Museum and theater maintenance: ordinary and extraordinary, which software to use

Maintenance in museums and theaters: a matter of safety, value, and continuity

In museums and theaters, maintenance is not just a technical matter: it is a strategic lever to protect works of art, stage equipment, and people. A failure in an air conditioning system can compromise the preservation of a painting; a malfunction of emergency lights can put safety at risk during a show. Ensuring continuity of activities and protection of heritage requires precise, traceable, and timely maintenance processes.

Ordinary and extraordinary maintenance: what changes in museums and theaters

Ordinary maintenance includes all scheduled and recurring activities, such as:

• Periodic control of air conditioning systems to maintain ideal temperature and humidity in exhibition halls
• Verification and testing of fire safety systems and emergency exits
• Cleaning and maintenance of surfaces and exhibited works
• Inspection of stage equipment and audio-lighting systems

Extraordinary maintenance intervenes in case of:

• Sudden failures in critical systems (for example, breakdown of a dehumidifier in a room with delicate works)
• Replacement of damaged scenic or structural components
• Urgent interventions to ensure the safety of the public and staff

Distinguishing between ordinary and extraordinary allows for better resource planning and reduces the risks of interruptions or damage.

Maintenance criticalities: real risks and specific needs

In museums and theaters, maintenance criticalities are often underestimated. Some concrete examples:

• Irreversible damage to works due to temperature or humidity swings not detected in time
• Interruption of shows due to failures in audio, lighting, or set systems
• Coordination difficulties between technicians, hall operators, and managers, with reports risking being lost
• Complex management of historical or listed buildings, where every intervention requires attention and traceability

A typical example: a stage technician notices a malfunction of the emergency lights and reports it, but without a centralized system, the communication gets lost, with safety risks and possible penalties.

Digitalizing maintenance: concrete advantages for museums and theaters

The adoption of maintenance software radically transforms operational management. Specific advantages include:

• Complete traceability of interventions: every activity is recorded, with accessible history and always available documentation
• Preventive planning: the system sends automatic notifications for scheduled maintenance, reducing the risk of forgetfulness
• Reduction of downtime: fault reports can be sent in real time by any operator, accelerating take-charge times
• Centralized management of reports: custodians, stage technicians, and administrative staff can report anomalies via app or portal, avoiding intermediate steps and information loss
• Detailed reporting for management: data on costs, times, frequency of failures, and system status always updated
• Preservation of historical documentation: every intervention is archived, useful for audits, tenders, and funding requests

Practical example: a hall operator notices an abnormal noise coming from the air conditioning system. Through the software, they send a report with photos and a description. The manager receives the notification, assigns the intervention to a technician, and monitors execution, all in real time.

Which software to use: maintenance solutions for museums and theaters

The main types of maintenance software are:

• CMMS (Computerized Maintenance Management System): platforms for centralized management of interventions, deadlines, spare parts warehouse, and reports. Suitable for structures with many systems and equipment.
• Vertical solutions for the cultural sector: software designed for museums and theaters, integrating maintenance management, spaces, staff, and heritage. They offer specific modules for the traceability of works and activity planning.
• Digital twin platforms: systems that create a digital copy of the building, integrating data from IoT sensors and BMS systems to monitor the status of systems and environments in real time.

The choice depends on size, complexity, and the need for integration with other systems (ticketing, collection management, security).

How to choose the right software: practical criteria for museums and theaters

To identify the most suitable solution, evaluate these key criteria:

• Ease of use for all staff, even non-technical
• Integration with existing systems (BMS, ticketing, inventory)
• Document management and support for different formats (BIM, CAD, PDF)
• Modularity and scalability to adapt to future needs
• Technical assistance and training
• Possibility of rapid reporting by operators and technicians via app or portal

Involve both technical and operational staff in the evaluation: collaboration is fundamental for the project's success.

Immediate and long-term benefits of digitalization

Adopting maintenance software in museums and theaters means:

• Reduce risks of damage and interruptions
• Optimize costs thanks to more efficient planning
• Improve the safety of the public, staff, and heritage
• Demonstrate transparency and control in case of audits or funding requests

Investing in the digitalization of maintenance is a strategic choice for the protection and enhancement of cultural spaces.