Frequently asked questions

This is only a quick reference. Please don't hesitate to contact us about these or any other inquiries.


About CS
Getting Started
Software Support

About Collector Systems

What is Collector Systems?

Collector Systems is the leading cloud-based collection management system. Accessible from any internet-enabled computer, tablet, or smartphone, Collector Systems provides the tools to expertly document any type of collection. Our advanced security practices provide the highest standard of privacy, and daily backups ensure that your data is protected at all times.

Why should I choose a cloud-based system to manage my collection?

Today we read email, shop, socialize, and bank online. Over the past decade, we have refined the best possible tools for managing your collection online. We built Collector Systems to create the ideal experience for our clients. We don’t build software to match hardware; we build software to match people. Our cloud-based system allows us to update our program quickly and easily throughout the year, and deliver new innovations to our users seamlessly. With just an Internet connection, you can access your information from anywhere in the world, and share it with anyone you wish. No waiting for discs to arrive, no complicated installation instructions, and no IT department needed.

How easy is it to use?

Our philosophy is that you should be able to find anything you need with three clicks of a mouse. Unlike other systems, you don’t need to spend weeks learning how to use our program – there are no special characters, no jargon, no complicated search strings to memorize. After working with our system for about an hour, you will be able to navigate, search, add, and edit your data. If you know how to use email, you know how to use Collector Systems.

I have a Mac. Can I still use the Web site?

Yes! All you need is a current Web browser. We recommend the latest version of Safari, Chrome, Firefox or Internet Explorer.

How can Collector Systems help me manage my collection?

Documenting your collection allows you to see the things you love in an entirely new way. We allow you to access, control, and document your collection in a previously unachievable level. Our belief is that you should enjoy your collection, not worry about managing it. Let us do that for you.

Can I be certain that the details of my collection stay absolutely private?

Our company was founded to serve the needs of collectors with museum-quality artwork, Fortune 500 companies, and others for whom security and discretion is of the utmost importance, and from the very beginning, we have met and exceeded the highest possible standards. You can trust us to guarantee your privacy with bank-level security and beyond. You decide how much access you wish to grant to each individual user, and you can track activity and login information for any person on your account.

What if I want to close my account?

We’re sorry to see you go. If there is anything we can do to keep you as a client, please let us know. If you are having difficulty using Collector Systems, or if something is not working as expected, please feel free to contact us. We are here to work with you and to assist you. If you would still like to close your account at any time, please contact us.

Getting Started

How do I sign up?

Visit Solutions, and select the subscription plan for you. Once you have completed the sign up process you will have complete access to your subscription within minutes.

Where do I login to access my account?

Use the Log In button, which is on the top of every page of our website. This will bring you to our Login screen.

What if I already have a database for my collection?

Collector Systems is designed to be the most user-friendly collection management system available. We can offer advice on the best way to transfer your data from your old database to our system, or you can ask us to take care of the whole process. Collector Systems’ team of registrars are available to complete the data migration and conversion services for you. Our fast and efficient migration services will have your account up and running quickly so that you can simply enjoy your collection. Contact us for more details.

Software Support

What types of documents and photographs can I upload?

You may upload any file type supported by your computer. For documents, we recommend using PDFs because they are particularly web-friendly. When uploading images, we recommend using JPEGs.

Can I print or export my data?

Yes. We have an array of pre-formatted reports and labels available, or you can create your own custom reports and labels. The built-in Export function also allows you to download your information to Excel.

Can I get a backup of my account?

Collector Systems automatically backs up your data every day, but if you’d like to have an additional backup of your information stored locally, take advantage of our simple Snapshot Backup service. When you subscribe, you will receive regular “snapshot” downloads of your data and files. Each Snapshot Backup will include the full contents of your account – the data, the images, and the documents. Things just got a little easier!

Does Collector Systems provide services?

Yes. Collector Systems can help you manage your collection with a range of services. Don’t be intimidated by the task of populating an empty account – let us import your data for you. Our fast and efficient service will have your account up and running in days so that you can sit back and enjoy your collection. Contact us to find out more information on the services that we provide.


Does Collector Systems have a security management policy?

Yes, Collector Systems has controls in place to manage the risk of interruptions that may impact our service level commitments to you. Collector Systems sets objectives for information security management to preserve our commitment to you, our customers.

Does Collector Systems have a security policy?

Yes. The policy establishes Collector Systems direction and support for information security and sets a risk management framework that is in accordance with business requirements and relevant laws and regulations.

Does Collector Systems have an asset management policy?

Yes.  This area focuses on achieving and maintaining appropriate protection of Collector Systems critical infrastructure required for its service delivery.

How does Collector Systems handle human resource security?

Collector Systems has a human resources security policy that ensures that all Collector Systems employees, contractors and third party users understand their responsibilities, and are suitable for the roles they are considered for.

Does Collector Systems have an environmental security policy?

l and environmental security policy is in place to prevent unauthorized physical access, damage, and interference to our premises and information.

Does Collector Systems have an access control policy?

Collector Systems’ access control policy framework is in place to ensure only approved users are granted access to appropriate systems and resources.

Does Collector Systems have an information security incident management protocol?

Collector Systems’ policies and processes are aimed at making sure information security events and weaknesses are communicated in a manner allowing timely corrective action.

How does Collector Systems address any known security vulnerability reporting?

Our team gives immediate attention to any report of security issues, and actively has technology in place to do so.

What information security controls does Collector Systems have in place?

Collector Systems’ data center uses the best practices described in the ISO 27002 security standard. This standard is recognized globally as the most comprehensive framework for establishing and maintaining information security best practices within an organization. As these controls are essential to our security posture, we refrain from describing them in detail on publicly available documents. For further information, customers can request additional information under the appropriate confidentiality agreement.

What compliance and validation certificates does Collector Systems’ data center maintain?

Compliance and validation of our security policies and management are critical to the privacy and security of our client’s information. The following audit and review activities are in place to assure that Collector Systems’ data center’s implemented controls are designed and operating effectively.