Choosing the Right Fit for Your Museum

• ShareCopied to clipboard
• LinkedIn
• Mail
• Print

PastPerfect has been a staple in the museum industry since it launched in 1998. Its familiar layout and dependable structure have made it the go-to collections management system for countless institutions over the years. I’m not usually one to toss out something reliable and vintage just because something new comes along—but sometimes, something new actually fits better.

That’s been the case for me with CatalogIt, a modern, cloud-based alternative that aligns more closely with the evolving needs of today’s museums. So, which is better? That really depends on your organization.

Let’s take a closer look at the pros and cons of each:

CatalogIt

Pros:

• User-Friendly Interface: Designed with ease of use in mind, making it accessible even to first-time users.
• Easy to Train Volunteers: Ideal for small museums or those relying on part-time staff or volunteers.
• Affordable: Offers a budget-friendly solution for institutions looking for robust features without breaking the bank.
• Cloud-Based: Access your collection from anywhere—no on-site server needed.
• Strong Customer Support: Known for responsive and helpful support.
• Mobile-Friendly: Manage collections from a tablet or phone, on the go.

Cons:

• Fewer Advanced Features: May lack the depth required by larger institutions with complex needs.
• Limited Field Customization: Some users wish for more control over which fields are visible or required for catalogers.

PastPerfect

Pros:

• Comprehensive Features: Manages collections, exhibits, donor info, and more.
• Authority Files: Helps maintain consistent data entry through controlled vocabulary.
• Cost-Effective: Still a budget-friendly option for many museums.

Cons:

• Steep Learning Curve: Requires more training, especially for users unfamiliar with databases.
• Less Intuitive Interface: Navigation can be clunky and time-consuming.
• Outdated Search Functions: Particularly in older versions, search capabilities feel dated.
• Image Upload Limits: Restrictions on file size can be frustrating.
• Not Mobile-Optimized: Best suited for desktop use, with limited flexibility.

So… Which One Is Right for You?

That depends on your size, staffing, tech comfort level, and goals. If you’re still unsure, here’s a Collections Management Software Decision Mini-Toolkit to help you compare systems and make the best choice for your organization.

Want a second opinion or a walk-through of the options? Reach out in the comments or directly through email: insight@kaleidoscopehf.com

Alt Text: Vibrant watercolor illustration of a laptop in shades of purple, blue, and pink, flanked by swirling decorative flourishes—blue and teal on the left, orange and red on the right.

Next Sunday’s feature is, Do You Have Volunteers or Volunteer Employees? The associated mini-toolkit is designed to help you keep track and demonstrate their value.