You don't need a big museum budget to streamline your collections management and boost discoverability of your small museum.

As a curator or staff member in a small museum, you're likely wearing multiple hats. You're not just preserving invaluable collections; you're also managing databases, planning exhibitions, coordinating volunteers, strategizing fundraising, and engaging with the community—all while operating on limited resources. This juggling act can make efficient collection management seem like an insurmountable challenge. Enter Artwork Archive, a comprehensive solution designed specifically for small museums like yours, transforming daily annoyances into streamlined, dare we say, enjoyable, operations.

Centralize Your Collection Management

With Artwork Archive, you get a cloud-based, centralized database that puts your entire collection at your fingertips. Our platform allows you to:

Create detailed records with high-resolution images, provenance, and condition reports
Navigate and search your collection with ease so you can find specific objects in seconds
Generate comprehensive reports on artwork inventory, donations, loans and maintenance
Upload contemporary storytelling documentation like video recordings and oral history audio files

Manage Your Exhibitions and Loans Easily

Two screenshots side by side showing Artwork Archive's internal exhibition planning tool and the Exhibition page on a Public Profile.

Planning exhibitions becomes significantly more manageable with our intuitive Exhibitions feature. This powerful tool enables you to:

Create and manage multiple shows simultaneously
Assign artworks in bulk to specific exhibitions easily
Track important dates, from loan agreements to installation schedules
Generate reports and labels with just a few clicks
Share exhibition details securely with artists, lenders, and other stakeholders

But the exhibition features don't stop at planning. Artwork Archive also enables you to showcase your exhibitions online, breathing new life into objects that may be hidden in storage and boosting awareness and engagement with local and distant communities. Create dynamic online experiences that include installation shots, video walkthroughs, curator talks, and artist interviews.

Tip: Create QR code labels from your Artwork Archive account that can be printed for your onsite exhibitions. Those QR codes can bring viewers either to your website or to an additional educational resources like the artist website or a historical reference.

We've also seen small museums host virtual exhibitions in addition to onsite shows. Why? Online exhibits are an affordable and easy way to bring objects not on display into the hands of their audiences whether its school groups, tourists or scholars.

Plus, by recording your exhibitions, you'll create a comprehensive archive that you and future colleagues can easily reference if scholars or curious community members ask about past exhibits.

Our platform also simplifies loan management, allowing you to:

Track both incoming and outgoing loans
Monitor critical dates, from insurance coverage to shipping deadlines
Maintain a clear history of an object's movements and exhibitions
Record crucial documentation like condition reports and loan agreements

This comprehensive approach esnures smooth coordination with lenders and borrowers, reducing your administrative burden and minimizing any risks associated with loans.

Additionally, with clear documentation you'll hopefully avoid the painful indefinite loan scenario.

Expand Your Outreach and Accessibility

In today's digital age, having an online presence is crucial for museums of all sizes. Artwork Archive's powerful Public Profile feature enables institutions to create an engaging online showcase of their collections, artists and programming. This tool allows museums to:

Curate selected artworks, artists, and exhibitions for online display
Provide 24/7 access to collection highlights for researchers, educators, and the public
Create thematic online exhibitions to complement physical shows
Showcase artist profiles, bringing context to your collection
Use an interactive map feature for multi-location collections
Keep the public informed with a dedicated news section

The Public Profile can be seamlessly integrated into your existing website, ensuring a cohesive online experience for visitors. This expanded reach can lead to new opportunities for collaboration, research, and cultural exchange, allowing even the smallest museum to have a truly global impact.

Educate and Engage Volunteers

Educating and training your volunteers (and board members) on your collection can be a heavy lift. It doesn't have to be with Artwork Archive's tools. With a centralized database, you can easily share out information about your collection so that your volunteers are informed and engaged.

Create and share a Private Room that includes objects to spotlight on a tour. Include images, descriptions, artist/maker biographies and more.
The Public Profile is another great way to educate your volunteers. From your Public Profile, they can read about your mission, view artworks from your collection and learn more about the rich histories and legacies of your artists and cherished objects.

