When you’re facing limited funding, staffing constraints, and other barriers, it might feel like purpose-built GLAM software is out of reach. But what if it isn’t?

You don’t need to make do with patched-together spreadsheets, complicated open-source software, or big-name providers that aren’t well-suited for smaller institutions.

There are scalable solutions that can meet your museum where it is, with its existing resources, and evolve as your teams do.

Learn how to go beyond settling for what you have, what to look for in prospective software and vendors, and where to find the right digital solutions for your needs.

What does “scalable” mean for GLAM software?

Scalable collections management and digital asset management solutions for GLAM adapt to and grow with your needs—no matter the size of your institution.

As your collections expand and you add new users, the software adjusts without causing performance or security issues.

But not all software is equally scalable. Certain well-known solutions are optimized for larger institutions, and may not be able to scale to your exact needs.

Scalability also means being able to implement new technology at your own pace. Consider cloud-native and API-first architecture, which support phased implementation and let you adapt gradually as your team feels ready.

Digital barriers that small museums face

All museums face digital barriers. But they often have a greater impact at smaller institutions that have limited teams, budgets, and resources.

The result? It’s harder for these institutions to connect with audiences, embrace digital strategies, and fulfill their missions.

The following challenges are common:

• Financial and operational constraints: Investing in a robust system or providing proper staff training can be tough on a tight budget. And when vendors charge extra fees for training and support, their solutions may be out of reach for small institutions.
  

• Small, stretched staff: Balancing the time and expertise needed to manage digital collections is a challenge for small teams, who often rely on volunteers and interns. Without technologies that support their work, it’s much more difficult to get things done efficiently, which adds additional strain.
  
  

• Technical infrastructure limitations: Upgrading your tech stack or adding new tools might feel out of reach. But if you don’t, your outdated computer systems and insufficient storage can create bottlenecks that make managing your collections and digital assets more difficult.
  
  

• Security gaps and issues: Aging technology can compromise your institution’s data security. Outdated software often isn’t updated regularly, which can lead to vulnerabilities that hackers may exploit, resulting in potentially devastating data breaches and cyberattacks.
  
  

• Overwhelming implementation processes: Implementing new software requires small museums to add new technology into their existing software stack. Many lack the resources and technical abilities needed, and it's daunting without clear guidance and support. The result? Implementation can get rocky quickly and lead to poor user uptake.
  
  

• Difficulties in engaging audiences: Capturing audiences’ attention is difficult to start with. And today’s museum visitors expect digital access to collections. Limited resources can prevent small museums from fulfilling these expectations—as much as they want to.
  
  

• Sustainability hurdles: Ensuring the long-term viability of digital initiatives becomes tricky when future funding and resources aren’t guaranteed. This lack of certainty can make it difficult to plan or justify investments in new software.

Some days, the barriers you face might feel insurmountable. But that doesn’t mean there isn’t a solution—or that you have to settle.

Breaking the myth of making do

Have you raised the need for a digital asset management system (DAMS) or collections management system (CMS) at your small museum? Were you told you’d just need to make do with current resources?

Many professionals at small institutions are in the same boat. But showing how implementing new software will save time and money in the long run is compelling. And by virtue of its smaller size, your institution may have advantages you didn’t expect.

Here’s how to challenge the argument that you’ll need to make do:

• Share the false economy of free or low-cost solutions: Implementing inexpensive alternatives may seem attractive to leadership. The issue is: low or nonexistent price tags don’t include important hidden costs. Explain how using these solutions could result in hours of staff time spent on workarounds, lost opportunities for audience engagement and growth, and the risk of data loss or corruption.
  
  

• Reframe the investment mindset: Purchasing a new DAMS or CMS may seem expensive up front. But choosing technology that supports DAMS and CMS on the same platform, such as Terentia, can be more cost-effective. Make sure you also highlight the longer-term benefits of new solutions, like operational efficiency, cost savings through software you don’t need to struggle with, and more potential to generate revenue through increased collections access and engagement.
  
  

• Highlight small institution advantages: Show how your institution’s size could be the key to its success. For example, share that you possess the agility to implement new systems faster than large institutions, have closer relationships with audiences that enable more targeted digital strategies, and can pilot innovative approaches with fewer bureaucratic barriers.

When you show leadership what the status quo costs, plus the benefits scalable software for small museums could deliver, you can build a solid argument for a new system.

What to look for in prospective software and vendors

Not all software for small museums is created equal—or tailored to their unique needs. When you know what to look for, you can choose the best vendor for your institution and increase your chances of a successful implementation.

Modularity

Choose a vendor that offers modular solutions that can grow and evolve as your needs change. Unlike software that must be implemented all at once, modularity enables you to implement the solutions you choose in parts or stages.

Take Terentia. It’s a unified platform that combines collections management, digital asset management, online collections, and digital preservation. You can start with a CMS or DAMS and add other modules when you’re ready.

And if your small museum already has a system for collections or digital asset management? You don’t have to dismantle your entire software stack. Terentia can connect with your DAMS, CMS, and other solutions via its API integrations.

Cloud-native infrastructure

Adopt cloud-native software to lower costs, offer secure remote access for your team and support your institution as it scales.

When your infrastructure is cloud-native, there’s no need to pay extra for items that strain your small budget—like on-premise servers or dedicated IT teams. Instead, everything’s stored safely in the cloud and staff can securely access the software from anywhere via the internet.

