13 October, 2025
Archives and collections must be maintained, monitored, and documented according to strict internal and legal standards to ensure that objects of historical and cultural significance are preserved for future generations. As collections grow and diversify, it becomes increasingly difficult to manage them with paper based or outdated legacy systems.
At CSS, we understand these challenges. Our experience working with museums, galleries, archives, and media organisations has shaped Pro-Cloud, an asset management solution designed to bring structure, accuracy, and control to even the most complex collections.
Every day, new items enter archives, from artworks and artefacts to digital files. Each has its own storage requirements, sensitivity level, and documentation process. As the variety and volume of items grow, so does the complexity of managing them.
Without a centralised digital system, institutions face issues such as:
These hurdles not only create administrative strain but also threaten the integrity and preservation of valuable collections.
Pro-Cloud is our flagship asset management platform that provides a complete, real-time overview of every asset, from storage to display and back again. It gives museums and archives total control over their collections, no matter how large or diverse.
With Pro-Cloud, every item is catalogued, QR-coded or RFID-tagged and tracked through its full lifecycle. Assets can be located instantly, maintenance schedules are automated, and every movement is recorded for a full audit trail.
Our flexible hybrid labelling approach means even the most delicate artefacts can be safely tracked. For example, fragile items like manuscripts can be stored in labelled archival containers or tagged using materials such as cotton tape that do not risk damage.
Alongside software, CSS partners with Zebra Technologies to provide cutting-edge hardware packages, from mobile scanners to tablets and printers, designed for durability and accuracy in demanding environments. Zebra’s rugged devices ensure your tracking system performs flawlessly whether you’re in a climate-controlled archive, a busy gallery, or on a travelling exhibition.
Cultural collections hold more than physical objects, they hold sensitive data, provenance records, and historic documentation that must be protected with care. Paper systems and legacy databases often leave too much room for error, loss, or security breaches.
Pro-Cloud centralises all asset data into one secure environment, configurable to your internal policies and compliance standards. Assets can be grouped into detailed hierarchies, locations or sub-locations, allowing for precision and scalability.
This digital transformation not only improves accuracy and accessibility but also helps institutions demonstrate accountability and transparency to trustees, funders, and auditors.
Combining our innovative software, RFID technology, and Zebra hardware creates an end-to-end ecosystem where downtime is minimised and efficiency is maximised. From item registration and condition checks to exhibition installation and off-site transport, Pro-Cloud ensures every process is tracked, verified, and fully visible.
Institutions using Pro-Cloud typically experience:
As the cultural sector continues to modernise, digital asset management has become more than a convenience, it’s a necessity.
Pro-Cloud enables museums, archives, and creative organisations to meet these demands with confidence, bringing together physical and digital management in one intuitive system.
Whatever your needs, from labelling and logistics to digital preservation, Pro-Cloud delivers a trusted foundation for protecting the past while embracing the future.