We've also seen museums share information with their security guards from Artwork Archive since they are often the ones fielding questions in the galleries or within the rooms of the historic home.

Make Your Collection Available, Even When Your Doors Are Not Open.

Small museums don't have the luxury of keeping their doors open to the public for extended hours. Chances are your museum's hours are dictated by your small staff's availability and perhaps the commitment of your volunteers. Many of our clients are not open 7-days a week or may even close during the off-season.

Artwork Archive clients like the Yume Japanese Gardens in Tuscon have brought their collection online so that when the snowbirds return to their homes in the summer, they can still engage their audiences, despite the less frequent foot traffic. You can read more about Yume Japanese Gardens here.

And you can drum up excitement for your seasonal audience's return. Share an upcoming exhibition or programming from Artwork Archive for when your doors are open again.

Protect Your Data While Making It Accessible to Your Team Anywhere

Recognizing the irreplaceable nature of museum collections, Artwork Archive prioritizes data security while ensuring accessibility. The platform offers:

Enterprise-level encryption to protect your valuable data
Daily backups to prevent loss of information
Two types of access controls to manage user permissions
Full data ownership for your institution
Anytime, anywhere access from internet-connected devices, enabling remote work and collaboration

This robust security framework gives museums peace of mind while still allowing for the flexibility needed in modern operations. Whether you're checking inventory from home, updating records during a site visit, or collaborating with a colleague across the country, Artwork Archive ensures your data is both secure and accessible.

Use Powerful Reporting and Analytics for Data-Driven Decision Making

Artwork Archive equips museum professionals with robust tools for insight and decision-making. Users can:

Generate comprehensive reports on artwork inventory, donations, loans, and conservation
Make QR codes and object labels directly from your database
Create educational catalog pages to share with just a few clicks
Quickly share information with school groups, scholars, and researchers
Track artist demographics to ensure diverse representation in collections and exhibitions
Assess collection value for insurance purposes
Monitor conservation needs and spend across the collection

These reporting capabilities can be particularly valuable for grant applications, board presentations, and strategic planning. By having this data at your fingertips, you can make informed decisions about acquisitions, deaccessions, and long-term collection management strategies.

Choose a Plan that Grows with Your Collection

We understand that every small museum has unique needs and budgets. That's why we offer three straightforward pricing options for our Organization accounts based on the number of artworks in your collection and locations needed. There are no extra fees for document or data storage, and customer support and onboarding are free.

Regardless of the plan you choose, you'll have access to the same powerful set of features, allowing you to start small and scale up as your collection grows.

Are you a non-profit? We offer a lifetime 30% off discount to all nonprofits, making Artwork Archive affordable without requiring a special grant.

We also offer data imports to migrate your data from an outdated or overpriced database, ensuring a safe, secure, and fast transition.

Dedicated Customer Support

At Artwork Archive, we're passionate about supporting small museums. We offer a free, personalized demo to show you how our platform can meet your specific needs. Our commitment to customer service means you'll always talk to a real person–not a chatbot or automated system.

From initial setup to ongoing use, our dedicated team provides hands-on guidance, ensuring you get the most out of Artwork Archive. With video tutorials, regularly updated help docs, and responsive chat support, you'll have all the resources you need to succeed.

We're not just a software provider; we're your partner in preserving and sharing your collection.

Empowering Small Museums Around the World

Artwork Archive is more than just software; it's a catalyst for transformation in museum operations globally. With clients in over 130 countries, we're empowering institutions worldwide to focus on their core mission of preservation and education. How? By streamlining workflows, enhancing collaboration, and expanding digital presence.

Our system's flexibility adapts to your museum's growth, accommodating expanding collections and evolving needs without requiring platform changes. Whether you're a local historical society beginning to digitize your collection or a university gallery aiming to streamline operations, Artwork Archive provides the tools for your success.

Discover how our powerful platform can support your unique needs and aspirations, helping you preserve and share your collection more effectively with the world.