Cloud-native platforms powered by Microsoft Azure—like Terentia—also support data residency in your preferred geographic location. Controlling where your data is stored helps meet compliance requirements and maintain stakeholder trust.

Worried about exceeding size limits? Terentia scales with your institution’s needs and doesn’t charge steep fees for more storage space.

Enterprise-level security

Protect cultural heritage for future generations with robust security measures that safeguard your collections data and digital assets.

Data breaches and cyberattacks can affect museums of all sizes, and the impacts could be devastating. Enterprise-level security offers the best defence against these threats. And Terentia offers it at an attainable price for small museums.

Look for software that offers automatic updates, security patches to address vulnerabilities, and built-in backup and disaster recovery options.

Automated digital preservation activities

Choosing software that helps automate digital preservation activities can save museum staff considerable time. Employees are likely wearing many hats at your small institution, and solutions that reduce their workload can make a big difference.

Reduce manual work for your staff through Microsoft Azure automations that:

• Create backups: Generate multiple copies of your data that are stored in multiple locations through geo-replication. You’ll always have a backup to fall back on in the event of unexpected occurrences like outages or natural disasters.
  
  

• Protect files and data: Make sure your data stays accessible in the future. Azure allows you to perform integrity checks, review checksums to flag issues like bit rot or corruption, and heal corrupted files.
  
  

• Facilitate migration: Migrate your data from hot storage—that is, data you’re actively using—to archival storage for long-term safekeeping. Or transform it into a different format with ease.

Single tenancy

Opt for a single-tenant solution for your small institution—a dedicated software environment that only your team uses—for better security and performance.

Ever seen software for small museums that’s suspiciously inexpensive? It might be a multi-tenant solution, meaning your institution has its own environment, but shares system resources with other institutions.

Multi-tenancy comes with risks, like potential slowdowns if you share the system with heavy users, extended downtime during outages, and data vulnerabilities.

Single-tenancy solutions can be more expensive upfront. But when you go beyond financial factors—like the possible reputational damage that could result from a breach—risking a multi-tenant solution could end up costing you much more in the long run.

User-centred design

Help your small museum staff adapt to new technologies quicker and save valuable time with user-centred solutions designed with them in mind.

These interfaces can mirror your existing processes, rather than forcing new ones or tiresome workarounds. You can configure them to your institution’s unique collections and workflows, plus support the standards you use.

With clear navigation and logically organized features, your staff will face a minimal learning curve—no matter their level of tech savvy or computer skills. Role-based access enables you to display relevant features for different roles, teams, or departments.

When staff feel like a system is set up to support them, they are less likely to feel overwhelmed and more likely to adopt it successfully. You can also maximize their comfort with a phased adoption that hides advanced features until users are ready for them.

Affordable support, licences, and user training

Smaller institutions don’t have the budget for pricey CMS or DAMS training, especially after shouldering the cost of purchasing these systems.

Maybe you’ve purchased these systems for small museums before, only for your vendor to charge expensive fees for training and support. Or perhaps you’ve heard about other small museums’ negative experiences.

Choosing a platform like Terentia—that includes unlimited users and free training and support—can ensure you get the best possible value from your new software.

Instead of paying fee after fee, the Terentia team becomes almost like an extension of your IT team before, during, and after implementation.

Strong track record with small institutions

Work with a vendor that sees your small institution as a valued client, not a stepping stone on a path to something bigger.

Rather than offering one-size-fits-all software, they’ll be able to configure their solutions to your unique needs. They’ll also understand how your challenges and budgetary constraints differ from larger institutions.

Before choosing your vendor, ask if they can provide case studies and client referrals that show how they’ve successfully completed projects with smaller institutions.

Also, check public forums like Reddit or industry boards for reviews of the vendors you’re thinking of working with. Keep an eye out for dissatisfaction or mentions of serious problems, like data breaches or cyberattacks.

Avenues for finding the right digital solutions

Don't let flashy marketing campaigns dictate your technology choices. While vendors may promise their software is perfect for your museum, you'll need to do your own research to make the right decision.

Take time to thoroughly compare vendors and speak to other small institutions about the solutions they use. Even better? Find out if you can see your top picks in action—or even try them firsthand.

Not sure where to start? Find the right fit for your institution through:

• Professional networks and communities: Explore different vendors by attending industry conferences, browsing directories like Collections Trust and the Canadian Heritage Information Network (CHIN), and doing research on online forums and listservs for industry professionals.
  
  

• Peer institutions: Leverage your network by contacting institutions of similar size and type to yours. Ask about their software providers and request details on their implementation process, training and support, affordability, and staff responsiveness.
  
  

• Personalized demos: Look for vendors who are willing to tailor their demos to your institution’s needs. When booking these calls, ask them to show you specific workflows, demonstrate how their software handles various types of data, and walk through realistic scenarios for different staff roles.
  
  

• Sandbox versions: Inquire whether promising vendors offer a sandbox or trial versions of their solutions that you can try out for a limited period. Getting this hands-on experience allows you to assess whether their platform will work for your institution’s needs.

Case Study: Placer County Museums

For years, the Placer County Museums Division struggled with an expensive, difficult-to-use digital preservation system that didn’t operate like a DAMS as they were promised.

Switching to Terentia DAMS halved their digital asset ingestion time and enabled them to migrate decades of custom metadata from their existing CMS.

Read the case study to see how the right software helped the small-but-mighty team at Placer County Museums move from frustration to possibility.