CollectionsBase

The Archive, Museum and Archaeology platform

The CollectionsBase software suite

CollectionsBase provides public access to the records of over 100 organisations large and small.

CollectionsBase Standard.

Single integration from Epexio, Modes, CALM, Adlib, Mimsy, EMu, AtoM, MuseumPlus, MicroMusee. Bespoke template to match your existing website, or alternatively a new design for your service. Includes WooCommerce e-commerce to standard gateways, events manager and our historic OS maps view.

CollectionsBase Aggregation.

Provisioned for county council record offices and heritage services, typically used to provide public access to CALM, and in aggregation with Museums using Modes and HER services using HBSMR or Arches. Digital surrogate delivery using Digital Preservation system connections and IIIF.

CollectionsBase Complete.

Our flagship product for county record offices and archive services which can be supplied via a monthly subscription, and comprising four key components hosted on separate servers.

AtoM Tool is a purpose-built migration application from Orangeleaf Systems Ltd that moves archive catalogues from Axiell CALM into Access to Memory (AtoM). It represents over twenty years of our deep experience of DS (Axiell) CALM. We use it to offer a free Data Migration Impact Assessment Report for new and existing customers.

AtoM, fully hosted, managed and supported by ourselves. Standards compliant, entirely web browser based archival records management to ISAD(G) and ISAAR. Avoids the vendor lock-in of proprietary software, to meet your Business Continuity requirements. No per seat licencing. Large worldwide community of users including the United Nations

AtoM is delivered backed up with a 4 hour RTO and 12 hour RPO SLA. We do not provide AtoM as a public facing website, it is only available to your archive service staff. Explore our Managed AtoM SaaS & CALM migration service →

Search. Our WordPress 7 based catalogue search and content management system. Full cross-hierarchy retrieval using the very latest semantic text embeddings and vectors, allowing archivists to maintain the ISAD(G) principle of non-repetition. Full facet responses over all Access Points. Using APIs the WordPress is entirely separated from the Collection Management system. We do not have web content in the archive management system database, and the solution can keep the content team and archive cataloguing team quite separate.

Over the 17 years of its development, the feature list for our CollectionsBase Search application is vast. We have unique features including: search results views over image gallery, timeline and historic maps. Rich block editing, embeddable widgets to pull in descriptions from AtoM. Collection Level Descriptions with full SEO and GEO optimisation. Full translation management for Welsh archives. Contact us for the full set of features.

Fully localised search

ROM. Our truly unique Reader and Order Management Customer Relationship Management style application. First developed for East Sussex Record Office - The Keep, and in continuous production use since 2012 at a number of county record offices.

The ROM provides the transactional day to day recording of production for archive search rooms. Document movements, transient locations, Reader Cards, production triplicate tickets, quotation requests and orders are managed here, and not in the Archival Collection Management system. All customer interfaces of our ROM are available in Welsh thanks to our Denbighshire and Flintshire colleagues.

Reader Session booking

Product Video

Our customer, North East Wales Archives comprising Denbighshire and Flintshire record offices have kindly allowed us to share their user guidance videos, which also showcase some of the features of CollectionsBase with our ROM.

Search

Requesting a copy

Booking the search room

Viewing scans and maps

Full geospatial GIS with archaeology findspots and museum objects
IIIF manager, cloud storage and Preservica ingest pipeline
Mosaic image gallery with dynamic search and refinement

“The system works well; staff don’t need to be IT wizards and now that the system is all set up and running smoothly, each partner uploads their data on an ‘as and when’ basis so that they are in control of what data goes onto the websites and when.”

Black Country History community manager

Setup and Annual Prices

CollectionsBase is available in standard off the shelf builds supplied as a hosted, Software as a Service product. Some customisation for the Customer Relationship Management and Council Payment gateway connectors is always required.

Standard

£4750 + VAT £675 + VAT p/a

Single Epexio, Modes, CALM, Emu CMS with bespoke design.

  • Search, gallery, timeline, maps, events, IIIF digital surrogates

Aggregation

£15500 + VAT * £2575 + VAT p/a *

Archive, museum, HER aggregations. County Record Offices

  • Upto 2 million records

  • archival hierarchy

  • IIIF digital surrogates

  • e-commerce reprographics; Civica and Capita gateways. Can be purchased via G-Cloud. *typical price; quote required

Complete

£None £Monthly

Complete

  • AtoM Collection Management System with migration from CALM service. CollectionsBase Catalogue Search and CMS website. Search room booking, management, triplicate tickets; Reader Registration, quotes and PAYG/subscription access to surrogates web application.