Proficio Features

Highlights

Proficio’s user interface and features make the job of managing and accessing collections data easier and more enjoyable.

• The system works for all collection types, whether object, paper, or digitally-based.
• A dedicated system administrator is not required.
• Multiple data-entry tools expedite cataloging and other management tasks.
• Finding information is fast and easy by using either a keyword search, the List View for browsing records, or user-created record subsets.
• Proficio supports digital images and other digital files such as video, audio, .pdfs, spreadsheets, and word documents.
• Users can customize the look and feel of the interface to suit individual preferences.

Data Entry & Update

Simplify data entry with tools such as Copy a Record, Set Defaults, Carry Over Values, Autofill, Quick Entry, Global Search and Replace, and Modify All. Each tool reduces the number of keystrokes required to add and update records.

Word Search

The Word Search tool is the quickest way to find any word anywhere in the collection database. Conduct searches just like those on internet search engines. Keyword searches, advanced searches, Boolean logic, alphabetic and numeric ranges, global or limited searches, and incorporating broader, narrower, or related terms from the thesaurus are just some of the ways to search Proficio.

Lexicon

The Lexicon standardizes data-entry terms and can expand the scope of a word search. Choose from the Art and Architecture Thesaurus (AAT), Revised Nomenclature for Museum Cataloging, or create a local nomenclature, specific to any collection.

Imaging

Any number of digital images can be attached to the Object, Accessions, Conservation, Exhibit, Loan, Maintenance, Site, Artist/Maker, and Patron records. Images can be viewed as thumbnails, slideshows, or zoomed and enlarged.

Reports

Ready-to-use reports come with the system. Examples include Deed of Gift, Accessions List, Inventory, Location Worksheet, Object Condition, Conservation Survey & Treatment, Exhibit Lists, Loan Agreements, Maintenance reports, and many more. Users can design custom reports with the Report Designer tool or with Quick Report. 

Quick Report

The Quick Report tool creates unlimited customized report templates. Select the report style, paper size and orientation, page numbering, titles and subtitles, date, time, institutional name and logo, and even include the default thumbnail image for each record. Additionally, select which fields to include on the report, move and resize fields, and specify the font size, type, and color for each element. The report also performs calculations on numeric fields. These reports can be printed, attached to an email, or saved as an electronic copy such as a PDF, HTML, Text, CSV, MHT, Excel, RTF, or graphic file.

System Security & Administration

Proficio’s built-in tools and automated functions streamline system administration. A dedicated SQL database administrator is not needed! System Administrators set each user's security rights within the system, customize field and field labels on records, create new directories of records, and backup the system.

Data Import & Export

Collections data is easily imported into Proficio from ASCII delimited text files or csv files. Users can also export fields into Excel, Access, or from the List View to HTML and PDF files.

Public Search

Give researchers access to selected parts of the main collection with Public Search. People without Proficio experience can search the records and see limited, non-confidential information.