Details of every work of art in the Galleries' collection can be found on the collection database along with information on locations, exhibitions, past and future loans and related media files. This information, passed to the documentation team from many different official and informal sources, is converted into standardised computer records. Documentation officers can then help to provide data for published reports and for the IT Gallery and the Galleries' website.

On a wider level, the department maintains links with documentation staff in other museums throughout the UK.