Museum inventory database software
We're looking for recommendations for an inventory database system. Here are the requirements in no particular order. - Resides online so we can view/update it over the internet (awesome if we could view/make changes via smartphone browser, etc.) - Secure + password-protected from prying outsiders (we're not interested in telling the world what we have at this time) - Evan-usable GUI for when we need to customize the fields/hierarchy (we don't want to have to rely on anyone for this) - Not a kludged-together homebrew thing that only the builder can use (we know you can all make a LAMP stack, that alone isn't the solution) - Commercial "cloud" services are fine, but nothing too expensive (f it works and it's reasonably priced, then I don't care if they use Microsoft...) - Nothing hosted on the accounts/servers of individuals/other groups (VCF is a real organization, we need to keep things under control) - We need something relatively soon. This can't be a slow-moving project that gets 75% implemented in six months. - There are open-source museum applications, but they seem way too big/complicated for us. All constructive recommendations are welcome within these requirements. I saw a company called Airtable which might meet the requirements, but I didn't quite understand how to use it. Granted my only hands-on database experience was Appleworks back in the 7th grade. :)
Define reasonably priced
We know it when we hear the number. :)
and what metadata need to be tracked?
Exact details are TBD, but presumably there would be master categories such as hardware - software - document - and "other". Then each category would drill down as needed, for example, hardware > computer > microcomputer > Commodore > 64, with various fields such as item number, does it work, cosmetic condition, who donated it, etc. ..... we can't possibly think of all the sub-categories in advance, so there would be plenty of rearranging as needed.
I find filemaker pro to be a good database that is very easy to create and modify by people not dbas. Ben
On Dec 25, 2017, at 8:00 PM, Evan Koblentz via vcf-midatlantic <vcf-midatlantic@lists.vintagecomputerfederation.org> wrote:
Define reasonably priced
We know it when we hear the number. :)
and what metadata need to be tracked?
Exact details are TBD, but presumably there would be master categories such as hardware - software - document - and "other". Then each category would drill down as needed, for example, hardware > computer > microcomputer > Commodore > 64, with various fields such as item number, does it work, cosmetic condition, who donated it, etc. ..... we can't possibly think of all the sub-categories in advance, so there would be plenty of rearranging as needed.
Evan - let me know if you can't find anything for AWS for non-profits.. I can dig up a few official Amazon contacts via my work.. (we're in the process of moving workloads to AWS).. On Mon, Dec 25, 2017 at 8:13 PM, Evan Koblentz via vcf-midatlantic < vcf-midatlantic@lists.vintagecomputerfederation.org> wrote:
I find filemaker pro to be a good database that is very easy to create
and modify by people not dbas.
Thanks for the suggestion.
I'll see if they have non-profit pricing. Web site says the cloud version via AWS starts at $888/yr ... too rich for our blood.
Sent from my iPhone
On Dec 25, 2017, at 9:24 PM, John Heritage via vcf-midatlantic <vcf-midatlantic@lists.vintagecomputerfederation.org> wrote:
Evan - let me know if you can't find anything for AWS for non-profits.. I can dig up a few official Amazon contacts via my work.. (we're in the process of moving workloads to AWS)..
On Mon, Dec 25, 2017 at 8:13 PM, Evan Koblentz via vcf-midatlantic < vcf-midatlantic@lists.vintagecomputerfederation.org> wrote:
I find filemaker pro to be a good database that is very easy to create
and modify by people not dbas.
Thanks for the suggestion.
I'll see if they have non-profit pricing. Web site says the cloud version via AWS starts at $888/yr ... too rich for our blood.
If you decided to go the database software route (FileMaker or other) would it not be feasible to simple buy the software with a couple licenses, store the file locally on the museum machine and a cloud storage site (google, Microsoft, Apple, pick one) and then simply have the few people with the license access the file. I can access my work database (Microsoft onedrive) either from the local machine in the office or a remote machine (my sisters and my home are the other two licenses) and the file is updated on the cloud drive) My local office machine is backed up hourly and daily so there is a cloud backup and local hardcopy backup at all times that are the same/synced. Most database software, especially with multiple licenses or multiple Copies, is fairly expensive but it is a one time outlay of $$. The cloud storage expense is minimal and the file six is small relative to the amount of info stored. And the total expense is insignificant overall compared to a yearly aws subscription. One years cost or less for example for FileMaker aws will get you two or three licenses for the software and a years cloud storage of a couple hundred gigs (waaaay more than would be needed for a long time in all likelihood) The second year would only cost it the cloud storage fee, nothing else. Just a thought if you decide to go with the database software solution as opposed to cloud/web based solutions. Not as flexible with the number of access points/users but I wouldn't think we'd need more than a few people (and anyone approved by the board on the museum machine) to access this. Not to mention some of us may already have the software in Question if it's a desktop package. Some food for thought. Tony
Just a thought if you decide to go with the database software solution as opposed to cloud/web based solutions. Not as flexible with the number of access points/users but I wouldn't think we'd need more than a few people (and anyone approved by the board on the museum machine) to access this.
