Automated photography: digitizing museum collections and archives at scale

Key takeaways:

• Digitization creates digital files; digitalization transforms them into searchable, integrated knowledge systems
• Manual workflows are inconsistent and slow, creating bottlenecks that prevent institutions from digitizing at scale
• Automated photography standardizes capture processes, reducing errors and increasing throughput significantly
• High-quality digital assets enable virtual exhibitions, educational programs, and new revenue streams through licensing
• Modern systems like Orbitvu combine precision hardware with intelligent software to handle objects of all sizes

What is the difference between digitization and digitalization in museums?

When you set out to digitize your collections, it's easy to assume that capturing photos of artifacts is the end goal. In reality, capturing images is only the starting point. You need to understand the difference between digitization and digitalization if you want your efforts to deliver lasting value.

The meaning of digitization for museum collections

Digitization refers specifically to the creation of digital representations of physical objects. This might include:

• High-resolution photographs 
• 360° spins
• 3D scans of paintings, sculptures, or archival documents

Photogrammetry and laser scanning generate detailed virtual replicas of 3D artifacts with sub-millimeter accuracy. This provides detailed images for research and preservation.

The goal is to preserve a faithful digital copy of each item. This lets you study, research, and provide public access without exposing the original artifact to repeated handling. Uniform lighting, sharp focus, and standardized angles make sure that each image serves as a reliable record of the object.

The meaning of digitalization for museums

Digitalization is the broader transformation that happens when you fully integrate digital assets into your institution's workflow and strategy. It's not just about having images - it's about making them usable, searchable, and accessible at scale.

AI-driven tools help extract information and apply standardized metadata to make records searchable across global databases. You can perform full-text searches of historical documents using Optical Character Recognition (OCR) in seconds, a task that previously required weeks of archival visits.

Digitalization involves:

• Connecting photos to Collection Management Systems like TMS (The Museum System), PastPerfect, or CollectiveAccess
• Attaching rich metadata using Dublin Core or CDWA standards
• Enabling online access for audiences worldwide through platforms like iDigBio and Google Arts & Culture
• Creating systems that support ongoing growth and innovation

Automated photography: the bridge between digitization and digitalization

Automated photography plays a key role in bridging these two concepts. By producing standardized, high-quality images efficiently, automation makes sure that your digitization process is reliable and scalable. These assets then become the backbone of digitalization, feeding seamlessly into CMS platforms, digital archives, and public-facing portals.

This approach lets you preserve your collections and extend your reach far beyond your walls. You can offer immersive experiences to a global audience.

Why does manual photography limit museum digitization efforts?

Museums and archives often hold 50,000 to 500,000+ artifacts, each with unique characteristics and historical value. The British Museum alone holds approximately 8 million objects, while only 2 million of them are available online as of December 2025 (British Museum Annual Report, 2025). If you're trying to digitize your collections, this volume creates a major challenge.

Traditional manual photography workflows are time-consuming and inconsistent. Each item is individually photographed, adjusted for lighting, and post-processed.

The challenges of manual photography

Manual processes introduce several critical challenges:

Inconsistent quality

Differences in lighting, camera settings, and angles produce images that vary by 30-40% in quality metrics (color accuracy, resolution, detail). This makes it difficult to present a cohesive collection online or use images for comparative research.

Limited throughput

Manual workflows take longer to complete. High-value or fragile objects require additional precautions, further reducing the number of items you can process per day.

Human error

Mislabeling files, skipping metadata entry, or incorrectly framing objects damages the integrity of your digital records. These errors create long-term problems that are costly to fix.

Resource constraints

Many museums face financial downturns in 2026 due to inflation, shifting philanthropy, and reduced government funding (AAM, 2025). Assigning limited staff solely to photography takes resources away from curatorial, conservation, or educational work.

Financial barriers

Digitization of museum collections isn't cheap and requires significant investment in equipment, staff, and processes.

Solution? Automated photography

Automated photography solves these challenges. By standardizing capture processes and integrating object handling with camera control systems like Orbitvu Alphashot XL and lighting systems, automation increases throughput while maintaining consistent, high-quality results.

According to Beata Kiszel, Director of the Museum in Tarnowskie Góry: "The studio's size allowed us to set it up in our museum. Our employees, after just two days of training, were able to use it intuitively."

🔍 Read the full case study on museum digitization on our blog or watch it below:

This speeds up museum digitization and makes sure that each digital asset meets professional standards. You can use the digital files immediately for research, exhibitions, and online engagement.

Open up new experiences through high-quality digitization

Digitizing museum collections fundamentally reshapes how visitors interact with heritage:

Immersive displays

Museums use digitized assets for Augmented Reality (AR) and Virtual Reality (VR) exhibits to add life to static displays. Visitors can explore artifacts in detail with zoom capabilities, view objects from multiple perspectives using 360° spins, and access details invisible to the naked eye.

Global access

Digitization removes geographical and economic barriers. High-quality digital collections let researchers, students, and enthusiasts worldwide engage with artifacts in meaningful ways. For example, 3D scans can be converted into tactile models for visually impaired individuals, making museum collections more inclusive and accessible to all visitors.

Educational opportunities and marketing

Aligning with audience habits, such as using QR codes on gallery labels, enhances public engagement.

Orbitvu: digitizing museum collections at scale

To truly digitize museum collections at scale, you need to evolve photography from a manual task into an integrated digital system. At Orbitvu, we specialize in automated photography solutions that transform how artifacts are captured.

Rather than relying on individual expertise and repetitive setup, our automation transforms image capture into a controlled, repeatable, and data-driven process. This aligns with broader digitalization strategies used across modern industries.

How Orbitvu's automated photography solutions work

Orbitvu's systems provide a versatile and powerful solution for the unique challenges of museum digitization, no matter the scale or size of the object. These all-in-one systems combine precision hardware with intelligent software.

• Motorized rotation for complete coverage - at its core, the motorized turntable (available in Alphashot XL) or its larger equivalent motorized platform (Furniture Studio) enables the creation of high-quality 360-degree images. This allows visitors and researchers to see every detail of an object from any angle.
• Intelligent software for efficiency - the Orbitvu Station software simplifies the entire process with features like:

• IQ Mask technology - removes backgrounds instantly while keeping natural shadows
• Adjustable light settings - ensure visual consistency across diverse collections
• Custom templates - make it easy to produce professional results for everything from reflective metals to delicate fabrics.
• Versatility for different materials - accessories like an overhead camera setup and light diffusers transform the device into a high-speed scanner for flat materials like paintings or inventory books with no unwanted glare.

These features help museum staff work more efficiently while making sure their digital files are ready for immediate use.

Conclusion on digitizing museum collections

Digitizing museum collections has evolved from basic documentation into a central strategic pillar for cultural institutions worldwide. Automated photography makes this transformation achievable by combining efficiency, consistency, and scalability with the flexibility needed for modern digital platforms.

Through automation, you overcome traditional obstacles like limited staff capacity, inconsistent imagery, and overwhelming volumes of objects.

This approach makes sure that digitization is not a one-time effort, but a sustainable, ongoing process that maximizes both preservation and accessibility.

In essence, automated photography transforms the act of digitizing museum collections from a series of isolated tasks into a strategic digitalization initiative. It bridges preservation, access, and innovation while laying the foundation for the future of cultural heritage.

Ready to transform your museum's digitization process?

Interested in learning more about how automated photography can benefit your institution? Check out our solutions and discover how the right equipment can bring millions of artifacts to a wider audience.

Book a free demo with us and let's see how we can help you create a lasting digital legacy.