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Collector Systems is the leading cloud-based collections management system. Accessible from any internet-enabled computer, tablet, or smartphone, Collector Systems provides the tools to expertly document any type of collection. Our advanced security practices provide the highest standard of privacy, and daily backups ensure that your data is protected at all times.
Collector Systems can manage over 1,000 specialized data fields for various collection types including Art, Archaeology, Archives, Biology, Ethnology, Geology, History, Paleontology, Jewelry, Cars, and Clothing.
Collector Systems can be used by museums, institutions, universities, private collectors, art advisors, family offices, corporate collections, and more. Our system adapts to your specific needs.
Today we read email, shop, socialize, and bank online. Over the past decade, we have refined the best possible tools for managing your collection online. We built Collector Systems to create the ideal experience for our clients. We don’t build software to match hardware; we build software to match people. Our cloud-based system allows us to update our program quickly and easily throughout the year, and deliver new innovations to our users seamlessly. With just an Internet connection, you can access your information from anywhere in the world, and share it with anyone you wish. No waiting for discs to arrive, no complicated installation instructions, and no IT department needed.
Our philosophy is that you should be able to find anything you need within a few clicks of a mouse or taps on a touchscreen. Unlike other systems, you don’t need to spend weeks learning how to use our program – there are no special characters, no jargon, or complicated search strings to memorize. After working with our system for about an hour, you will be able to navigate, search, add, and edit your data. If you have any further questions, our support page and expert Support team are available to assist you at no additional cost.
All you need to use Collector Systems is a current Web browser. We recommend the latest version of Chrome, Firefox, Safari, Internet Explorer, or Edge. Collector Systems will work through your browser on any web-enabled device (laptop or desktop computer, tablet, or smartphone).
Documenting your collection allows you to see the things you love in an entirely new way. We allow you to access, control, and document your collection at a previously unachievable level. Our belief is that you should enjoy your collection, not worry about managing it. Let us do that for you.
Our company was founded to serve the needs of collectors with museum-quality artwork, Fortune 500 companies, and others for whom security and discretion is of the utmost importance, and from the very beginning, we have met and exceeded the highest possible standards. You can trust us to guarantee your privacy with bank-level security and beyond. You decide how much access you wish to grant to each individual user, and you can track activity and login information for any person on your account.
We’re sorry to see you go. If there is anything we can do to keep you as a client, please let us know. If you are having difficulty using Collector Systems, or if something is not working as expected, please feel free to contact us. We are here to work with you and to assist you. If you would still like to close your account at any time, please contact us.
Yes, we offer demos and trial periods so you can test-drive our system before committing. Contact us to schedule your personalized demo and learn about trial options.
We combine powerful customization (130+ user-defined fields), intuitive design, mobile access, bank-level security (SOC 2 Type 2 and ISO 27001 certified), and superior support at no additional cost. Our cloud-based platform means no installation, automatic updates, and access from anywhere.
Yes, Collector Systems supports multiple users with customizable permission levels. You control what each user can view, edit, or access, and you can track all user activity and login information.
Yes! Collector Systems is available in the following languages:
English (United States)
English (United Kingdom)
Chinese Simplified (中文S)
Chinese Traditional (中文T)
Dutch (Nederlands)
French (Français)
German (Deutsch)
Hebrew (עברית)
Italian (Italiano)
Japanese (日本語)
Dzongkha (རྫོང་ཁ)
Portuguese (Português – Portugal)
Russian (Русский)
Spanish (Español – España, alfabetización internacional)
Swedish (Svenska – Sverige)
While Collector Systems is an out-of-the-box solution, several customization options match an organization’s needs. These include the ability to hide unneeded fields/tabs, customize the order in which fields appear, and create a set of user-defined (custom) fields.
Users cannot access Collector Systems offline to enhance the security of our SaaS platform.
However, Collector Systems is accessible anywhere you have cellular service through our mobile app.
Our Import functionality is available for users who do not have internet access. Data can be entered into spreadsheet templates provided by Collector Systems and imported when a connection is available again. The import utility also supports batch upload of images and documents.
