TMS is the cultural sector’s leading collection management system. Developed in partnership with museum professionals, TMS streamlines the way you capture, manage and access your collection information. Daily activities such as cataloguing, media tracking, and coordinating exhibitions, have never been easier. Collection information is divided into ten integrated modules, or record types: Objects, Constituents, Media, Exhibitions, Loans, Shipping, Bibliography, Events, Sites and Insurance. Since the modules are interlinked, information is entered once, remaining consistent and accessible. TMS is open architecture, so your collection data can be easily and seamlessly integrated with other management systems through either Oracle or Microsoft SQL Server. Access to the information you need, the way you need it. We made TMS highly configurable, because no two collections are alike. The application comes with multiple search and viewing options, robust reporting features, and a customizable thesaurus. TMS integrates with Gallery Systems’ web publishing toolkit, eMuseum.

Minimum hardware requirement

The current minimum workstation configuration is:

  • Pentium IV Processor (or equivalent)
  • 512 MB RAM (2 GB RAM for Windows 7)
  • 500 MB free hard disk space, with 10% free space on the Programs drive and 10% free space on the System drive
  • 128 MB display memory capable of supporting 1024 x 768 video resolution
  • Network card
  • Windows XP or Windows 7 Professional
  • ODBC drivers for supported database server.

The current minimum server configuration is:

  • Pentium IV Processor (or equivalent)
  • 1 GB RAM
  • A supported database server (Microsoft SQL Server 2005, SQL Server 2008 or SQL Server 2012; Oracle 10G R2 with interMedia services installed)
  • Server operating system will be determined by choice of database
  • 1 GB free hard disk space (for installation of database)
  • Additional hard disk space for images, as required (if used as the image server)
  • Network card
  • Tape drive (or other backup device) with appropriate backup software.
Operating system(s)

Workstation: Windows XP Professional, Windows 7 Professional; Database Server: Windows Server 2008/2008 R2/2012/2012 R2 if running SQL Sever; in addition, Linux, if running Oracle

Database architecture

Relational Database: SQL Server or Oracle.

Public access support

Gallery Systems offers eMuseum, our web publishing toolkit for public access purposes. eMuseum integrates seamlessly with TMS to publish data to an Intranet or website, and can be configured to support tagging, commenting, integration with social media, search engine optimisation and the generation of URIs and links back to collection web pages. Gallery Systems offer a complete design service to ensure that the ‘look and feel’ of eMuseum is consistent with your existing web presence or to create a new visual identity.

In addition, clients can participate in eMuseum Network, a cross-organisation information searching and retrieval service. Object information can be downloaded and imported into TMS, from eMuseum, via the Object Importer tool.

Gallery Systems provides support for exporting information in a wide variety of formats, including LIDO and CDWAlite, and TMS provides support for integrating with OAI-PMH.

Backup support

System back-up is through the database management system implemented: SQL Server or Oracle. Both systems support scheduled back-up with archive logging, enabling recovery to a specific moment in time.

Data auditing and cleaning

TMS includes built-in functionality to support the auditing of a wide-range of object related information: a searchable ‘audit trail’ provides an overview of all updates to data, and includes the date-time stamping of updates and the recording of user loginids. In addition, at the database level, every row in every table includes a stamp which enables changes to data to be identified. Access to audit information is controlled.

TMS provides tools for data cleaning, including a global search and replace tool for use with text fields and batch updating via authority control of many items of data. Thesaurus controlled terms can be both batch added to records and batch deleted; large, formatted ‘text entries’ can be batch added to a selection of records; records with ’empty’ fields can be identified and auditing-related queries can be saved and for repeated use.

‘Data cleaning’ alerts can be created, triggered by user-defined events e.g. the creation of an object record without a title being recorded, or an incorrect dimension type being assigned to an object of a particular type. And ‘alerts’ can be assigned to an individual TMS user account.

Single user cost

Contact Gallery Systems

Five user cost

Contact Gallery Systems

Additional pricing notes

TMS is licensed per concurrent user. An unlimited-user site licences is also available.

Gallery Systems provides competitively priced business analysis, technical consulting, development, training, and project management services.


Core application training normally takes 2-3 days.  We also work with clients to produce custom training courses, tailored to individual needs. System Administration and Configuration training is also offered, along with Crystal Reports training, tailored to developing collection management related reports, in conjunction with client specific use of TMS.

Technical support

Application support is provided from 8am – 11pm Mon – Fri. As part of annual maintenance and support, clients gain unlimited access to support, software upgrades, complimentary monthly webinars, newsletters and regional user meetings. Support staff make use of online meetings and Skype to provide efficient and effective support.

A very wide rage of documentation is included with TMS, ranging from the technical through to PDF tutorials covering commonly used areas of TMS functionality. In addition, TMS features a comprehensive online Help guide.

