[BCMA] Collections Database

Tue Jun 14 09:59:23 PDT 2011

Thanks for that thoughtful summary, Colin.  I'm personally a fan of 
MSAccess for its price and flexibility.  Through TechSoup, a Canadian 
non-profit or charitable organization can get a full install of 
Microsoft Office Pro for $20.  With that price advantage, a museum could 
hire a techie to help them with creating effective database programs for 
their needs.  Having had many years at the Maple Ridge Museum & Archives 
to develop our databases, I have shared the architecture with several 
other institutions who can then modify them to suit their own needs.  
There is no reason to re-invent the wheel.

We don't put the pictures into our databases.  It just makes the 
databases too huge to use on most systems and like a lot of small 
museums, we have everything from Windows XP to 7 as operating system.  I 
like being able to have database access on the lower capacity computers 
with the photos accessible on an external drive, for example.

Val Patenaude
Director
Maple Ridge Museum & Archives

On 13/06/2011 11:42 AM, Moderated BCMA subscriber listserv. wrote:
>
>
> Everyone has an opinion on databases for museums and archives, usually based upon the system(s) that they use or have used.
>
> There is a now old joke (possibly based on a true story but not verified) that two Curators in Western Canada swapped jobs. Both of them changed the database at the museum they arrived at by converting the data to the database that they had used at the previous museum. The moral of the story? Both databases worked fine.
>
> Choosing a museum database is a bit like choosing a vehicle. Everyone has an opinion. The vehicles ALL work fine (OK, except for the Trabant) and range from the scooter, economy model car, sports car, super-compact "Smart Car", through family sedan, to hot rod, work truck, large capacity moving van, race car to luxury car. Some are even amphibious (I had one of those, a real pain for maintenance) and some can actually fly ...
>
> I have used Paradox (obsolete now); Heritage Sentinel (obsolete now); Microsoft Access (many versions); InMagic DB Textworks; and the CFAMS (Canadian Forces Artefact Management System - which I dislike intensely). I have observed many other systems such as KeEmu in CMC at Gatineau.
>
> THERE ARE 3 BASIC OPTIONS
>
> 1. A developed museum application. --- Ready to go out of the box. You have little or no customization capabilities. One time larger price. Possibly an annual fee for service support. Fees for upgrades (best to stay up to date for when you need support later.) If the program is fairly rigid, then support staff at parent company know what your program has and how to fix it as it is not customized. This can either be off-the shelf or custom designed for your museum.
>
> 2. A semi-developed application. --- Forms and reports created but you can add or delete fields or create custom reports. A "techie" on call at least would be most useful.
>
> 3. A raw off-the-shelf database --- You can create anything and possibly do anything. Problem is though that the museum has to have a "techie" available to design, tweak, maintain system and fix problems.
>
>
> Bottom line - Whatever system you end up with, create a user manual for your museum assuming that YOU will NOT be there to explain it to the next person.
>
> PROBLEMS
>
> The range of lack of flexibility on developed rigid programs versus need to become a techie yourself for flexible programs.
>
> A FEW THAT YOU WILL HEAR ABOUT
>
> "Past Perfect" (you can download a trial version free) Used by Chilliwack museum (city) and SPARC (Society for Preservation of Antique Radio in Canada) in Coquitlam. I have not used it but have heard good things about it. Well worth looking into.
>
> "InMagic/ DB TextWorks" - Used by many archives and some museums. Used by New Westminster Archives, Richmond Archives, Burnaby Village Museum. PRO - Is a front end to a SQL ("Sequel") Server.   CON - Is an old flat file system (not a relational database) which means you have to enter everything at least twice which adds to the work and increases the risk of errors. Is expensive (annual support contract and upgrades). Archives in BC are looking to move away from it.
>
> "Microsoft Access" - Used by New Westminster Museum, Seaforth Highlanders of Canada Museum and Archives and others. PRO - Many people know how to use it. CON - Have to set it up yourself. Not great at handling photos.
