For Museums & Institutions
Comprehensive collection management for cultural institutions of all sizes, from local historical societies to national galleries.
From small historical societies to major museums, ArtVault Pro scales to meet institutional needs. Handle acquisitions, track loans, manage exhibitions, document conservation work, and provide public access to collection information—all while maintaining the rigorous standards your institution requires. Our tools are designed around the workflows that registrars, curators, and conservators actually use, not idealized processes that look good on paper.
Accession Management
Streamline the acquisition process from initial offer through formal accessioning. Track gifts, purchases, and bequests with complete documentation. Maintain deed of gift records, donor correspondence, and committee approvals in one connected workflow.
Loan Tracking
Manage incoming and outgoing loans with comprehensive tracking. Generate loan agreements, track condition reports, and monitor insurance requirements. Set automated reminders for loan renewals and return dates so nothing slips through the cracks.
Exhibition Planning
Plan and document exhibitions from concept to installation. Track which objects are included, manage checklists, and coordinate with other departments. Monitor object availability across simultaneous exhibitions and long-term loans.
Conservation Records
Document condition assessments, treatments, and recommendations. Maintain complete conservation histories for each object in your collection. Attach before-and-after photography, treatment reports, and material analysis results.
Public Access
Share collection information with researchers and the public. Control what data is visible externally while maintaining sensitive internal records. Publish selected collection highlights or full searchable databases on your institution's website.
Reporting & Analytics
Generate reports for board meetings, grant applications, and internal planning. Track collection growth, loan activity, exhibition schedules, and conservation priorities. Custom report templates let you pull exactly the data you need.
Why Institutions Choose ArtVault Pro
Designed for Institutional Workflows
Museum operations involve multiple departments working with the same objects. A curator proposes an exhibition, a registrar manages the loans, a conservator assesses condition, and a preparator handles installation. ArtVault Pro connects these workflows so everyone sees current information without duplicating data entry.
The system supports formal approval processes where they matter—accession committees, loan approvals, deaccession reviews—while keeping day-to-day tasks efficient. You get accountability and documentation without bureaucratic overhead that slows people down.
Scales with Your Collection
ArtVault Pro handles collections from hundreds to hundreds of thousands of objects without performance issues. Small institutions get the same professional tools as large ones, without paying for features they don't need. As your collection grows, the system grows with you—no migration, no data conversion, no starting over.
We work with institutions at every stage. Some come to us with decades of paper records that need digitizing. Others are migrating from legacy systems that no longer meet their needs. And some are brand-new organizations building their collection management from scratch. Our implementation team has handled all of these scenarios.
Standards and Compliance
Cataloging Standards
ArtVault Pro supports established cataloging standards including Categories for the Description of Works of Art (CDWA), Object ID, and Cataloging Cultural Objects (CCO). Your records follow recognized frameworks that facilitate data sharing between institutions and support long-term preservation of collection information.
Data Portability
Your collection data is never locked in. Export in standard formats including CSV, XML, and JSON at any time. We support common interchange formats so you can share data with partner institutions, contribute to collaborative databases, or migrate to another system if your needs change.
Access Control
Granular permissions let you control exactly who can view, edit, or approve records. Assign roles by department—registrars manage locations and loans, curators handle exhibition planning, conservators document treatments. Audit trails track every change for accountability.
Questions from Institutional Users
Can we migrate data from our current system?
Yes. We have migrated data from a wide range of collection management systems, legacy databases, and even paper records. Our implementation team handles the mapping, conversion, and verification process. We work with your staff to ensure nothing is lost and everything ends up in the right place.
How do you handle very large collections?
ArtVault Pro is built for performance at scale. Institutions with over 100,000 objects use our system daily without slowdowns. Search, filtering, and report generation remain fast regardless of collection size. We also support batch operations for tasks like bulk location updates or mass condition surveys.
Can we publish collection data on our website?
Yes. ArtVault Pro includes a public access module that lets you publish selected collection records to your institution's website. You control which fields are public and which remain internal. Some institutions publish basic tombstone data for their entire collection, while others create curated highlights with extended descriptions and multiple images.
What support do you provide during implementation?
Every institutional subscription includes dedicated implementation support. This covers data migration, system configuration, staff training, and a post-launch check-in period. We assign a project manager who understands museum operations and can translate your workflows into system configuration. Training is hands-on with your actual data, not generic demos.
Trusted by Institutions Worldwide
See why museums and cultural organizations choose ArtVault Pro for their collection management needs.
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