Collections
Collection management built from the ground up for cultural heritage. Full Getty vocabulary integration, open standards support, and complete audit trails - without the legacy architecture.
Request a demoBuilt for how institutions actually work
Collections is built to replace legacy systems with a web-based, workflow-first platform. Every feature is designed around museum workflows and museum procedures.
Museum Procedures and Best Practices
Comprehensive support for museum collection procedures and best practices.
Object entry
Log objects entering your care with entry forms, temporary numbers, and ownership documentation.
Acquisition & accessioning
Formal acquisition workflows with provenance documentation, legal transfer, and accession numbering.
Location & movement control
Track where every object is, where it has been, and authorize movements between locations.
Cataloguing
Full object description following museum units of information and CDWA categories.
Loans in & out
Manage incoming and outgoing loans with facility reports, condition documentation, and insurance tracking.
Condition checking
Document object condition with structured assessments, photography, and conservation recommendations.
Conservation
Track treatments, materials, and conservation history with before/after documentation.
And more
Object exit, deaccession, insurance, valuation, audit, and additional procedures.
Exhibition checklists
Versioned checklist templates for each exhibition phase - planning, install, open, deinstall, and travel - with role assignments.
Cataloguing & Description
Capture the information that matters with flexible cataloguing informed by CDWA and established museum procedures.
CDWA categories
Object description following Categories for the Description of Works of Art.
Custom field configuration
Add organization-specific fields alongside standard vocabularies and categories.
Object relationships
Link related objects, parts, and sets with typed relationships.
Hierarchical objects
Manage complex objects with multiple components and sub-objects.
Rich text descriptions
Full formatting for narratives, exhibition labels, and scholarly notes.
Multilingual support
Catalog objects in multiple languages with field-level translation.
Authority Control
Consistent, controlled vocabulary across your entire collection.
Getty AAT integration
Art & Architecture Thesaurus for object types, materials, and techniques.
Getty ULAN integration
Union List of Artist Names for creators, makers, and associated people.
Getty TGN integration
Thesaurus of Geographic Names for places and locations.
Local authority files
Create and manage organization-specific controlled vocabularies.
Authority suggestions
Autocomplete from Getty vocabularies as you type.
Term reconciliation
Match existing data to authority records in bulk.
Location Management
Know where everything is, and where it has been.
Hierarchical locations
Buildings, floors, rooms, cases, shelves - as deep as you need.
Current location tracking
Every object has one authoritative location, always up to date.
Movement history
Complete audit trail of every location change with dates and reasons.
Movement authorization
Require approval for movements between security zones.
Bulk movements
Move entire shelves, cases, or rooms in one operation.
Location reports
Inventory lists, empty locations, and capacity planning.
Search & Discovery
Find objects instantly across your entire collection.
Full-text search
Search across all fields, notes, and descriptions.
Faceted filtering
Narrow results by object type, date, location, status, and custom criteria.
Saved searches
Store and share complex queries for repeated use.
Advanced query builder
Boolean logic, date ranges, and field-specific searches.
Quick find
Jump directly to an object by accession number or ID.
Browse by hierarchy
Navigate through classification schemes and object groupings.
Audit & Accountability
Complete transparency for accreditation and governance.
Field-level audit trail
Every change recorded with user, timestamp, and before/after values. Full accountability built in.
Change history
View the complete history of any object, any field, any time.
Immutable records
Audit logs cannot be modified or deleted.
Export audit logs
Generate reports for accreditation reviews and audits.
Role-based permissions
Control who can view, edit, and approve at the field level.
Provenance tracking
Document ownership history and custody chains with linked evidence.
Guide in Collections
Madrona's museum-trained assistant works inside Collections - answering questions about your records, prompting through workflows, and looking up vocabularies. Same Guide that works across the platform.
Natural language search
Ask questions about your collection in plain language - Guide searches, cross-references, and explains.
Museum-trained model
A museum-specific model tuned on collections-management procedures, conservation science, art history, NAGPRA, rights management, and digital preservation - grounded in your own records before it answers.
Collection-aware answers
Searches your actual records before answering - no hallucinated objects or invented accession numbers.
Vocabulary lookups
Search Getty AAT, ULAN, and TGN directly in conversation for correct terminology.
Workflow guidance
Navigate standard collections management procedures - Guide knows what fields are required and what steps come next.
Knows its limits
Trained to defer on conservation treatment, legal questions, valuations, and policy decisions - it guides, it does not decide.
Mapping & Geography
Visualize your collection geographically.
Collection origin map
See where objects in your collection originated, with markers sized by count and grouped by place.
Loan network map
Visualize lending and borrowing relationships with partner institutions on an interactive map.
Shipment route tracking
Track exhibition shipment routes with carrier info, status indicators, and arrival dates.
Geocoding
Automatically resolve place names to coordinates using authority records.
Document Generation
Generate branded PDF documents directly from your records.
Loan agreements
Branded incoming and outgoing loan agreements generated from loan records.
Object receipts
Print receipts for objects entering or leaving your care.
Packing lists
Generate packing lists for shipments with object details and handling notes.
Condition reports
Printable condition reports with images, diagrams, and assessment details.
Facility reports
Venue and facility reports for loan assessments.
Organization branding
All documents incorporate your logo, colors, and letterhead.
Barcode & Inventory
Physical inventory tools built into the platform.
QR code labels
Generate printable label sheets with QR codes, object numbers, and titles.
Barcode scanning
Scan barcodes to instantly pull up object records on any device.
Inventory campaigns
Run structured inventory audits with progress tracking and discrepancy reporting.
Scan logging
Every scan is logged with timestamp, user, and location for accountability.
Built-in intelligence
Guide
Ask about any object and get grounded, cited answers from your own catalog - no invented accession numbers. Guide works inside Collections, included with every plan.
Explore GuideSee Collections in action
Schedule a demo to see how Collections can replace your legacy CMS with a web-based, standards-first platform.
Request a demo