“Cataloguing workflows form the bridge between the physical object and the digital knowledge space.”
They enable the structured recording of collection objects directly on site – either as a mobile Progressive Web App or as a desktop application. The focus is not on producing the most comprehensive documentation possible, but on the efficient and object-friendly capture of all information that is immediately available from the object itself.
Our approach follows a clear principle: each object should ideally only need to be handled once. During the cataloguing process, essential metadata is recorded, photographs are taken and condition information is documented. On this basis, many subsequent tasks can later be carried out directly on the digital record. Further scholarly qualification, indexing and enrichment then take place within the primary system or the existing workflows of your institution, while the physical objects can remain safely protected in storage.
The workflows are based on proven standard software but are individually adapted to collections, cataloguing guidelines and institutional requirements. Role and permission systems ensure that different user groups can access the functions relevant to them – from data capture and quality assurance to handover to primary systems and specialist applications.
With more than 20 years of experience in developing digital information systems, we know that successful digitisation begins with data capture. That is why our cataloguing workflows combine speed, data quality and sustainable processes into a solution that simplifies the long-term management of collections.
Where Our Cataloguing Software Fits within Our Technological Ecosystem
Our cataloguing workflows are also fully integrated into the shared infrastructure. Captured data can be transferred simultaneously to local working databases, institutional primary systems and the central portal index. As a result, information is immediately available for research, quality assurance, analysis and further workflows.
Cataloguing therefore does not end with data capture. Even during the project itself, up-to-date insights into processing status, collection structures and quality characteristics of the holdings become available. Using the same analysis and evaluation mechanisms that underpin our portals, progress can be documented, priorities identified and decision-making supported through data-driven insights.
Learn more about the technical and conceptual foundations of our solutions on the System Architecture page.
From Object to Digital Record
This raises the next question: How does a collection object become a structured digital record that not only documents the object itself, but also remains sustainably usable for research, collection management and digital applications in the long term?
Our cataloguing workflows are developed around your collections, workflows and professional requirements. Together, we define which information should be documented directly at the object during the recording process and design a workflow that integrates seamlessly into your existing infrastructure.
Data capture is carried out efficiently, in a structured manner and with minimal handling of the objects. Photographs, condition reports, location data and metadata are documented directly on site and are then available for further qualification, analysis and scholarly processing. The result is a continuous workflow that connects objects, data and existing systems:
I. On-Site Object Capture
The cataloguing process begins where the collection objects are located: in storage, in the depot or in the exhibition. Our application is available as a progressive web app on smartphones and tablets as well as a desktop application, enabling structured on-site recording of collections.
We deliberately focus on the information that is directly visible or clearly identifiable on the object itself. Core data, location information, condition characteristics, conservation needs and photographs are captured within a clearly defined workflow, without slowing the process down with unnecessary complexity.
II. Enrichment and Integration of Your Collections
The cataloguing process does not end with data capture. All information is immediately integrated into the existing system landscape and becomes available for further workflows.
Depending on your requirements, data can be transferred to local working databases, institutional primary systems or directly into the central knowledge and portal index. Different roles and permission levels ensure that approvals, quality assurance and data transfers are carried out in a controlled and traceable manner.
Further scholarly indexing, domain-specific enrichment and qualification can then take place in the designated systems. This creates an end-to-end workflow that connects data capture, documentation and scholarly processing without replacing existing working practices.
III. Analysis, Location Management and Continuous Development
Because the cataloguing data becomes an immediate part of our shared infrastructure, extensive reporting and analysis functions are available even during ongoing data capture.
Processing status, object groups, condition assessments and cataloguing progress can be tracked via facets and statistical evaluations, supporting project management and quality assurance. At the same time, location information can be documented and changes managed in a traceable way.
For relocations, reorganisation of storage areas or internal object movements, an integrated location management system is available that documents transfers and ensures that the current whereabouts of each object can be traced at any time. This creates a sustainable working environment that unifies cataloguing, collection management and analysis within a single continuous process.
Every cataloguing project follows its own rules
“Unlike portals or digital engagement tools, there is no universal demonstration environment for cataloguing workflows.”
The applications are individually adapted to collections, workflows, cataloguing guidelines and existing system landscapes. Many of the underlying processes, data structures and content are also institution-specific and not intended for public use.
For this reason, we deliberately refrain from providing a freely accessible demo. Instead, we would be happy to show you in a personal discussion how cataloguing, quality assurance, location management and data integration work together in practice – and what opportunities this opens up for your institution.
Whether for individual collections, large-scale cataloguing projects or integration into existing primary systems – we work with you to analyse your requirements and develop the appropriate workflow. Upon request, we can present concrete use cases, explain technical details and demonstrate functionalities based on real project scenarios.
Get in touch with us – we will be happy to show you how digital cataloguing can become part of a sustainable data ecosystem.