We definitely need something 24/7 online. Even when we're on campus, we want to be able to talk around the warehouse and add/remove items via smartphone interface as needed. Sounds like you are a proposing a method where the real database has to be synced later on.
Not to mention some of us may already have the software in Question if it's a desktop package.
We would only use legally licensed-to-us software.
On Dec 25, 2017, at 9:45 PM, Evan Koblentz <evan@vcfed.org> wrote:
Just a thought if you decide to go with the database software solution as opposed to cloud/web based solutions. Not as flexible with the number of access points/users but I wouldn't think we'd need more than a few people (and anyone approved by the board on the museum machine) to access this.
We definitely need something 24/7 online. Even when we're on campus, we want to be able to talk around the warehouse and add/remove items via smartphone interface as needed. Sounds like you are a proposing a method where the real database has to be synced later on.
Actually the file is updated in real time since it exists on the cloud drive storage when talking Microsoft onedrive or similar. The museum machine sees it as a local folder/file, so regardless of how you access it (museum machine or remote machine) it is updated in real time. Assuming you backup the museum machine that is you local "hardcopy" backup. Accessing through a handheld device is not something I've done so I'm unsure as to how FileMaker for example would do this (i know it's possible, I've just never done it) but a laptop works running the desktop app and is certainly something "portable" to the warehouse. The file is accessible 24/7 from any licensed copy of the software since it is hosted by a cloud storage service (again Microsoft, google, pick one)
Not to mention some of us may already have the software in Question if it's a desktop package.
We would only use legally licensed-to-us software.
My point about someone else having the software was the file is in a standard db format (whatever program you use) and is accessible by anyone approved by the board to work on the database. Obviously just anyone with the software can't access the cloud storage without the login and password required, which is licensed by VCF. Or whomever you add to your multi user license. I'm unfamiliar with "museum collection management" software since I obviously have no use for it, but from what I've seen through researching this is it's the monthly/yearly costs that are Killer. Again, just food for thought depending on the direction you decide to take. Tony
Folks, You might want to look through the archives of the Museums Computer Group archives. There has been quite a lot of discussion in the past on this subject. Whilst it's a UK based group, the members are worldwide. https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=mcg Dave Wade
-----Original Message----- From: vcf-midatlantic [mailto:vcf-midatlantic- bounces@lists.vintagecomputerfederation.org] On Behalf Of Tony Bogan via vcf-midatlantic Sent: 26 December 2017 03:05 To: Evan Koblentz <evan@vcfed.org> Cc: Tony Bogan <thebogans@mac.com>; vcf-midatlantic <vcf- midatlantic@lists.vintagecomputerfederation.org> Subject: Re: [vcf-midatlantic] Museum inventory database software
On Dec 25, 2017, at 9:45 PM, Evan Koblentz <evan@vcfed.org> wrote:
Just a thought if you decide to go with the database software solution as opposed to cloud/web based solutions. Not as flexible with the number of access points/users but I wouldn't think we'd need more than a few people (and anyone approved by the board on the museum machine) to access this.
We definitely need something 24/7 online. Even when we're on campus, we want to be able to talk around the warehouse and add/remove items via smartphone interface as needed. Sounds like you are a proposing a method where the real database has to be synced later on.
Actually the file is updated in real time since it exists on the cloud drive storage when talking Microsoft onedrive or similar. The museum machine sees it as a local folder/file, so regardless of how you access it (museum machine or remote machine) it is updated in real time. Assuming you backup the museum machine that is you local "hardcopy" backup.
Accessing through a handheld device is not something I've done so I'm unsure as to how FileMaker for example would do this (i know it's possible, I've just never done it) but a laptop works running the desktop app and is certainly something "portable" to the warehouse.
The file is accessible 24/7 from any licensed copy of the software since it is hosted by a cloud storage service (again Microsoft, google, pick one)
Not to mention some of us may already have the software in Question if
it's a desktop package.
We would only use legally licensed-to-us software.
My point about someone else having the software was the file is in a standard db format (whatever program you use) and is accessible by anyone approved by the board to work on the database. Obviously just anyone with the software can't access the cloud storage without the login and password required, which is licensed by VCF. Or whomever you add to your multi user license.
I'm unfamiliar with "museum collection management" software since I obviously have no use for it, but from what I've seen through researching this is it's the monthly/yearly costs that are Killer.
Again, just food for thought depending on the direction you decide to take.
Tony
On Mon, 25 Dec 2017, Evan Koblentz via vcf-midatlantic wrote:
Define reasonably priced
We know it when we hear the number. :)
and what metadata need to be tracked?
