Proficio is a complete Museum Collections Management System that comprehensively manages many types of collections (including art, history, natural history, archaeology, archives/manuscripts and reference library) in one system. Proficio is a Windows application created using Microsoft’s .NET Framework, programmed in C#, and powered by Microsoft’s SQL Server database technology.

With Proficio, your daily tasks are simplified, whether its data entry, updating, searching, reporting, or researching. Users are able to document both the current status of the collection and its history, e.g. track past and future exhibitions, keep a record of locations and appraisals, and have all related records linked together for easily navigating in a seamless workflow. Proficio also includes robust searching, sorting, and filtering capabilities. For example, users can search across the entire system to easily find object information, save the search results, and create a report that can then be printed, saved or emailed to a colleague, researcher, or other interested party.

Re:discovery Software is more than just a Collection Management Software company. We are a team of museum and archives professionals and top-notch software engineers. Your system will be supported and upgraded. Seamless conversions and Cloud hosting are available

Other software
Publish records online
Special features
  • Powerful searching capability across collections and including attached documents.
  • Attach unlimited image and media files to catalog records
  • Support for a variety of collection types, including Art, History, Natural History, Archaeology, Ethnology, Archives and Reference Library
  • Dashboard for viewing summaries of Collections and related activities
  • Customizable “My List View” settings.
  • Powerful mass updating tools, including Global Search and Replace
  • Two built-in report-writing tools with a variety of standard reports ready to use
  • Integrated lexicon with Nomenclature and the Art and Architecture Thesaurus
  • Import/Export capabilities. MARC format supported for Archives and Libraries.
  • Robust security for establishing individual user permissions
  • System Administrator tools for managing regular backups.
Are image and media formats configurable?
Image formats
  • JPG
  • BMP
  • PNG
  • PCX
  • GIF
  • TIF
Media formats

Proficio supports any media format that a user’s local system supports.

Integrated DAMS

Proficio supports the ingestion of an unlimited number of digital assets with related technical metadata. Internal users may view digital assets within Proficio, and choose to make the assets available for public viewing via Proficio for the Web. Text-based digital assets imported into Proficio are searchable.

Support for integration with other DAMS

Not currently supported, but we are exploring possible partnerships with 3rd party DAM systems.

Business process automation

Not currently supported, but a Workflow component is in development for a future release

Digital rights management

Yes, this is supported.

Mobile support

Proficio Mobile provides access to data stored in a Proficio database through mobile devices such as tablets or smartphones, supporting the following functions:

  • Location and Condition Verify/Update
  • Container Location Change
  • Inventory
  • Modify a Record
  • Add a New Record
  • Docent/Researcher View
Remote thesauri

Not as a standard feature.

User generated content

Yes this is supported.


Proficio includes an import/export interface for creating templates that can be used to import delimited text files, .csv files and XML.

In addition, Proficio for the Web includes an API for creating custom public access websites to share collections data maintained in Proficio.

Ready for Europeana Connection Kit (ECK)
  • MARC
Museum / heritage standards
  • Spectrum
  • CHIN Data Dictionaries
Minimum hardware requirement

The current minimum workstation configuration is:

  • Operating System: Windows 7
  • Processor: Pentium IV (or equivalent), 1 GHz or faster
  • RAM: 1 GB
  • Disk storage: 500 MB of free disk space
  • Monitor: 17 inch super VGA
  • Video: 1024 x 768 x 32 bit

The current minimum server configuration is:

  • Operating System: Windows Server 2008R2: CPU: Pentium IV or compatible
  • Processor: Pentium IV (or equivalent)
  • RAM: 4 GB
  • Disk storage: 10GB of free disk space
  • Database: SQL Server 2012 Express Edition
Operating system(s)

Workstation: Windows 7, 8, 8.1, 10,
Server: Windows 2008 R2, 2012, 2012 R2, and 2016.

Database architecture

Proficio is a relational database that utilizes Microsoft’s SQL Server database technology. SQL Server 2012 Express Edition is included in the installation package. Clients may also choose to install Proficio using an existing instance of SQL Server.

Public access support

Proficio for the Web is a flexible and customizable read-only browser interface that supports having a single or multiple public web portals for sharing collections data and presenting Virtual Exhibits. Within the Proficio database application, web interface options can be configured for each collections database/directory, allowing clients the ability to configure public access options to their specifications.

Backup support

Proficio includes comprehensive backup capabilities for securing data and related images and media files. Backups can be run or scheduled to run at regular intervals.

Data auditing and cleaning

Our team of conversion specialists can help with some level of data cleanup. In addition, Proficio provides mass updating tools within the software to help with data cleanup. Proficio’s audit trail feature provides detailed tracking of changes to database records. Searching, sorting and filtering the data has never been easier to audit and clean data.

Single user cost

Proficio licensing starts at $3,000.00 (USD) for a single user license. The total license cost will depend on the number of concurrent user logins required and by the number of core modules (Collections, Archives or Archaeology) included in the implementation. One, two or all three core modules may be included in a Proficio implementation.

Five user cost

Please contact Re:discovery Software, Inc. for a price quote.

Additional pricing notes

Re:discovery Software also offers a scaled down version of Proficio (Proficio Elements) for institutions with smaller collections and budgets.


Introductory end user training via webinar is included with the purchase of a software license. Onsite training is also offered for an additional cost and reimbursable travel expenses. RSI also offers two monthly introductory training webinars and a topic specific training webinar once a month. In addition, Proficio has a built in user manual and user definable, field specific help.

Technical support

Technical support is provided for the first 90 days for no additional cost. Beyond the 90 day period, RSI’s offers ongoing technical support provided by our team of specialists.

Spectrum procedures
Object Entry (primary)
Acquisition and accessioning (primary)
Location and movement control (primary)
Inventory (primary)
Cataloguing (primary)
Object Exit (primary)
Loans In - borrowing objects (primary)
Loans Out - lending objects (primary)
Documentation planning (primary)
Condition checking and technical assessment
Collections care and conservation
Insurance and indemnity
Emergency planning for collections
Damage and loss
Deaccessioning and disposal
Rights management
Use of collections
Collections review
Bibliographical records

Proficio’s Archives and Library Module provides integrated functions for bibliographical records, including the support of the MARC standard.

Bibliographic / library standards
  • MARC
Archival records support

A hierarchical cataloguing structure is supported, along with the creation of finding aids and support of the creation, import and export of MARC bibliographic and authority records.

Archival records standards

MARC for import and export, EAD (export only).

Integration with other library and archive management systems

Proficio supports MARC import and export.

Integration associate with the URL of the digital asset
Client URLs

Contact postal address

3040 Berkmar Drive, Suite B1
Charlottesville, VA 22901

Software developer name
Re:discovery Software, Inc
Software developer contact name
David Edwards
Software developer contact address

3040 Berkmar Drive, Suite B1
Charlottesville, VA 22901

Software developer email
UK users and sites

We are currently expanding into the market.

International users and sites

We have hundreds of clients and thousands of users, primarily in the United States and Canada.


North Carolina Department of Cultural and Natural Resources
Division of State Historic Sites and Properties
Martha Battle Jackson, Chief Curator.