Museum Account

CatalogIt Museum Accounts include an additional suite of professional collections management capabilities. Incorporated in the Museum Account are Chenhall’s Nomenclature 4.0 and the Library of Congress Thesaurus for Graphic Materials, allowing for quick and easy access to these widely-used controlled vocabularies. CatalogIt understands and facilitates Accession and Deaccession processes as well as Loan and Exhibition tracking. Repeating condition, valuation, and maintenance fields monitor changes over time. Multiple staff members, docents, and volunteers can collaborate in real time and across distributed locations.

Subscription Plans


  • 100 Entries

  • 5 Users

  • No time limit

  • Free


  • 25,000 Entries

  • 5 Users

  • CatalogIt HUB

  • $30/mo*


  • 50,000 Entries

  • 5 Users

  • CatalogIt HUB

  • $40/mo*


  • 100,000 Entries**

  • 5 Users

  • CatalogIt HUB

  • $50/mo*

* Anual subscription pricing. Subscriptions billed monthly +20%.
** Plans are scalable for collections larger than 100,000 Entries.


  • Additional Account User (above 5): $5/mo* each

  • CatalogIt integration API & WordPress plugins to publish to your own Website: $20/mo*

Favorite Features

  • Teams work collaboratively in real-time on multiple devices on-site or remotely

  • Build Entries independently or cooperatively via computer, tablet, or smartphone

  • Volunteers, docents, and staff easily access information to respond to visitor questions

  • Simple and intuitive reports and label creation

  • Selectively publish to the Web on the CatalogIt HUB for easy, searchable public access

  • Use the CatalogIt integration API and WordPress plugins to publish to your own Website

Sign Up Now 

Try CatalogIt FREE and experience the intuitive ease, collaborative flexibility, and security of 21st-century collections management. Create a CatalogIt account now and use it immediately on your computer or through our mobile apps. If your collections records are in another Collections Management System, read about our high-fidelity Data Migration Process below.

Transfer Your Existing Data

As a collecting institution, your collection is your most valuable asset. Your organization’s primary mission is likely to preserve and enhance your collections, and to make them accessible. Your collection data is documented, stored and utilized by staff, volunteers and docents. It must be accurate, safe-guarded, and accessible quickly to the right users when and where they need it.

Existing museum collection catalogs can be migrated quickly into CatalogIt from common museum cataloging systems, like PastPerfect. Migration from general-use formats (like spreadsheets or word processing documents) is also quick and easy. 

Data Migration Expertise

We have successfully migrated collections into CatalogIt from the following systems:

  • PastPerfect

  • FileMaker Pro

  • Spreadsheet software (Excel, Numbers)

  • Microsoft Word

  • Microsoft Access

  • Eloquent

  • Koha

  • … and any other system that allows data export into Excel or.csv files.

We are continuously migrating new museum accounts. If you don’t see the cataloging system you’re currently using on this list,  we may be in the process of migrating an account from that system. Please Contact Us to inquire about migrating your existing collections database.

Easy Migration Process

Migrating collections data into CatalogIt is easy.  We take care of it all. When you request a collection data migration into CatalogIt, here’s what happens:

  • CatalogIt will send a USB drive along with a pre-addressed, postage-paid return envelope directly to you.

  • Using the instructions provided, download your collections information onto the USB drive.

  • Return the USB drive to CatalogIt in the pre-addressed, postage-paid envelope.

  • CatalogIt will import your collections data into a CatalogIt trial account for unlimited use of all account features for 60 days, including 5 users.

If you like CatalogIt as much as our other Museum clients, purchase a subscription and continue using your CatalogIt account. If you aren’t sold, we’ll simply delete your CatalogIt trial account and thank you for your consideration.


Value-added Migration Results

A CatalogIt migration becomes a value-added exercise for your collections data. Through the data migration process, our proprietary migration system is often able to identify duplicate records and other inconsistencies.  At the end of the migration, CatalogIt provides detailed reports identifying issues and demonstrating how to resolve them quickly and efficiently, leaving substantially cleaner collection records than those originally sent to CatalogIt.

FREE Migration Offer

We recognize that the expense and time involved in switching to a new Collections Management System can seem daunting and even insurmountable for some museums. Therefore, CatalogIt is offering organizations utilizing PastPerfect 4 or 5 a FREE Migration for a limited time. Contact Us and ask about the CatalogIt migration offer or Request a Demo today!

