The Challenges of Managing Digital Collections

Managing a digital collection comes with many challenges – dispersed data, multiple file formats, inconsistent metadata and the need for secure access. Without the right tools, archivists, curators, and librarians spend more time on administrative tasks than on meaningful preservation and engagement.

Recollect simplifies collection management by bringing everything together in one seamless platform. Here’s how it helps institutions streamline their workflows while maintaining high-quality digital records.

Centralised Collection Management: Everything in One Place

Unlike legacy workflows, Recollect consolidates all digital items and records into a single, easily accessible platform. This means:

  • no more scattered records – everything is organised and searchable
  • administrators save time with intuitive content categorisation
  • users can access related materials without switching between platforms

Example: A city archive using Recollect can store government documents, historical photos and oral histories in the same system, allowing researchers to find relevant materials quickly.

 

Customisable Metadata Templates: Adapting to Your Needs

Recollect doesn’t force you into rigid metadata structures. Instead, it provides flexible, customisable templates to accommodate any metadata schema you require, including:

  • Dublin Core, MODS, and other standard metadata schemas
  • Institution-specific fields to track provenance, condition, or ownership
  • Advanced filtering and search functions to locate items faster

Example: A university’s special collections department can tailor metadata fields for rare manuscripts, ensuring that researchers can filter by author, publication date or handwritten notes.

 

Administrative Controls: Secure Access and Permissions

Managing who can view, edit or contribute to digital collections is critical, especially for sensitive materials. Recollect offers:

  • granular access control settings for different users
  • secure authentication for managing private or restricted content
  • track and rollback changes, monitor deletion logs and moderate contributions to maintain data integrity

Example: A government records archive can allow the public to view general records while restricting classified documents to authorised personnel only.

 

Checklist: Choosing a Collection Management System for Efficiency

Before committing to a collection management platform, consider:

  • Does it centralise all items in a single, easy-to-navigate system?
  • Can metadata be customised to fit your institution’s unique needs?
  • Does it support bulk uploads to save time?
  • Are access controls robust enough to protect sensitive data?
  • Does it offer long-term digital preservation and backup solutions?
  • Is it scalable, accommodating both small and large collections over time?

Recollect is built to handle the complexities of modern collection management, making it the ideal solution for institutions looking to future-proof their digital archives.

Want to see how it works? Schedule a free demo today!