Manage your collections
Make your archives accessible
Overview
A collection isn’t just about what you have. It’s about how you manage it. Our Manage Collections service brings structure, order, and access-readiness to physical and digital heritage collections. From inventory and metadata to rehousing and digital file management, we help you build a sustainable and usable archive. This service can be fully implemented using the MAIS Information System. Either MAIS-Flexis (for management or internal use) or MAIS-(M)DWS (publish/web access). Prefer to use your own DAMS or CMS? No problem, we’ll adapt to your workflow.
Key Features
Our Process
Initial Assessment
We evaluate the current state of your physical and/or digital collection.
Inventory & Structuring
Assign shelf numbers, box labels, and unique identifiers.
Rehousing & Labeling
Move materials into archival-safe containers with clear labeling
Access Integration
Import structured data into MAIS-Flexis, MAIS-(M)DWS, or your existing system
Project information
Ideal For
- Libraries, archives, and museums
- Church and community archives
- Institutions planning digitization or public access
Timeline
- 3-12 months, depending on the scope and volume
Supported Systems
- MAIS-Flexis (collection management)
- MAIS-(M)DWS (online publishing)
- Can work with custom DAMS or CMS platforms
Standards & Metadata
- Dublin Core, ISAD(G), IPTC, PREMIS
- Optional: file-level metadata embedding or hashing
Deliverables
- Inventory files (Excel, CSV)
- Cataloging metadata sheets
- Structured folders for digital collections
Frequently asked questions
Do I need to use MAIS to access this service?
Not at all. We use MAIS-Flexis and MAIS-(M)DWS, but can also work with your own DAMS, CMS, or even a simple file structure.
Can you help import existing metadata into MAIS?
Yes. We offer data migration, cleanup, and mapping into MAIS-compatible formats.
What if I already started organizing my collection?
That’s great, we’ll build on what you’ve done and align it with best practices and your preferred system.
Will you train our staff to maintain the collection?
Yes! Training sessions can be added to help your team sustain the system post-project.
Related Services
Structure your archives, sustain your legacy
We’ll manage, organize, and prepare your collections for the future, digitally and physically.
