1,000+

Historical Objects Tracked

2

Weeks Launched Ahead of Schedule

100%

Adoption Rate Across Departments

Membership

Objective

CCAHA needed a streamlined and efficient project management system tailored to their unique workflows. Their goal was to replace an outdated, inefficient system with a modern, user-friendly solution that improved data accuracy, enhanced tracking, and increased collaboration across departments.

Background

The Conservation Center for Art & Historic Artifacts (CCAHA) is a nonprofit organization specializing in the preservation and conservation of books, paper-based materials, and works of art.

‍

They provide conservation treatments, framing, digital imaging, consultation, educational programs, and disaster recovery assistance to cultural institutions and private clients. Although a nonprofit, CCAHA uses a time and materials model to develop estimates for project fees and as such operates like other professional services organizations.

The Challenge

CCAHA was using Workflow Max, a system designed for architects rather than for managing hundreds of objects and complex workflows. Key challenges included:

• A non-user-friendly interface that was difficult to search and had little workflow visualization capability.

• Reports that required extra formatting and data aggregation from multiple sources.

• Departments using separate, unlinked project tracking spreadsheets, leading to inconsistencies in key project information.

• Redundant data entry across Workflow Max, department databases, and physical job folders.

• Trying to use a project management system as an asset tracking tool led to compromises that created inefficiencies for both core functions.

• A mix of analog and digital processes, increasing user error and workflow bottlenecks.

The Solution

XRay implemented a customized Airtable-based workflow system called CRAFT (Conservation Resource and Artifact Flow Tool), designed to address CCAHA’s pain points. Key features include:

• One Source of Truth: CRAFT is a centralized, searchable database that replaces separate departmental spreadsheets and duplicate entry in physical project folders.‍

• Ease of Use: the intuitive interface is designed for users of any technical skill level‍

• Chain of Custody Tracking: Digital logging of object movement increases staff accountability and makes location history more transparent. ‍

• Time Tracking & Billables: Streamlined tracking of hours and billable work makes accurate invoicing easy.‍

• Client Management & Leads: CRAFT includes a system for tracking client projects, history, and new leads. Projects are tracked from beginning to end without any loss of background information.

• Reports & Data: Automated reporting delivers real-time insights without needing the team to assemble data from several sources, reducing manual effort.

• Custom Suggestion Box: Staff can submit bugs, questions, and suggestions for CRAFT system improvements.

The Results

Mentorship and training

XRay requested that CCAHA designate a point person (or multiple people) to actively participate in the system’s development and make timely decisions throughout the process.

Given their deep understanding of major workflows, CCAHA’s Lab Operations Manager and Registrar were selected for this role. Through XRay’s mentorship and hands-on training, they have gained the confidence and expertise needed to manage and adapt the system effectively.

Over time, they have taken full ownership of its functionality and continue to refine and expand it to better meet the organization’s evolving needs.

Efficient feedback and iterative updates

After rolling out the new system, XRay rapidly responded to CCAHA’s feedback to accommodate the whole team. The CRAFT Suggestion Box received 95 submissions in the first week, but after several updates improving user satisfaction, now only averages only 1-2 per month.

Improved accuracy and efficiency

Data is now consistently updated, and reporting is significantly streamlined. Data is now consistently updated, and reporting is significantly streamlined.

Department leaders can generate more helpful management views directly in the system, rather than duplicating efforts with external spreadsheets. The combination of custom interfaces and Airtable’s native usability features have sped up what were formerly time-consuming, repetitive tasks.

Improved project tracking

The transition to the new system involved rethinking how staff documented project schedules. As a result, previously invisible tasks are now clearly defined as distinct steps within the workflow.

With a centralized database, project updates and statuses are now available in real-time, allowing clearer due dates and better workflow visibility. Task dependencies are clearly defined, allowing for proactive identification of potential bottlenecks and better workload distribution across teams.

‍

VIEW TOOL BELT

"XRay was extremely well-prepared and tailored the solution to our specific needs. They bridged the tech knowledge divide and provided extensive training and documentation, making the transition seamless. The user experience was a top priority, and our team has benefited greatly from the new system."