List of the Top 11 Free Collections Management Software in 2025

CatalogIt serves as a user-friendly Collections Management System (CMS) designed for museums, private collectors, and professional conservators. This application enables various users to securely catalog and collaboratively oversee their collections from any device, enhancing accessibility and teamwork. As a subscription-based SaaS, CatalogIt combines robust security measures with cloud and mobile capabilities. It reassures users by safeguarding collection information through documented controlled vocabulary, ensuring it is stored offsite and remains accessible solely to authorized personnel, all while being readily available whenever needed. With its comprehensive features, CatalogIt streamlines the management process and promotes effective collaboration among users.

Artscapy stands out as the pioneering Art Account globally, designed to make art investment and collection more accessible for the 50 million collectors and investors worldwide who face challenges due to existing market barriers and complexities. By leveraging technology, we have created a seamless art purchasing experience within a unified ecosystem. Our comprehensive art account benefits from the industry's most robust and secure inventory management system. Additionally, Artscapy offers: - tailored collection development - real-time value tracking and analytical insights - expert appraisals - insurance coverage - logistics support - various selling avenues, including private brokerage, peer-to-peer trading, and auction consignment. In 2023, TechNation recognized Artscapy as one of the Top 30 most innovative startups in the UK, underscoring our commitment to transforming the art market. This recognition not only highlights our innovative approach but also reinforces our dedication to supporting art collectors and investors in a meaningful way.

Proficio Elements, created by Re:discovery Software, is a highly respected software platform designed for the effective management of collections and archives. Its ease of use, paired with powerful capabilities, significantly improves the process of overseeing and accessing museum collection records, rendering it both easier and more enjoyable for users. Featuring intuitive navigation and customizable fields, along with time-saving tools and a search function similar to that of Google, Proficio Elements also provides report templates, list view options, thumbnail displays, a zoo feature, and a data backup tool, among other functionalities. This extensive array of resources not only boosts operational efficiency but also enhances the overall management experience for professionals working in museums. Consequently, users can expect a more streamlined workflow, ultimately leading to improved engagement with their collections.

A comprehensive platform that combines art management solutions, a website creation tool, and a marketplace, facilitating the buying, selling, and discovering of art for galleries, artists, and collectors alike. - Inventory Tracking - Embedded Sales and Marketing Features - Customer Relationship Management (CRM) - Invoicing coupled with Point of Sale - Integrations with External Services - Sales Performance Analytics - Personalized Branded Documents - User-Friendly Website Builder with No Coding Required

Artwork portfolio software is essential for artists, galleries, and collectors to efficiently manage their artwork, inventory, and catalogs. ArtMoi stands out as a cloud-based solution that equips professional artists, collectors, and galleries with comprehensive tools to catalog, organize, track, and share essential provenance information all in one accessible platform. As a creation registry platform, ArtMoi is capable of monitoring any piece of art or collectible throughout its entire lifecycle. Our vision is to establish a system akin to ISBN for visual art and high-value collectibles, ensuring each artwork receives a unique global ID number that facilitates the tracking of its relevant information over time. We are also dedicated to creating an industry standard that empowers artists to oversee their long-term provenance tracking effectively, which is crucial for maintaining the integrity and value of their work. By providing this innovative approach, we aim to enhance the credibility and traceability of the art market as a whole.

The application designed for overseeing your portfolio, gallery, and collection simplifies the management of art, making it just as enjoyable as appreciating it. With this app, you can effortlessly manage your art collections by adding, searching, filtering, and sharing artworks. Additionally, it enables you to generate reports and documents with ease. simplify.art proudly introduces the first free mobile app that includes in-app sharing features. Our goal is to become the leading partner in art transactions and communication, enhancing the experience for all art enthusiasts.

