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Databases can provide a conservation lab with many different ways to organize and access treatment reports. They allow for intricate searches on large amounts of data not possible with paper-based records and assist with the compilation of statistics and searches for specific types of treatments. Automatic functions can alert conservators to inspect certain objects at regularly scheduled intervals or when an object has reached the maximum amount of time it can safely be on display. However, one must be prepared to spend a good deal of time learning how to use a database and ironing out the kinks in the system. In addition, it is highly recommended that there be at least one person with a good working knowledge of the software to focus on the maintenance of the system and assist with any problems that may arise.

When choosing a database, several factors must be taken into account including how the lab will use the database, the objects that will be entered and the desired format of the treatment reports. The most popular database in the conservation profession seems to be FileMaker Pro because of its simple, user-friendly design. Some labs only use databases for special projects while others enter all their treatments. With the flexibility of today’s database software, one can design any type of database they might need with both long and short text fields, drop down lists and check boxes. In addition, most databases allow the user to formulate a printer friendly version of the data. It is important to note that all the labs surveyed keep an archival paper copy of each record. While most labs keep image files on a separate server (see Digital Imaging), a database can be designed to link individual records with their corresponding images. More complicated relational databases such as The Museum System are usually purchased by larger institutions and serve to consolidate many aspects of collection maintenance in one location. Most of these systems have a conservation module that can be modified to fit the needs of the individual institution.