PastPerfect
Collections management software
Museum software
- Features
- Ease of use
- Ease of management
- Quality of support
- Affordability
- Market presence
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$375 one-time setup/licensing
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What is PastPerfect
PastPerfect is a collections management system used by museums and historical organizations to catalog and manage objects, archives, and related documentation. It supports workflows such as accessioning, cataloging, loans, condition reporting, and basic reporting for collection oversight. The product is commonly deployed by small to mid-sized institutions that need an on-premises database with optional web publishing for public access. It is positioned as a general-purpose museum CMS rather than a specialized platform for a single collection type.
Broad museum cataloging coverage
PastPerfect supports multiple collection domains (e.g., objects, archives, photos) within a single system, which fits institutions managing mixed collections. It includes core museum functions such as accessioning, loans, and condition-related documentation. This breadth reduces the need to maintain separate databases for different collection types.
On-premises deployment option
PastPerfect is commonly used as a locally installed system, which can suit organizations with limited connectivity or strict local control requirements. Local deployment can simplify internal access for staff working primarily on-site. It can also reduce reliance on ongoing cloud hosting arrangements compared with cloud-only offerings.
Optional public web publishing
PastPerfect offers an add-on for publishing selected collection records to a public website, enabling basic online access without building a custom collections portal from scratch. This can help smaller institutions provide public discovery while keeping internal cataloging workflows separate. The approach is typically simpler than implementing a full digital asset management and web CMS stack.
User experience feels dated
Compared with newer, web-native museum platforms, the interface and interaction model can feel less modern and less optimized for browser-based work. This can affect staff training time and day-to-day efficiency for users accustomed to contemporary SaaS applications. Institutions prioritizing a fully web-based experience may find it less aligned with their expectations.
Limited enterprise scalability
PastPerfect is widely adopted by smaller organizations, but large multi-site museums may require more advanced configuration, governance, and integration capabilities than it typically provides out of the box. Complex role-based access models, extensive API-driven integrations, and large-scale digital asset workflows may require additional tooling. This can increase total solution complexity for enterprise deployments.
Integrations can be constrained
Organizations often need integrations with imaging repositories, web CMS platforms, and analytics or identity systems. PastPerfect’s integration options may be more limited than platforms designed around extensive APIs and app ecosystems. As a result, institutions may rely on manual processes or custom work to connect PastPerfect to other systems.
Plan & Pricing
PastPerfect — Official pricing (extracted from PastPerfect official site)
Web Edition — One-Time Setup & Licensing (standard and AASLH discounted where listed)
| Plan | One-Time Setup / Licensing (Standard) | AASLH (20% discount) | Notes |
|---|---|---|---|
| New User - Starter Package | $375 | $300 | New user setup/licensing for Web Edition Starter. |
| New User - Full / XL / 2XL Package | $1,245 | $996 | New user setup/licensing for larger packages. |
| Version 5.0 Upgrader - Starter Package | Free | Free | Free for qualifying Version 5.0 upgraders. |
| Version 5.0 Upgrader - Full / XL / 2XL Package | $375 | $300 | Discounted upgrader price for larger packages. |
Web Edition — Annual Hosting & Support
| Package | Annual Hosting & Support (Standard) | AASLH |
|---|---|---|
| Starter | $745 | $596 |
| Full | $870 | $696 |
| XL | $1,245 | $996 |
| 2XL | $2,245 | $1,796 |
Web Edition — Public Access Annual Hosting
| Package | Public Access Annual Hosting (Standard) | AASLH |
|---|---|---|
| Starter | $250 | $200 |
| Full | $375 | $300 |
| XL | $750 | $600 |
| 2XL | $1,500 | $1,200 |
PastPerfect 5.0 (desktop) — Software & Upgrades
| Item | Price (Standard) | AASLH |
|---|---|---|
| PastPerfect 5.0 (new license) | $870 | $696 |
| PastPerfect 5.0 Upgrade | $199 | $199 |
Support Services (listed prices)
| Service | Price (Standard) | AASLH / Notes |
|---|---|---|
| Per-Incident Support (clients without Annual Support) | $85 | $85 |
| First Year Annual Support (Single user) | $345 | $276 |
| First Year Annual Support (Network) | $425 | $340 |
| Annual Support Renewal (Single user) | $440 | $352 |
| Annual Support Renewal (2-10 users) | $540 | $432 |
| Annual Support Renewal (11+ users) | $745 | $596 |
(Note on First Year Annual Support: PastPerfect's site states First Year Annual Support must be purchased at the same time as the Basic Program; if purchased later, price equals support renewal.)
Add-on Products & PastPerfect Online (hosting for collections)
| Add-on / Product | Price (Standard) | AASLH |
|---|---|---|
| Multimedia Upgrade | $385 | $308 |
| Network Upgrade (2-5 users) | $515 | $412 |
| Network Upgrade (6-10 users) | $900 | $720 |
| Network Upgrade (11-25 users) | $1,240 | $992 |
| Network Upgrade (26+ users) | $1,650 | $1,320 |
| Inventory Manager Upgrade | $295 | $236 |
| Barcode Printing Upgrade | $125 | $100 |
| Nomenclature 4 Upgrade | $40 | $32 |
| Training Series (3 Training CDs) | $119 | $119 |
| Training CDs (each) | $39 | $39 |
| Online Class | $86.25 | $69 |
| PastPerfect Online Setup | $285 | $228 |
| PastPerfect Online Annual Hosting - First 10,000 records | $475 | $380 |
| PastPerfect Online Annual Hosting - Additional 10,000 records | $245 | $196 |
| PPO Links Annual Hosting - 10 GB | $125 | $100 |
| Artefacts Canada | Free | Free |
Notes:
- Shipping & Handling: $15 (U.S.), $45 (Canada), $75 (other countries) listed on official site.
- Prices subject to change; refunds and return policy detailed on official site.
(Prices and tables compiled from PastPerfect's official pricing and product pages.)
Seller details
PastPerfect Software, Inc.
Unsure
Private
https://pastperfect.com/
https://www.linkedin.com/company/pastperfect-software/
