CatalogIt Frequently Asked Questions

What is CatalogIt?

CatalogIt is a powerful, intuitive and scalable application for cataloging, managing and working with your collections, and selectively publishing them to the Web.

How does CatalogIt ensure that my data is secure?

It is our top priority to make the CatalogIt system secure and trusted. Our infrastructure runs in a VPN (virtual private network) behind a firewall fronted by load balancers that restrict traffic to a single port only. CatalogIt infrastructure runs on AWS (Amazon Web Services) and takes advantage of their monitoring tools (CloudWatch) to notify us of issues and keep tabs of memory, load, disc usage, etc. Traffic to our database servers, search engine, and worker processes can only originate from within the VPN (i.e. our database servers cannot be accessed outside the VPN -- e.g. from the public internet). All communication between client and server happens over secure HTTPS/TLS connections. We do not use cookies or store any personally identifiable information on your computer or mobile device. Authentication utilizes the oAuth2 protocol (https://en.wikipedia.org/wiki/OAuth) which is used by Apple, Google, and other top-tier technology-dependent businesses to secure their data and transactions. CatalogIt stores the oAuth2 refresh and access tokens on the client’s devices; the client token expires every few minutes; the refresh-token can be revoked at any time. For added security, CatalogIt supports multi-factor authentication which adds an additional layer of security to your account by requiring an additional code to log in that is either sent to your mobile device via text message or generated by a third-party authenticator app such as Microsoft Authenticator, Google Authenticator, etc.

How does CatalogIt protect data from disasters?

CatalogIt’s infrastructure is run on Amazon Web Services, in a virtual private cloud. CatalogIt stores all data in two, geographically separated data centers. The primary center is in Eastern Oregon and the secondary center is in Virginia

Storing data in two separate locations protects the stored data from natural disasters and technological failures. If anything happens that affects one facility, the other is there as a backup. This includes the possibility of bit-rot or digital decay. If it were to occur in one location, the probability of it happening in the other is statistically near zero.

How Durable is Amazon S3?

Amazon S3 provides the most durable storage in the cloud. Based on its unique architecture, S3 is designed to provide 99.999999999% (11 nines) data durability. Additionally, S3 stores data redundantly across a minimum of 3 Availability Zones (AZ) by default, providing built-in resilience against widespread disaster. Customers can store data in a single AZ to minimize storage cost or latency, in multiple AZs for resilience against the permanent loss of an entire data center, or in multiple AWS Regions to meet geographic resilience requirements.

How is Amazon S3 designed for 99.999999999% durability?

Amazon S3’s design for durability is a function of storage device failure rates and the rate at which S3 can detect failure, and then re-replicate data on those devices. S3 has end-to-end integrity checking on every object upload and verifies that all data is correctly and redundantly stored across multiple storage devices before it considers your upload to be successful. Once your data is stored in S3, S3 continuously monitors data durability over time with periodic integrity checks of all data at rest. S3 also actively monitors the redundancy of your data to help verify that your objects are able to tolerate the concurrent failure of multiple storage devices.

What browsers does CatalogIt support?

CatalogIt supports newer versions of Chrome, Edge, Firefox, and Safari on both desktop and mobile. If you are using Microsoft Edge please make sure you're using the latest version (44.18362.267.0) to avoid issues with date formatting. CatalogIt also has mobile native apps for iOS and Android- just download the CatalogIt App from the Apple App Store or from the Google Play Store and log in with your email and password.

Can CatalogIt be used offline?

As a cloud-based software, you do need to have internet access to use the program.  You can access your data and work in your records from anywhere that you do have internet access.

Is there a limit to the number or size of images that can be added to an Entry?

There is no limit- CatalogIt recognizes that there are many cases where multiple images can be particularly valuable for documenting an Entry. To ensure that the images you are uploading are compliant with imaging and digitization standards, check out our MasterIt article Digital Imaging Guidelines.

What types of images or documents can CatalogIt handle?

Account users can currently attach JPG, PNG, GIF, TIFF, RAW, Excel, Microsoft Word, PDF files and most video and audio formats to CatalogIt Entries and Profiles.

Can you edit the Watermark on the images uploaded to the HUB?

Currently, you can select the watermark text and the location the watermark will be displayed on your image. To make these changes go to the Main Menu (three lines in the top left corner), Web Publishing, select the Media tab, then make changes under “Watermark.”