>
> Bigger programs such as KeEmu (Used by Canadian Museum of Civilization) require lots of money and tech staff.
>
> A FEW OF THE MANY QUESTIONS TO ASK
>
> Do you have to hire a "techie" to structure, run and support it?
> Nowadays everyone wants to put images up on the internet, but don't forget to ask other questions like how good is it at generating searches and reports, especially custom reports?
> Even if you have a techie type person on staff now who can set it up, what happens when they leave?
> Who uses and supports the program? Are there other users you can call with questions? How many support staff are there? Any program supported by one only one person is a disaster waiting to happen.
> Networking - How many of your people might be on the system at a given time?
> How well does the database handle photos (of artifacts; historic photos)?
> Will your archives be on the same system? If so is program set up to deal with Fonds/MSS, photos etc.?
> What are the size limitations? Some programs can manage some photos but can bog down if there are thousands of photos.
> If the program is free, what are the limitations down the road?
> If your museum is part of a larger organization such as a city or business, consider using the database that they are using because they will then be able to support you.
> If buying a customized program, ask what other databases the company looked at in their design process.
>
> It is not an easy choice to make. Do beware of prophets who swear on a stack of Bibles that THEIR program is the best! (Think "Used Car Salesman" in the back of your mind.) Ideally you should go and see several programs in action, talk to the staff who actually use them and PLAY with them - test them. "try before you buy" (the "test drive"). Ask lots of "dumb" questions.
>
> The bottom line is that databases continue to evolve, so you want a system where you can export data to another system ... for when your successor comes in and decides to change to the system that they are used to, or for when you find something better.
>
> The good news is that there is more than one right answer to the question of "What database should I buy?" just as there is more than one choice of vehicle for your needs.
>
> Colin MacGregor Stevens,
> Manager,
> New Westminster Museum and Archives,
> 302 Royal Avenue,
> New Westminster, BC,
> V3L 1H7, Canada
>   
> Phone Office:    604-527-4639
> Work Cellular :  604-830-6965
> Fax:                    604-527-4641
> E-mail: cstevens at newwestcity.ca
> Web Site: www.newwestminster.ca
> Normal work week: Sun-Thurs 9-5, OFF Fri-Sat.
>
> The New Westminster Museum and Archives (NWMA) consists of:
>     * City's Museum (est. 1950)
>     * City's Archives
>     * Irving House (built 1865)
>     * Maintenance of the Samson V Maritime Museum (paddlewheel ship built 1937; museum since 1984)
>
> -----Original Message-----
> From: Moderated BCMA subscriber listserv. [mailto:bcma at lists.vvv.com]
> Sent: Saturday, June 11, 2011 11:24 AM
> To: bcma at lists.vvv.com
> Subject: Re: [BCMA] Collections Database
>
> Hi
>
> If you have any success with your query, I would be interested in
> information as well.
>
> thank you,
>
> Lori Treloar
> Curator
> Shawnigan Lake Museum
> 250-743-8675
> www.shawniganlakemuseum.com
> Follow us on Facebook&  Twitter
> ----- Original Message -----
> From: "Moderated BCMA subscriber listserv."<bcma at lists.vvv.com>
> To:<BCMA at lists.vvv.com>
> Sent: Thursday, June 09, 2011 8:49 AM
> Subject: [BCMA] Collections Database
>
>
>> I seem to recall that recently there was a thread on the BCMA list about
>> museums collections database software, and what is best for a community
>> museum - but now I can't find the thread in the BCMA list archive.
>>
>> I am wondering what people have found to be the best software to use, and
>> what to avoid.  All responses appreciated.
>>
>>
>> Kevin Neary
>> kneary at telus.net
>>
>> _______________________________________________
>> BCMA mailing list
>> BCMA at lists.vvv.com
>> http://lists.vvv.com/mailman/listinfo/bcma
> _______________________________________________
> BCMA mailing list
> BCMA at lists.vvv.com
> http://lists.vvv.com/mailman/listinfo/bcma
> _______________________________________________
> BCMA mailing list
> BCMA at lists.vvv.com
> http://lists.vvv.com/mailman/listinfo/bcma
>
>