Museum Collections Management Software Solution

The Vendor is required to provide collections management software solution (CMS) that will replace the current system with a scalable system architecture and infrastructure that can support the strategic goals and long-term needs of university, and fulfil its fiduciary requirements with its registered collections.
- Future state
• A cloud-based CMS that supports full compliance with the spectrum 5.1 standard for documentation and workflow of museum collection management.
• A multi-disciplinary and highly configurable system that can support the diverse needs of 30 collections spanning humanities and natural sciences.
• An intuitive and user-friendly system that can be easily learned by different groups and levels of users.
• A consolidated and integrated environment for the 30 collections.
• Integration of the new CMS with various systems, such as the media file server, barcode system, integrated publishing toolkit (IPT) server for publishing to GBIF, single-sign-on system of the university, etc.
• A system that supports integration with a new public search site.
• A road map for future integrations with developing technology and sustainability.
• The improvements and key features of the new system include:
o Good user experience - easy to learn and easy to navigate
o Search functions that are intuitive and comprehensive
o Flexible and easy to update, with specific mention of taxonomies, thesauri and other controlled vocabularies as well as reliable bulk editing features
o Simple processes for data entry
o Accessible by different devices and remote to support more data entry, and in-the-field operations such as object entry and condition reporting
o Easy and flexible reporting functions
o Supports comprehensive metadata for detailed and diverse cataloguing requirements, including flexible schemas, multiple perspectives, attributions and authorship, and external links
o Ability to document and track changes in collection data over time
o Comprehensive tracking of all collection related activities and use
o Media and digital assets are easy to upload; potential for integration with other u of a repositories
o Linked records connect all relevant data points to objects - these links can be easily viewed
o A mapping function
o Easy method for location tracking
o Appropriate protection of sensitive data - fine-grained access control to better allow for database use by the non-specialist for study, teaching and research.