Request a Demo 

Sound interesting? Schedule a CatalogIt demonstration here:


Museum Testimonials

“I couldn’t be happier with our purchase! I have to say, having your app has breathed a new life into some people in our organization, and I’m excited to see everyone getting excited about these photos and archives we’ve had locked up in hard drives for years!“ — Board Member & Volunteer

"I love the pace at which [CatalogIt is] enhancing [its] features - it’s great to see our [museum’s] experience continually improving." — Museum Board Member

“In our museum in Groveland, CA. we have been using CatalogIt for over a year and love it. It is so much easier to use than our previous program, PastPerfect, and gives us more flexibility. Docents can access our photos and accessions with ease. If we ever have any questions, the CatalogIt team always responds quickly and most helpfully. Check it out. You will love it and be thankful you did.” — Museum Registrar

“The program is easy to use - easy enough to utilize volunteers and interns to help with collections day-to-day tasks… Photographic documentation is simple and fast - the fact that you can use a smartphone to create a record is great… Data entry is quick and intuitive…” — Museum Registrar

“Things are going well with CatalogIt.  I appreciate the ease of entering and editing the records.” — Museum Collections Volunteer

“What a lot of work this is and it is FABULOUS. I just printed out the images and accession numbers that I need for a project. So useful….I love sitting at home and fixing this stuff.” — Board Member responsible for Historic House’s Collections

“...overall, your software is really intuitive and easy to use.  I really like using it because it is so much more malleable than PastPerfect.” — Volunteer Museum Registrar

Partial Museum Client List

Art museum

historical society

historic home

specialty museum

Controlled Vocabularies

CatalogIt Museum Accounts include complete, searchable support for Nomenclature 4.0 and the Library of Congress Thesaurus for Graphic Materials. Both are seamlessly integrated into CatalogIt as Profiles, facilitating easy use.


Looking for a hard copy of Nomenclature 4.0?

Order Nomenclature 4.0 directly through Rowman & Littlefield for a 20% discount. Use promotion code AASLHMBR20 at the checkout for 20% off – this offer includes e-book and cannot be combined with any other discount offer.

Nomenclature 4.0 for Museum Cataloging: Fourth edition of Robert G. Chenhall's System for Classifying Man-Made Objects by Paul Bourcier, Heather Dunn, and the Nomenclature Committee. AASLH Book Series. This ELECTRONIC VERSION is under license from Rowman & Littlefield subject to the terms of the license. © 2015 Rowman & Littlefield Publishing Group, Inc.

Detailed Feature List

Detailed Attributes with Authoritative Classifications Standards

  • Detailed fields for each authoritative classification

  • Detailed fields describing the creator or manufacturer

  • Fields to track other names & numbers

  • Multiple dimension fields (with units options)

  • Track the no. of parts of each entry (in a set)

  • Material Profiles

  • Color Profiles

  • Relationships- related people, places, publications, and Entries

  • Add Web links to Entries

  • Expanded Current & Storage Locations

  • Multiple Condition records for tracking

  • Record item's Use

Advanced Cataloging and Data Capture

  • Nomenclature 4.0 Controlled Vocabulary

  • Library of Congress Thesaurus for Graphic Materials

  • Lexicon/search terms

  • Item's Context Description

  • Collection Profile

Visual Documentation

  • Multiple images record item's distinctive features visually

  • Safeguard original, unmodified images indefinitely

  • Attach images to both Entries and Profiles

  • Upload jpg, png, gif, tiff and pdf files

Appraisals and Valuations

  • Appraisals or valuation assessments (professional and informal)

  • Multiple valuations for tracking

Origination, Ownership History & Sales/Transfer Methods

  • Provenance

  • Accession Profile

  • Deaccession Profile

Workflow and Project Management

  • Detailed conservation

  • Tracks which user performed task

  • Exhibition Profile

  • Interpretive label

  • Inventory

  • Maintenance


  • Loan in/Loan out Profiles

  • Shipping Profile

Printing, Labeling, and Reporting

  • Standard Reports (inventory, valuation, condition, artist catalog)

  • Insurance reporting

  • Customized labels

  • Customized printing & reporting

Privacy & Selective Sharing

  • Absolutely no data shared or sold

  • No account or contact information shared (not even anonymized meta-data)

  • Selectively publish to the Web (via the CatalogIt Hub or optional integration API)

  • Control User access and permission levels

Secure & Hassle-Free

  • High-security, encrypted, cloud-based information storage

  • Reliable, subscription-based service (SaaS)

  • Works seamlessly on mobile and desktop, PC and Mac, iOS and Android

  • Access anywhere, anytime - maximizing ease and efficiency

  • No special hardware nor manuals required

  • Online help and email support

  • Multiple, simultaneous users