Working with a wide variety of organizations, from prominent national museums to smaller local historical associations, specialized archives, and catalogs raisonnés, this vast selection of applications has cultivated an extensive range of customizable features. CollectiveAccess caters to numerous entities, such as academic institutions, art organizations, foundations, corporations, museums, archives, and historical societies. We offer personalized consulting services to our clients, helping them maximize the advantages of our free and open-source software. The Whirl-i-Gig team is particularly skilled in migrating data from outdated or unsupported content management systems to CollectiveAccess. Our developers are ready to aid in extracting your legacy data and developing a custom metadata schema, or improving an existing one, to better accommodate your records. Furthermore, we can import legacy data and media into CollectiveAccess in their original formats, or assist in refining and optimizing data that needs additional work. By providing these tailored services, we strive to empower organizations to effectively manage, preserve, and utilize their valuable collections for future generations. Ultimately, our goal is to enhance the accessibility and functionality of their resources.

Managed Artwork offers a comprehensive and intuitive database tailored for the management of art galleries, addressing the varied needs of fine art establishments. We partner with galleries of all sizes and styles globally, providing customized subscription plans that cater to the individual requirements of each gallery. Being a cloud-based solution, the Artwork Manager negates the need for software installations on your devices, granting access from any location with internet connectivity. With the Artwork Manager Art Gallery Inventory Management Software, you can easily monitor extensive details about your artists, such as their biographies, contracts, commissions, and returns. Moreover, this platform enables you to gather all your artists' contact information alongside your customer data in one unified database, thus improving overall operational efficiency. Imagine the Artwork Manager functioning as a customer relationship management system specifically crafted for the art sector. In addition, it supports the organization of mailing and shipping information, along with notes and interactions with your artists, ensuring a smoother and more cohesive management process. This holistic strategy not only boosts gallery productivity but also nurtures stronger connections with both artists and patrons, ultimately contributing to a thriving art community. By adopting this modern approach, galleries can stay ahead in an ever-evolving industry.

eHive is a cutting-edge online cataloging platform utilized around the world by a variety of museums, organizations, and private collectors to manage their collections. This system allows users to catalog their items, upload images, keep track of acquisition details, and display their collections on the web. It is accessible via any device with a web browser, including desktops, laptops, and smartphones, ensuring that all collection information remains secure and easily accessible, as we take care of all data hosting and backup needs. In addition, we handle all system updates, providing users with instant access to the latest features offered by eHive. As a cloud-based and cost-effective solution, eHive streamlines the process of sharing your collection online, allowing you to concentrate on your items while we take care of the technical details. Moreover, eHive facilitates easy data sharing with prominent aggregation platforms such as Trove in Australia and Digital NZ, all while maintaining your branding and offering the flexibility similar to that of the WordPress content management system. With eHive, you are empowered to manage and promote your collection effortlessly and effectively, making it an invaluable tool for collectors of all types. Ultimately, eHive enhances not just the management of collections but also the experience of sharing them with a wider audience.

Collecteurs, known as The Collective Museum of Private Collections, provides both free and subscription-based cloud solutions for managing art collections. Its user-friendly platform enables collectors to showcase their works while networking with other collectors and galleries. The Emerging account is entirely free, offering a fresh approach to art collection management and fostering a social community among users. Additionally, we provide specialized software for gallery management, which helps galleries promote their exhibitions, track artworks, and maintain purchase records. Although gallery accounts require an invitation to set up, interested parties can easily request one through our pricing page. This dual offering not only enhances the art management experience for collectors but also strengthens community ties within the art world.

We are excited to announce the Museum Archive software initiative, designed to enable museums, historical societies, educational institutions, nonprofits, and other organizations to manage their collections effectively while avoiding the burden of costly database management systems. This initiative seeks to provide high-quality, free database software tailored for groups that operate on limited budgets. Available at no cost, you can further support this museum project by spreading the word about this invaluable resource. In addition, I am offering a comprehensive book focused on database design, and as a special incentive, I am also providing a free Premium edition of the software to everyone since November 2018. The proceeds from the book will be allocated to future improvements of the application, ensuring it remains a relevant and effective tool for its users. By promoting this initiative, you play a crucial role in empowering organizations to preserve, curate, and exhibit their significant collections for future generations. Together, we can make a meaningful impact in the realm of cultural preservation and education.