What's included

Your heritage, preserved

Organise your collection and keep condition records credible. Track restoration with a clear trail, and share the work with your community.

Archive management

A home for every object

Keep a comprehensive record of each item in your care.

  • Provenance, acquisition details and donor credit lines
  • Place of origin and current location
  • Lifecycle status from acquisition through to deaccession
  • Built-in rules to ensure archive status stays consistent with restoration, condition and location.
  • Photos and supporting documents
  • Custom categories for organising and filtering
  • Flexible dating for approximate ages
Victorian river ferry model — a paddle steamer scale model from the Riverside Heritage Trust collection.
Category Models
Origin & date c. 1890 Gift of the Okoye family
Item status On display Gallery A · Case 2
A Victorian river ferry model from the archive, with category, Okoye family provenance and display location highlighted.
Dockside photograph album — a worn leather album of harbour photographs from the Riverside Heritage Trust collection.
Item status In restoration Photograph store · Room B
Last checked 10 February 2026 By J. Okoye
Current condition Fair Some wear, still stable
A dockside photograph album from the archive, with item status, fair condition and last check date highlighted.

Condition tracking

Up-to-date & reliable condition records

Don't let your collection age without you knowing it.

  • Assign condition levels from excellent to critical
  • Named assessor and date of review
  • Condition history auto-updates with every change
  • Custom review interval flags overdue assessments

Restoration projects Conservator plan

Treatment work with a clear trail

Ensure your restoration work stays on track and documented.

  • Project lifecycle from planning through completion
  • Pre-restoration condition report and planning
  • Before-and-after photo galleries
  • Project tasks with assigned leads, due dates and progress photos
  • Overdue work and progress notifications
Conservator hands treating a brass ship's compass on a workbench, with fine tools beside the open housing.
Project status In progress Due 15 October 2026
Archive item Ship's compass Conservation lab
Task Clean and reseat compass card By Amelia Hale
Bench treatment of a ship's compass, with project status, linked archive item and an active task highlighted.
Society paperwork on a wooden desk — labelled Policy, Minutes and Insurance folders beside a fountain pen.
Document library
{# Reusable Document Library desktop changelist mock (filter open, no sidebar). Pair with static: product_pages/css/mocks/document_library_changelist.css #}
Document type Policy Trustee access and handling policy
Uploaded by Amelia Hale 29 July 2026
Category Administrative Society records
Desk paperwork beside a Custodia Document Library window listing the same society records digitally, with document type, uploader and category highlighted.

Document library

Your society's records in one safe place

Find your paperwork easily - ready when you need it.

  • Policies, minutes, insurance, legal and more
  • Administrative records and operational attachments
  • File uploads or links to external documents
  • Integration with existing archive items and restoration projects
  • Upload audit trail

Archive Portal Conservator plan

A window to your collection

Let members of your society explore your archive and follow your work.

  • A portal for your community with no login required
  • Custom organisation logo, colours and welcome message
  • Archive and project listings with image galleries and key information
  • Project timelines and progress
Archive
A curator and a restoration specialist shaking hands in a museum conservation workroom.
Name R. Davies
Status Active
Permissions Archive read-only
Role Volunteer
A curator and restoration specialist agreeing work in a conservation room, with user name, active status, archive read-only permissions and volunteer role highlighted.

Team & contributors

The people you work with

Invite your team and track who is behind the work.

  • Staff logins with appropriate access for the role
  • Permission levels allowing full admin, focus areas or read-only
  • Contributor register with custom roles, eg. volunteers, specialists, tradespeople, etc

Built into every plan

Data export

Download your records and media files whenever you need them. A complete package, yours to keep.

Ease of onboarding

In-app guided tour for new users on first login to help them get started.

Mobile & tablet admin

Custodia works on smaller screens so you can update records on the go from a phone or tablet.

Regional settings

Consistent UK/US spelling and date formatting across your admin.

Light & dark theme

Switch between a light or dark interface to suit how you prefer to work.

See it for yourself

Book a demo, or start a 30-day trial and see Custodia in action.

Book a Demo Try it for free