The size that the Watermark displays depends on the amount of characters the Watermark contains (i.e. less letters = larger font; more letters = smaller font).

Can I migrate my existing collections data to CatalogIt?

Yes- we’ve successfully migrated accounts from the following collections management systems/inventory databases:

• PastPerfect
• Eloquent
• EmbARK
• FileMaker Pro
• Koha
• Spreadsheet Software (Excel, Numbers)
• Microsoft Access
• Microsoft Word

Can I import my images to CatalogIt?

Data migrations of image files can be accomplished. We may be able to import your images as well, depending on how they are stored in your system. As mentioned above, numerous images can be uploaded to each Entry record.

How much does CatalogIt cost?

Users can set up a free Museum, Personal, Organization, or Conservator Account with full functionality (with the exception of Web publishing) for up to 50 Entries. When your Account exceeds 50 Entries, you can subscribe and continue using the same account. Annual subscription prices can be found here on our website.

How many users can share a CatalogIt account?

Accounts can have as many users as they need to manage their collection. Every Museum, Organization, and Conservator Account includes ten users; every Personal Account includes five users. Additional users can be added to any account to accommodate interns, volunteers, increased staffing or more family members. Prices and account breakdowns and can be found on our website.

Can users create custom fields?

A large part of the value CatalogIt brings to any collection is a rich set of accepted and authoritative classifications and structured, common field names which gives museums and collectors a universal language for identifying objects and recording their condition, characteristics, and value. Therefore, adding customized or differentiated data fields adds confusion and detracts from the value that CatalogIt offers. That said, the CatalogIt team is happy to take suggestions for new CatalogIt classifications and to enhance existing product features.

Does CatalogIt compress or otherwise alter the images I upload?

CatalogIt stores all original images in their original sizes and formats, with their original file names, making them available to you whenever and wherever you might need them. We like to think of CatalogIt as a mini/lightweight DAMs (Digital Asset Management system). CatalogIt enables you to aggregate all of the digital assets related to your collections in a single repository, safely and confidently.

Do images taken with the CatalogIt app take up space on my mobile device?

CatalogIt doesn't store images taken in the app on your mobile device. This is on purpose so we don't consume your memory. The downside of not storing the photos on you device is in the event the upload fails or you forget to click Save then you have to retake the photos; but the upside is we don't contribute a bunch of images to your camera roll.

How does CatalogIt Web publishing work?

Included with every CatalogIt Subscription is the ability to publish (selectively or comprehensively) to the Web via the CatalogIt HUB. To enable the HUB, just reach out to us at support@catalogit.app. Users set up their publishing profile with their logo, photo or avatar, and a background image, as well as a description of their institution or collection, then select which CatalogIt Folders they’d like to publish, and which data fields they’d like to share with the public. With a few clicks of the mouse, hundreds or even thousands of Entries can be published and made available, and searchable, to the world. See our MasterIt article, Web Publishing for Collections Access, to learn more about sharing your collection.

With an additional subscription to the CatalogIt API, CatalogIt provides users with our API and iFrame integration or our WordPress plugin, enabling them to publish their collection directly to their own public website, seamlessly and attractively.

For a more comprehensive guide to Web Publishing, see our CatalogIt Basics on the topic.

How do I find an Entry’s UUID?

An Entry’s UUID can be obtained from its URL. It is everything after the last slash (but not including the slash).

Does the HUB track traffic?

Not yet, but this is a frequently requested addition. User metric tracking will be a feature of a future release of the HUB.

Is there a way to change the arrangement of Entries in the HUB?

There isn't yet a user interface for you to manage this, it defaults to a sort based on Name/Title, though we can enforce a different sort option on the HUB for you (some people have had success using the Other Number field for this). In future releases of the HUB, we are looking at implementing a click and drag sort order, though that is further out on our roadmap.

What are "Top Level Images"?

"Top Level Images" are any image attached to an Entry.

On the HUB, why is the item count different from the total I get when when counting up the entries in all of the folders?

This discrepancy is likely caused from having some items in multiple folders. The total item count displayed on the HUB is the amount of unique entries you have published to the web. Adding up the number of entries in each folder does not take into account any overlaps in entries between folders.

Who has access to my data? How does CatalogIt ensure that my data is private?

