unique community needs.
Similar to the security item above, including a description of your unique user community needs during conversations with vendors is important and necessary to select the right CMS for you.
Help Selecting a Museum CMS
Lucidea is offering free digital copy of my book, How to Select, Buy, and Use a Museum CMS, which walks through how to find the right vendor, navigate the procurement process, and use the CMS to its maximum potential.
If you’d like expert support, this post explains what a consultant can do to help you: Museum Digital Project Consultant: CMS Selection and Implementation.
Be Proud of What Makes Your Museum Unique
While the flavors of museum weirdness can inform the selection of a museum CMS, a museum can never be “too weird” to use and benefit from a CMS.
Your uniqueness—whether it applies to your collection type, security needs, user communities—is among several factors you’ll use to evaluate and inform museum CMS requirements. Documenting each of these items and discussing your needs with vendors will help lead to a successful museum CMS selection.
Frequently Asked Questions (FAQs)
Can a museum ever be “too weird” for a CMS?
In most cases, no. Museums with unusual collections, security needs, and user communities can still find a CMS that fits—as long as requirements are documented and validated with vendors early in the procurement process.
How can a museum CMS handle complicated security needs and user access?
Many systems support role-based permissions, mixed public and private access, audit trails, and controlled community portals. Share your access scenarios with vendors to confirm that their solution can support your security requirements and configuration.
What should I ask vendors if my museum has unusual requirements?
Bring a short list of real scenarios and ask vendors to walk through them in the system. For example: what fields you need for your collection type, who needs access (and at what permission levels), what must stay private, and any security standards you require.
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