The typical implementation process for PastPerfect Museum Software involves several structured steps and can vary in duration depending on the size of the institution, existing data, and chosen version (desktop or web). Here's a detailed breakdown based on the official user guide:
Recommended as the first step to understand the software’s capabilities.
A free demo version is available, preloaded with sample data for training and testing.
Desktop version requires local installation; Web Edition is cloud-hosted.
Customize the interface with your museum’s name and branding.
Configure settings for your local environment and user preferences.
Define access levels for staff and volunteers.
Tailor cataloging fields to match your institution’s needs.
Multimedia, barcode, inventory manager, and network upgrades if purchased.
Adjust search and reporting templates.
Improve data entry efficiency.
Standardize terminology across catalogs.
Adjust how data is displayed for users.
Establish regular data backup procedures.
Import legacy data from spreadsheets or other systems.
Populate the contact management module.
Begin cataloging new acquisitions.
Use the four integrated catalogs.
Track current and historical loans and exhibitions.
Configure fundraising and member tracking.
Training and support are available throughout the process, and many institutions opt for annual support plans to assist with setup and troubleshooting.
PastPerfect Museum
By PastPerfect Software, Inc.
PastPerfect Museum Software is highly customizable, especially in the following ways:
HTML (for embedded content)
If needed, custom reports can be purchased and designed to your specifications.
Security roles and user permissions can be configured to match organizational workflows.
PastPerfect offers both desktop (Version 5.0) and cloud-based (Web Edition) versions, each with different cost structures:
Version 5.0 Desktop: Starts at $870 (basic program)
2XL Package: $2,245/year (or $1,796)
2XL: $1,500/year (or $1,200)
Per-Incident Support: $85 per issue if no annual plan is purchased
Other countries: $75
PastPerfect provides a comprehensive suite of training and support options tailored to both new and experienced users:
Full 3-CD set: $119
Topics include cataloging, public sharing, advanced search setup, and site customization.
Free downloadable guides for all versions: PastPerfect 5.0, Web Edition, Online, and 4.0.
Articles on frequently asked questions, error messages, and how-to guides.
Free demo version with sample data for hands-on learning and experimentation.
Free 45–60 minute sessions with Q&A, covering specific features and best practices.
PastPerfect includes optional but robust security features to protect sensitive data:
Each group can be restricted from accessing specific screens or functions.
Only administrators can change passwords.
Once activated, restricted buttons/functions turn gray and become inaccessible.
Recommended weekly backups stored offsite.
Hosted on Amazon Web Services (AWS) with automatic nightly backups.
PastPerfect releases updates periodically to fix bugs and introduce new features. The update process differs slightly between the desktop version (PastPerfect 5.0) and the Web Edition:
Caution: Users are warned to install only the update that matches their version to avoid software issues.
PastPerfect’s data ownership and portability policy is aligned with privacy regulations like the GDPR and CCPA:
Access Control: Only authorized users can access the data. PastPerfect staff may request permission to access your system for troubleshooting.
Third-Party Transfers: Data can be transferred to other systems if needed, though formatting may require adjustments.
PastPerfect offers flexible options for scaling based on your institution’s size and evolving needs:
Support Plans: Annual support can be scaled to match the number of workstations or users.
Changes to packages or services typically require contacting PastPerfect’s support or sales team.
Renewal invoices include record limits and hosting details.
Data can be exported before cancellation to ensure portability.
PastPerfect aligns with several museum and data management standards, though it does not explicitly list certifications like ISO or SOC:
Hierarchical Metadata: Supports structured archival description and authority files.
Consent-based data collection and usage.
Web Edition is hosted on Amazon Web Services (AWS), which meets industry-standard security protocols.
