How EODEM Streamlines Data Exchange for Exhibition Registrars

The new Exhibition Object Data Exchange Model (EODEM) is all about saving time—and a registrar is almost always pressed for time.

While checking a facility report for one institution, another may be requesting an object to borrow, and yet another may be dealing with shipping complications. At the same time, registrars must stay focused enough to transfer loan data from an incoming email into their database—without introducing any errors. Otherwise, a showcase may be the wrong size, or some lender requirements might be overlooked.

Exhibition workflows can be hectic, but there’s now a way to simplify data exchange between institutions. This is where EODEM comes in.

What is EODEM?

EODEM is designed to make the lives of registrars, collections managers, exhibition managers, and other museum staff a little easier.

The concept is simple: Instead of manually typing in the object data you receive from other institutions, what if your colleague could send you a file that you could directly import into your collections management system? The data would then automatically populate in the correct fields—without any risk of errors.

Sounds like magic? It might seem that way. But it’s actually XML.

How EODEM Works

Rupert Shepherd from the National Gallery of London has led a team of experts in developing an exchange format that’s LIDO-compliant and works seamlessly across collections management systems that support it.

EODEM’s beta was presented at the CIDOC conference back in May 2022, and it’s now free for software vendors to develop tools for importing and exporting these files. You can access the EODEM specifications here.

From the beginning, Gallery Systems has been an active participant in the working group that developed the EODEM format, and the EODEM export functionality will be included in the next major release.

How EODEM Can Improve Your Institution’s Exhibition Workflows

EODEM is a powerful tool for institutions looking to enhance their exhibition workflows and data management practices. By automating the exchange of exhibition object data between institutions, EODEM eliminates the need for manual entry, reducing the risk of errors that can occur during data transfer. This can be especially valuable in fast-paced environments where every detail matters—such as ensuring the correct size for a showcase or meeting specific lender requirements.

Here’s how EODEM can directly impact your institution:

1. Time Efficiency: Registrars and collections managers often juggle multiple tasks at once, and data entry can be time-consuming and error prone. With EODEM, data can be imported directly from one institution to another, eliminating hours spent manually typing in object details. This allows staff to focus on other high-priority tasks, such as coordinating logistics or addressing last-minute changes.
2. Consistency and Accuracy: Manual data entry often leads to mistakes—whether it’s incorrect object descriptions, missing lender requirements, or mismatched dimensions. EODEM ensures that data is transferred accurately, with no chance of human error in transcription. This consistency leads to more reliable exhibition planning, helping to prevent costly mistakes like building a display that doesn’t fit or overlooking a lender’s specific needs.
3. Seamless Integration with Existing Systems: One of the major advantages of EODEM is that it’s designed to integrate with existing collections management systems. Institutions don’t need to completely overhaul their processes to take advantage of EODEM; instead, they can simply use the XML format to transfer data across systems. This minimizes disruption and makes it easier for institutions to start using the model without extensive training or system changes.
4. Improved Communication Between Institutions: EODEM fosters better collaboration between institutions, as data can be easily shared across organizations without misinterpretation or delays. Whether you’re sending a loan request, tracking object condition reports, or ensuring that all details are correct, EODEM enables smoother communication that helps all parties involved stay on the same page.
5. Future-Proof Data Exchange: EODEM isn’t just a tool for today; it’s a forward-thinking solution designed to adapt to evolving standards. As collections management systems and exhibition practices continue to develop, EODEM ensures that institutions stay ahead of the curve by using a flexible, scalable data exchange format. The LIDO-compliant XML format ensures that it remains a reliable and adaptable solution in the years to come.

In short, EODEM represents a significant leap forward in exhibition object data exchange, helping institutions save time, reduce errors, and streamline communication. EODEM is designed to make the complex work of managing exhibitions simpler, faster, and more accurate.