In de diepte: MuseumPlus als collectiebeheersysteem achter de nieuwe erfgoeddatabank

Let’s take a step back: why this integration?

Collection registration is a crucial component for any organisation with a heritage collection. A collection registration or management system allows you to map out your collection, ensure its optimal care, and share it with the wider world.

Erfgoedplus and Erfgoedinzicht are good examples of such systems, although they are now quite dated. These databases were originally provincial and each have their own focus. The Flemish government – which took over management of the databases in 2018 – has therefore been exploring how to integrate them, and believes a new heritage database can serve as a means to facilitate the digital transformation of the cultural sector. It can contribute to making digital cultural content optimally usable, findable and visible, both within the cultural sector and beyond.

The new heritage database will ensure better alignment of the current systems – Erfgoedplus and Erfgoedinzicht – on a future-proof heritage database. Professional museums and heritage organisations alike, as well as local authorities, church administrations and local history societies, will soon be able to use the new heritage database.

From eight to three candidates

Following a preliminary study in 2018, which resulted in a project proposal, we went through an extensive analysis phase in 2022: how realistic is this proposal and does it satisfy users’ needs? Various focus groups with current and potential users, experts and sector organisations, followed by a study of the market, outlined the definitive project scope.

The qualities of zetcom and MuseumPlus at a glance:

• User-friendliness

• Extensive functionalities

• Accessible and usable data

Read more about each element below.

From volunteers to professional staff, and from inexperienced to experienced registrars or managers: the heritage database users are very diverse. They also have different needs and varying knowledge of collection registration. Ease of use was therefore an important factor to consider.

How does user-friendliness manifest in MuseumPlus?

• The input screens are very intuitive: you quickly get the hang of it. In just a few clicks, you can get a result, and bulk changes are also possible – which is a significant time saver;

• The extensive search function allows you to quickly search for specific words or phrases. You can filter, sort or refine search results. Searches can also be saved for later use again later;

• The system is configurable. As well as being able to adjust the number of input screens, you can also configure their complexity – which makes entering an object manageable for everyone;

• The support options and manuals are comprehensive and clear;

• MuseumPlus is available in Dutch and is already in use in Belgium and the Netherlands;

• You can work with MuseumPlus from any location because the heritage database is provided as Software as a Service (SaaS) – meaning that it is offered as an online service.

Thanks to its extensive functionalities, MuseumPlus meets the high demands that collection management institutions place on collection management systems. Additional functionalities will be developed In the future – as zetcom is an international player that continues to respond to latest trends. As a large group of users of the tool, we also have an influence on these further developments.

Other benefits?

• In addition to heritage objects, you can also register archives, documentation and collections, as well as processes such as valuation or disposal;

• You can easily perform imports without any intervention from meemoo;

• Our content partners can feed data into the meemoo archive system;

• There is no limit to the number of accounts per organisation. Also useful: if all users have and use their own account, you can always track who made which changes;

• Ready-made reports give you insights into your data and the improvements you can make;

• MuseumPlus is equipped for multilingualism. Integrations with the automatic web translation service DeepL are also possible;

• Zetcom will soon roll out a new app for location management;

• MuseumPlus allows for the efficient organisation of exhibitions.

Collecting your data in a database is one thing, but making this data accessible and usable to the outside world is another matter. We therefore considered in our decision how MuseumPlus can help make collection data more findable, accessible, exchangeable and usable.

MuseumPlus provides the following possibilities in terms of accessibility and quality open data. How can MuseumPlus help make your data FAIR (Findable, Accessible, Interoperable, Reusable)?

• The availability of an overarching searchable website;

• With additional APIs and IIIF, you can link to your own website;

• The system uses Persistent Identification (PID). A durable web address solves the problem of ‘link-rot’, and sharing and exchanging information about your collection on the web is always possible;

• You can use the required rights fields to enter an object’s copyright status;

• You can map data and make it accessible to commonly used exchange standards in Flanders and beyond – so you can exchange your data uniformly with the cultural sector;

• Zetcom is a Spectrum partner, which makes it straightforward to use description standards commonly deployed in the museum, library and archive sector – giving everyone the chance to professionalise, not just the large institutions.

A first look at the service

Now that the new collection management system has been selected, we can look ahead to the coming years with more certainty. First action points on the agenda: adapt MuseumPlus to our needs and migrate Erfgoedinzicht and Erfgoedplus to the new solution. Once this is complete, the service for users will begin. We are currently still very busy shaping this service. One thing is certain: the service will focus on unburdening users, mainly in terms of technical infrastructure.

Specifically, meemoo will be responsible for the standard configuration of the software – for example, setting up input screens and providing templates – and ensuring the necessary documentation. There will also be training for the new system in the long term, and we will keep our finger on the pulse with a user group: from signalling needs and prioritising new developments to exchanging knowledge and experiences with other users.

Economies of scale will mean we can offer the system at an affordable price for all users. Many users will gain access to new possibilities with these accessible costs.