You have full and absolute control over your data. Only you and those you’ve authorized in your CatalogIt Account can view or edit your Account’s data. CatalogIt staff does not view or access any User or Account data without your express permission.

Can I export my data and images from CatalogIt?

Yes- you can easily export your data and your images at any time using the Export function in the Actions Menu.

What kind of permission settings does CatalogIt have? Can users set their own permissions?

CatalogIt currently has several permission levels- Roles and Permissions they can be found here.

Account Owners can change the access levels for their users or remove them if needed. To do this go to the Main Menu (three lines in the top left corner), Settings, Users, then click on the corresponding edit pencil next to the User. There you will have the option to edit or remove the selected user.

How do I remove a user from our CatalogIt account?

To remove a user go to the Main Menu (three lines in the top left corner), Settings, Users, then click on the pencil next to the users access level and select Remove. You will be prompted to confirm the users removal by typing in "remove user."

Can multiple users share the same CatalogIt login?

For readonly logins it's fine for multiple users to share a single login, although it is best not to be using it concurrently. However, if the users are going to be making changes it's best if each user has their own login. First, you maintain a strict and unambiguous audit log of who made what changes and when. Secondly, when users change certain preference settings that can create conflicts with other users who are utilizing the same login credentials.

Can I change my email address associated with my CatalogIt account?

Yes, you can change your email by going to the Main Menu (three lines in the top left corner), Settings, and then Email. From there, input and confirm the new email address and click Change Email.

Where can I find the End User License Agreement?

At the time you create an account, you must agree to the terms of the End User Licence Agreement. You can find a copy of it here on our website.

Why do some of my images appear "fuzzy"?

CatalogIt uses a few different image sizes in the app: 1) a very small and low-quality thumbnail, 2) a "small," medium-quality image used in the Entry view and edit screens, and 3) a "full" sized high-quality image for viewing (and zooming into) a single image.  CatalogIt uses these different images to minimize network bandwidth and to keep the app performant.  The small, medium-quality images may suffer from "fuzziness" produced as a result of resizing the image. When viewing an Entry, however, if you click on a single image to view it in the image viewer, it will appear clear. Rest assured that your original image is safe and the full, high-res version appears clean and crisp. This fuzziness only appears in Entry view and edit derivative image "previews."

Why can I only see the first page of the pdf I uploaded?

When you upload a multi-page pdf CatalogIt uses the first page as a preview or placeholder for the file. To view the entire file you simply need to download it to your computer or mobile device. To do this click on the preview image in the entry and then the "cloud" download icon that will appear in the top left corner.

Is it possible for users to host their own version of CatalogIt?

The CatalogIt platform is shared across all users (to clarify, NOT the data, just the platform), utilizing Amazon Web Services for our hosting and other cloud services, and there is currently no ability for users to host their own instance. This allows us to make updates, bug fixes, etc., that are immediately available to all users and importantly, allows us to keep the costs low by sharing this infrastructure.

Why am I getting a "Network Request Error?"

There are a couple of reasons that can cause this error. First is your network speed. You can test this by Googling "Network Speed Test" and execute one of the resulting tests.

If your internet is working fine, check the amount of available storage on your computer's hard drive. Low storage space can cause network requests to fail because there is not sufficient space to process the request.

Does CatalogIt support multiple languages?

In CatalogIt you able to enter text in any language you have installed on your computer- and a single field can contain multiple languages. CatalogIt does not currently store values for multiple languages separately or allow you to change the language for the field labels or hint text, we do plan to support both of those features in the future.

How do I cancel my subscription?

You can cancel your subscription by logging in from your computer (not via your phone or other mobile device), clicking on the Main Menu, going to Settings, and then to Subscription. Click on the "trash can" icon next to the subscription. At the end of the period, your account will revert to read-only status. You can resume working in your account at any time by creating a new subscription.

Do my entries on CatalogIt get deleted if my subscription lapses or is canceled?

No. Your account will go into a read-mode, which means you will still be able to login and access your data, but you won’t be able to make any changes or additions. Your account will be waiting for you exactly how you left it if you choose to re-subscribe.

How much does a CatalogIt webinar cost?

Our webinars are free! Even guests that do not have an account can attend - all you need to do is register.

Can I play the video and audio files attached to my CatalogIt entries?

Yes and no. Currently, CatalogIt supports video playback in the app only, not on the HUB. Audio playback will be added in a future update.