Leveraging free and lower-cost tools for accessible collections

Feb. 12, 2026
By Hannah Kirkpatrick

Cataloging and storage can feel like overwhelming and expensive endeavors for local historical societies. However, it doesn’t have to be that way! Use as many free tools and lower-cost options as possible to maximize your resources while you ensure the longevity of the top-tier objects in your collection.

• Scanning: Apps like Adobe Scan or Apple’s built-in Preview allow you to use a smartphone camera to scan images and documents. You can then turn them into PDFs within the app and save to your organization’s central file storage.
• Photography: Good lighting and a plain background make a world of difference in object photography, but that doesn’t have to mean an expensive setup. Take pictures outdoors or in front of a large window on a sunny day with a clean white sheet as a backdrop. For photo editing and design, explore Canva (free for nonprofits) and Affinity (free). 
• Catalogs: Building a spreadsheet in Excel (free for nonprofits) or Google Docs is a great way to start cataloging your collection. Keep it simple and make sure all your columns are filled in.
• Storage: Gaylord Archival, University Products, and Hollinger Metal Edge are popular places for museums and archives to buy their archival-quality storage supplies, but between the cost of the products and shipping, it can be prohibitively expensive for small organizations. A local historical society in our 2025 cohort noticed that a Tyvek garment bag they purchased through a major archival retailer was available for a third of the price directly from the manufacturer listed on the label. Other archival-quality materials like coroplast can be purchased in smaller quantities from hardware stores.

Do you have time- and cost-saving tips for other local historical societies and small museums? Share them with program.coordinator@vermonthistory.org so we can continue to build this list out!

Related resources: Handout from "Budget Friendly Tips for Collections Care" session led by the Collections Care and Conservation Alliance in May 2024. 

Originally shared in the Vermont Historical Society's biweekly LHS eNews.