The Museum System (TMS) and eMuseum

Gallery Systems’ core collections management product, The Museum System (TMS), is a sophisticated, easy-to-use relational database application designed specifically for collections, content, media, exhibition, and loan management. Developed in partnership with museum professionals, TMS is a robust and highly configurable collection management system that can organize and manage all collection types without compromise. TMS is built upon an open-architecture database, running on Microsoft SQL Server or Oracle, and Gallery Systems provides a fully-documented Data Schema and Data Dictionary as part of the software package. This ensures that interoperability with other enterprise systems is achieved with minimal effort. TMS is comprised of 10 interrelated modules, with supporting functionality for entering and tracking all collections data and management activities. TMS has been localized in over 24 languages and supports translated content data entry in multiple languages, as required. TMS complies with many data standards including CDWA, CDWA-Lite, CCO, LIDO, ISAD(G), DACS, EAD, CCDO, Getty vocabularies (AAT & TGN), Europeana, CHIN, RAD, Dublin Core Metadata Standards, VRA Core 4.0. TMS is Spectrum Certified and the current TMS data schema was designed specifically to accommodate the extension into the CIDOC CRM data model. TMS is compliant with Open Archives Initiative (OAI).

TMS lies at the center of a multifaceted suite of prodcucts, each one dedication to specific collections management workflows, from conservation to Digital Asset Management.

eMuseum, Gallery Systems’ web-based software program, integrates seamlessly with TMS to dynamically publish information to websites, Intranets, and kiosks. While the product is delivered with a set of standard templates, configuration is simple which makes the production of unique web sites straightforward. eMuseum uses industry standards such as HTML5 and CSS and uses responsive design. eMuseum’s design improves search engine optimization for better search engine rankings.

Minimum hardware requirement

The current minimum workstation configuration is:

• 2.5 GHz Dual Core Processor or better
• At least 4 GB system RAM
• 512 MB display memory capable of supporting 1024 x 768 video resolution
• 1 Gpbs Network card
• Windows 7 or Higher
• ODBC drivers for supported database server.

The current minimum server configuration is:

• Second Server required for Thesaurus and Web Applications
• Quad Core Processor (or 4 Virtual CPU)
• 8 GB RAM
• A supported database server (not required for second server).
• Windows Server 2008 R2
• 100 GB free hard disk space (for installation of database)
•Additional disk storage (sufficient to manage the collections database, thesauri, and images, with extra space for growth)
• 2 MB display memory capable of supporting 1024 x 768 or higher resolution
• Network card

Operating system(s)

Workstation: Windows 7 and higher

Database architecture

Database Server: Windows SQL Server 2012 or SQL 2014 (with latest SQL Server service pack applied) in addition, *Oracle 11gR2 or 12c Standard or Enterprise Edition.

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.
Additionally, with Gallery Systems Hosting, upgrades, service packs, and backups are managed by the in-house Gallery Systems Hosting team.

Data auditing and cleaning

TMS includes a built-in audit trail that captures information on a set of predefined fields in the object module. The information captured includes the date a change was made, the login ID of the person who made the change, the table name, the column name, the old value, and the new value. Users also have the option to enter explanations and approvals. In addition, a complete location history audit trail is maintained for each object and component of an object.

For advanced auditing, TMS Audit Manager is available and it provides client-configurable tracking of changes to data residing in the TMS database – as granular as a single column to as widespread as virtually every column in every table in the TMS schema. Clients may configure which columns to audit; the application will record the date/time that the client began/ended auditing for a given column.

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

TMS is licensed per concurrent user and a one-time license fee. eMuseum is an offered as unlimited user license and a one-time license fee. Contact Gallery Systems.

Five user cost

An unlimited-user site licences is also available.

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.

Gallery Systems offers comprehensive TMS training as part of our implementation approach to ensure successful use of the system. System administration and application training for core staff members is part of our “train the trainer” methodology to ensure a successful implementation. There is a fee for each training session.