Exact details are TBD, but presumably there would be master categories such as hardware - software - document - and "other". Then each category would drill down as needed, for example, hardware > computer > microcomputer > Commodore > 64, with various fields such as item number, does it work, cosmetic condition, who donated it, etc. ..... we can't possibly think of all the sub-categories in advance, so there would be plenty of rearranging as needed.
I installed Collective Access on my Linux server to evaluate it, and am in the process of setting up the metadata fields and adding some inventory. It can all be done via web GUI, so far. The core database application is called Providence, and runs on the traditional LAMP setup. There's a public-access web frontend that goes along with it called Pawtucket. I'm just working with Providence, at this point. I'll give you my impressions after I play with it some more. For the moment, I'm taking the "how far can I get before having to read the documentation?" approach. :-) http://collectiveaccess.org/ Mike Loewen mloewen@cpumagic.scol.pa.us Old Technology http://q7.neurotica.com/Oldtech/
Define reasonably priced
We know it when we hear the number. :)
and what metadata need to be tracked?
Exact details are TBD, but presumably there would be master categories such as hardware - software - document - and "other". Then each category would drill down as needed, for example, hardware > computer > microcomputer > Commodore > 64, with various fields such as item number, does it work, cosmetic condition, who donated it, etc. ..... we can't possibly think of all the sub-categories in advance, so there would be plenty of rearranging as needed.
I installed Collective Access on my Linux server to evaluate it
We're aware of that program. There is another popular one called PastPerfect. What scared me away is the complexity and the hosting costs on their respective web sites. In theory we could put it on our own hosting account, but I don't know how much space/bandwidth these products need, nor what it takes for someone to be an ongoing sysadmin ..... that's why I think something simpler may be better for us, something that's more of a straightforward database service vs. a big professional museum application. Perhaps you'll find otherwise, let me know how your test goes.
On 12/25/2017 9:35 PM, Mike Loewen via vcf-midatlantic wrote:
On Mon, 25 Dec 2017, Evan Koblentz via vcf-midatlantic wrote:
Define reasonably priced
We know it when we hear the number. :)
and what metadata need to be tracked?
Exact details are TBD, but presumably there would be master categories such as hardware - software - document - and "other". Then each category would drill down as needed, for example, hardware > computer > microcomputer > Commodore > 64, with various fields such as item number, does it work, cosmetic condition, who donated it, etc. ..... we can't possibly think of all the sub-categories in advance, so there would be plenty of rearranging as needed.
I installed Collective Access on my Linux server to evaluate it, and am in the process of setting up the metadata fields and adding some inventory. It can all be done via web GUI, so far. The core database application is called Providence, and runs on the traditional LAMP setup. There's a public-access web frontend that goes along with it called Pawtucket. I'm just working with Providence, at this point. I'll give you my impressions after I play with it some more. For the moment, I'm taking the "how far can I get before having to read the documentation?" approach. :-)
Mike, I had installed C/A on the server at my co-location site - No issues other than bandwidth when trying to use Pawtucket on iOS (ipad). As far as metadata, I went with the built-in isad(g) profile to start with. Link: https://www.ica.org/en/isadg-general-international-standard-archival-descrip... So far, no reason to go with Dublin Core http://www.dublincore.org/ Martin
Define reasonably priced
We know it when we hear the number. :)
and what metadata need to be tracked?
Exact details are TBD, but presumably there would be master categories such as hardware - software - document - and "other". Then each category would drill down as needed, for example, hardware
computer > microcomputer > Commodore > 64, with various fields such as item number, does it work, cosmetic condition, who donated it, etc. ..... we can't possibly think of all the sub-categories in advance, so there would be plenty of rearranging as needed.
I installed Collective Access on my Linux server to evaluate it, and am in the process of setting up the metadata fields and adding some inventory. It can all be done via web GUI, so far. The core database application is called Providence, and runs on the traditional LAMP setup. There's a public-access web frontend that goes along with it called Pawtucket. I'm just working with Providence, at this point. I'll give you my impressions after I play with it some more. For the moment, I'm taking the "how far can I get before having to read the documentation?" approach. :-)
Mike, I had installed C/A on the server at my co-location site - No issues other than bandwidth when trying to use Pawtucket on iOS (ipad).
As far as metadata, I went with the built-in isad(g) profile to start with. Link: https://www.ica.org/en/isadg-general-international-standard-archival-descrip... So far, no reason to go with Dublin Core http://www.dublincore.org/
Martin pointed out to me that if use such a system, then it could be installed on an AWS non-profit account, vs. on our vcfed.org hosting account. But my overriding concern is the sysadmin complexity.
participants (9)
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Ben Greenfield -
Dave Wade -
Evan Koblentz -
Evan Koblentz -
John Heritage -
Martin A Flynn -
Martin Flynn
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Mike Loewen -
Tony Bogan