Yes! Collector Systems offers unlimited support and training for all users at no additional cost. Our support team is available via dedicated email, phone, and web meeting (Zoom) to help with onboarding, ongoing questions, and additional training sessions whenever you need them.
We also provide a comprehensive knowledge base with field definitions, how-to articles, and extensive instructional materials available to all users.
There is no set limit to the number of object records you can add to your Collector Systems account. The system is designed to scale with your collection, whether you’re managing hundreds or hundreds of thousands of records.
Yes! Collector Systems is a cloud-based platform that supports multiple users accessing the same account simultaneously. Each person has their own unique username and login, which allows for individual workflows and keeps a clear activity record for each user.
Account administrators can invite users and set granular permissions for each one, controlling access by data type, editing ability, and more. Each user can be assigned either an Admin or User role:
Admin – Full access to everything, including user settings and billing.
User – Customizable permissions; you choose exactly what they can view, edit, or manage.
Yes. You can configure user permissions to be read-only or restrict access to specific modules like Valuations or Insurance.
Your account can be set up within minutes. Once you sign up, you’ll receive your login credentials and can immediately begin adding items to your collection. If you’re migrating from another system, our team can have your account fully populated within days depending on the size and complexity of your collection.
Use the Log In button, which is on the top of every page of our website. This will bring you to our log-in screen.
Or navigate to app.collectorsystems.com from any web browser and log in with your username and password.
Collector Systems is designed to be the most user-friendly collections management system available. We can offer advice on the best way to transfer your data from your old database to our system, or you can ask us to take care of the whole process. Collector Systems’ team of registrars are available to complete the data migration and conversion services for you. Our fast and efficient migration services will have your account up and running quickly so that you can simply enjoy your collection. Contact us for more details.
You may upload any file type supported by your computer.
Collector Systems supports all files types including JPG / JPEG, PNG, BMP, GIF, and TIFF.
Yes. We have an array of pre-formatted reports and labels available, or you can create your own custom reports and labels. The built-in Export function also allows you to download your information to Excel.
Collector Systems automatically backs up your data every day, but if you’d like to have a full account export of your information stored locally, you can use our full account export. This feature is disabled by default and is offered as a courtesy once per year. If you would like to download a full backup more frequently, there is a charge for this service based on the bandwidth required to generate the backup. To discuss more frequent backups and enable the feature, please contact us at support@collectorsystems.com.
Collector Systems can help you manage your collection. Don’t be intimidated by the task of populating an empty account – let us import your data for you. Our data migration team will have your account up and running in days so that you can sit back and enjoy your collection. Contact us to find out more information on the registrar and data migration services that we provide.
Yes, Collector Systems has controls in place to manage the risk of interruptions that may impact our service level commitments. All of our policies are reviewed by a third party during our ISO27001 audit. The full audit report is available upon request.
Yes. The policy establishes Collector Systems direction and support for information security and sets a risk management framework that is in accordance with business requirements and relevant laws and regulations.
Yes. This area focuses on achieving and maintaining appropriate protection of Collector Systems critical infrastructure required for its service delivery.
Collector Systems has a human resources security policy that ensures that all Collector Systems employees, contractors and third party users understand their responsibilities, and are suitable for the roles they are considered for.
Yes, Collector Systems environmental security policy is in place to prevent unauthorized physical access, damage, and interference to our premises and information.
Collector Systems’ access control policy framework is in place to ensure only approved users are granted access to appropriate systems and resources.
Collector Systems’ policies and processes are aimed at making sure information security events and weaknesses are communicated in a manner allowing timely corrective action.
Our team gives immediate attention to any report of security issues, and actively has technology in place to do so.
Collector Systems’ data center uses the best practices described in the ISO 27002 security standard. This standard is recognized globally as the most comprehensive framework for establishing and maintaining information security best practices within an organization. As these controls are essential to our security posture, we refrain from describing them in detail on publicly available documents. For further information, customers can request additional information under the appropriate confidentiality agreement.
Compliance and validation of our security policies and management are critical to the privacy and security of our client’s information. The following audit and review activities are in place to assure that Collector Systems’ data center’s implemented controls are designed and operating effectively.
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