Technical support

Gallery Systems offers support during normal business days from 9:00 a.m. to 8:00 p.m. Eastern time in North America. Our staff in Europe and California are also available when needed, which extends the coverage to 3:00 a.m. to 9:00 p.m. Eastern time. During weekends, support email and phone lines are monitored remotely by assigned members of the support team. 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.
Additionally, a very wide range 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 Object Importer
• Batch create Media records via integrated Media Loader
• Multilingual cataloguing
• Thesaurus for data entry – As standard
• Thesaurus for retrieval – As standard
• Screen designer – As standard
• Extensible data structure – As standard

Gallery Systems offers cloud hosting options for all products. We perform the nightly backups, schedule service pack upgrades, monitor database health, and can perform all other system administration duties, as required.

Gallery Systems can provide access to TMS and any of our browser based offerings over the internet using secure protocols.

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.
• FlashPix
• Targa

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.
• MJ2
• MP4
• RealMedia
• MP3
• Ogg Vorbis

Are image and media formats configurable
Integrated DAMS?

Yes. TMS features a wide range of DAMS functionality.
TMS offers sophisticated digital asset management in the Media Module where records can be created for digital files (images, moving images, web pages, word processing documents, etc.) or physical media objects (photographs, videocassettes, etc.). An unlimited number of media files may be linked to records in TMS modules. Related information: copyright, selected digital file metadata, circulation restrictions, quality, etc. is recorded in the Media module. TMS can read and index the contents of text-based media files, the contents of which are also fully searchable. Metadata can be inserted into and extracted from media files. The Media module additionally tracks physical media such as negatives, transparencies, etc. and can track circulation as well copyright and reproduction data. Copyright status and terms may be tracked for an object or for any media file.

Support for integration with other DAMS

The TMS data schema is open architecture, running on Microsoft SQL Server or Oracle, which means that interoperability with other systems is possible. Integration with 3rd party DAMS is managed on a case by case basis. Gallery Systems provides TMS Media Studio, a DAMS that uses the same database as TMS, to remove the cost and hassle of integrating with a 3rd party DAMS

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 individuals or groups of users, notifying them of process related events etc.

Digital rights management

TMS features an integrated Rights and Reproductions module, and additional information can be recorded on Media records. Copyright details maybe tracked on the object level (for reproduction of images) or in individual media records (for photo rights & reproduction requests). On the object level, the Registration menu includes a Rights and Reproduction screen which records the following details: when an Agreement was sent, received and signed, types of rights granted, contract number, copyright registration number, copyright restrictions and credit line for reproduction. The Media module was designed to handle “parent” and “child” renditions, allowing for tracking of multiple formats of a single image (transparency, prints of various sizes, etc.).

Mobile support

Yes. TMS can be run on a wide variety of devices, including iPads, via RDP. eMuseum runs on all common web browsers, and mobile devices. 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.



TMS supports the following import formats: .csv, .txt, .xml, .xls, .xlsx, ASCII. 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.


TMS supports the following export formats: CSV, Excel, Powerpoint, Plain Text (ASCII), Rich Text (.rtf), PDF, XML and/or HTML files. XML can be structured to follow specific data formats including MARC XML and RDF XML. eMuseum provides data extraction APIs in JSON, XML and RDF XML formats for all types of published collection content.
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.

An API is available via eMuseum.

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

• Dublin Core
• TMS data schema was designed specifically to accommodate the extension into the CIDOC CRM data model

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 - 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
Ethan Kalfus, Director, Development
Software developer contact address

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

Software developer email
UK users and sites

More than 35 clients in the United Kingdom, including The National Gallery, Tate, Leeds Museums & Galleries, Museums Sheffield, Aberdeen Art Gallery & Museums, Southwark Council, Art Fund, Henry Moore Foundation and others, as well as a number of private clients.

International users and sites

Over 800 clients in 23 countries. TMS is localised into 24 languages.


Please contact Gallery Systems for references.

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