Special features
  • Index and search Word and PDF documents linked to TMS records
  • Automaticaly ingest media metadata, into linked TMS media records, enabling searching from within TMS on e.g. geotag data; camera type; data and time
  • Write TMS object metadata into media files
  • Control access to the names of lenders and donors, who wish to remain anonymous, by individual user account
  • Store transcriptions of text documents, enabling images of written documents e.g. scanned letters to be searched
  • Add media, including image files, to TMS records via drag-and-drop
  • Add Thesaurus Terms to records via drag-and-drop
  • Create user-defined forms, incoportating record navigation via hyperlinks and integration with Google Maps
  • Export user-defined forms into Word and Excel
  • Create user-defined ‘list views’, which can be exported into Excel
  • Create user-defined object data entry forms
  • Create object records via integrated TMS Object Importer
  • Batch create Media records via integrated Media Loader
  • Integration with Word spell-check and dictionary
  • Multilingual cataloguing

Additional features:

  • Audit Trails – As standard
  • Password – As standard
  • Picklist – As standard
  • Thesaurus for data entry – As standard
  • Thesaurus for retrieval – As standard
  • Screen designer – As standard
  • Report writer – As standard
  • Extensible data structure – As standard
Image formats

TMS includes integrated, full-featured Digital Asset Managment functionality.  TMS supports 120 file formats within the Image Viewer, and offers the ability to “”Open in an External Viewer”” for any unsupported formats. Assets of all kinds can be managed in TMS, digital or otherwise: video, audio, pdf, images, etc.

Media formats

TMS supports 120 file formats within the Image Viewer, and offers the ability to “”Open in an External Viewer”” for any unsupported formats. Assets of all kinds can be managed in TMS, digital or otherwise: video, audio, pdf, images, etc.
Ogg Vorbis

Are image and media formats configurable
Integrated DAMS?

Yes. TMS features a wide range of DAMS functionality.

Support for integration with other DAMS

Yes. Integration with DAMS is managed on a case by case basis. Examples of DAMS integrated with, include: Portfolio and NetXposure.

Business process automation

Yes. TMS features work-flow related ‘flex fields’ which can be configured to incorporate user-defined business rules. These can be linked to user-defined ‘Alerts’, which can be assigned to indivduals or groups of users, notifying them of process related events etc.

Digital rights management

Yes. TMS features an integrated Rights and Reproductions module, and additional information can be recorded on Media records.

Mobile support

Yes. TMS is responsive and can be run on a wide variety of devices, including iPads, via RDP. eMuseum runs on all common web browsers. In addition, data can be easily extracted from the TMS database.

Remote thesauri

No. TMS is supplied with Getty’s Art and Architecture Thesaurus and Thesaurus of Geographic Names. In addition, records can be created via ULAN and eMuseum Network, and Gallery Systems has extensive experience of integrating a very wide range of Thesauri including, for example, Species 2000 and Chenall’s Nomenclature.

User generated content

User-generated content can be supported in a number of ways and varies per implementation; an example – eMuseum to capture ‘public’ comments about an object either stored in eMuseum database, or written back to TMS database.



We offer a TMS Importer (XML or XLS), with pre-defined format, and can create custom imports to meet either ongoing clients needs, or one-off projects. Object records from participating organisations can also be imported into TMS via eMuseum Network.


Data can be exported in many formats throughout TMS – right-click to export from Lists in Excel or CSV formats; right-click formatted information and images, into Word or PowerPoint; export in XML, or simply copy and paste formatted information. Gallery Systems does not have a published API for TMS.

ECK ready

OAI-PMH Z39.50
OAI-PMH - Standard
SRU-CQL - Standard
REST - Standard
SOAP - Purchase
RSS - Standard
ATOM - Standard
Linked Data/SPARQL - Standard
jQuery and Adlib.DLL


Museum / heritage standards

VRA Core
CHIN Data Dictionaries
TMS, by design, is highly configurable, allowing clients to adapt the system to support their preferred standard.

Spectrum procedures
Object Entry (primary)
Loans In (primary)
Location and Movement (primary)
Cataloguing (primary)
Condition Checking
Risk Management
Rights Management
Use of Collections
Object Exit (primary)
Loans Out (primary)
Loss and Damage
Retrospective Documentation (primary)
Acquisition (primary)
Bibliographical records

Yes; TMS has a full integrated bibliographic module.

Bibliographic / library standards

The module is configurable to support a range of international standards, such as the ISBD. It is designed to be flexible to to meet the needs of all our clients, and so can be adapted to support UK, US, French, etc. standards.

Archival records support


Archival records standards

TMS can be configured to support a number of archival standards such as ISAD(G), EAD etc.

Integration with other library and archive management systems

TMS is open architecture, running against SQL Server or Oracle so integration with other systems is straight-forward, with numerous options available – routine, bi-directional updates, database views, cross-system querying, and so on. TMS provides support for Z39.50 as standard.

Documentation url - but restricted to clients
Contact postal address

Gallery Systems
5 Hanover Square, Suite 1900 New York, NY 10004

Software developer name
Gallery Systems
Software developer contact name
Sascha Curzon
Software developer contact address

Gallery Systems, Inc.
5 Hanover Square
Suite 1900
New York, NY 1000

Software developer email
UK users and sites

The National Gallery, Tate, The Higgins Museum and Art Gallery, Bolton Museum & Archive Service, Leeds Museums & Galleries, Museums Sheffield, Aberdeen Art Gallery & Museums, Southwark Council, Art Fund, University of the Arts, Central Saint Martins College, Bradford College, Middlesbrough Institute of Modern Art, Henry Moore Foundation and others, as well as a number of private clients. In Ireland: The National Gallery, The Hugh Lane, Arts Council Ireland, Muckross House.

International users and sites

Over 600 client sites in 23 countries. TMS is localised into 16 languages.


The Metropolitan Museum of Art, New York, with over 800 users. In the UK, Tate, with around 600 users.

Other software
Publish records online
Previous URLs