[Breaking free from Data Dispersion] Towards Smarter Gallery Management

REIJINSHA GALLERY

REIJINSHA GALLERY, based in Nihonbashi, Chuo-ku, Tokyo, introduced ArtXCloud at the end of 2023 to address concerns about security and the challenges of individual specialization. By centralizing previously scattered artwork data, they significantly transformed their workflow, which had been hindered by the difficulty of simultaneous tasks. It’s become so essential that staff now say, “We can’t start the day without it.We interviewed the gallery staff to learn about the changes they experienced before and after the implementation. 

Emphasizing Unique Individuality and Energy of Artists

― First, please tell us about the gallery's features and concept.

REIJINSHA GALLERY's parent company, Reijinsha Co., Ltd., was founded in Osaka in 1993 with the philosophy of "becoming a bridge between society and the art world," focusing on art exhibitions and the publication of art books. The gallery started in Ginza in 2010 and is now based in Nihonbashi Honcho. The staff consists of four members, each handling a wide range of tasks including accounting.  

― What do you value in selecting and exhibiting artworks?

We value the universal "individuality" of the artwork, which is not influenced by trends, and the "energy" that comes from it. We decide on the exhibition method in consultation with the artist to best convey the artwork's world view.  

― What are your criteria for selecting artworks?

Whether the staff themselves are moved, whether we can wholeheartedly think, "I want this piece!" As a gallery, we don't particularly limit ourselves to genres or techniques. By handling only works that captivate us, we feel that we are expanding our range of artists and customers. The staff also continuously refine their eyes and deepen their knowledge. 

Data Duplication Function Reduced Registration Time from 90 to 45 Minutes

― What prompted you to introduce ArtXCloud?

At the time, the tool we were using had security vulnerabilities, and we were concerned about the risk to personal information handled in our online store. Additionally, artwork images and customer lists were scattered across Excel sheets, making management prone to individual specialization. It was then that ArtXCloud was introduced to us by chance, and we decided to implement it because we felt that "if we can centralize our operational tasks, in addition to the security benefits, we should do it."  

― Was the implementation process difficult?

The task of transferring data and images from various tools was, frankly, quite challenging. However, thanks to the thorough support we received, we now feel that "it was good we did it!" It was something that would have been necessary eventually, and we were glad we could take the plunge and get it done.  

― How often do you use it now?

Every day. We rely on ArtXCloud so much that we can't start the day without it. All four of us share and manage inventory, customer information, and artwork transaction history. The previous tool we used didn't allow multiple simultaneous logins, which caused stress because only one person could use it at a time. But with ArtXCloud, those problems are gone.  

― Are there any features that you find particularly useful?

The "data duplication function" is very useful when registering multiple works by the same artist. Previously, we had to copy and paste information one by one, which could take up to 90 minutes to register 30 pieces. Now, it's done in about 45 minutes. Since many works are similar in size and price, it has really improved our efficiency. 

The Reason We Were Able to Eliminate Individual Specialization: "Anyone Can Do It"

― Have you noticed any other changes since the implementation?

Individual specialization in tasks has significantly decreased. For example, when checking who purchased a particular artwork, we used to rely on specific staff members' memories, but now we can quickly find the buyer from the registered data. The situation where "only that staff member knows" has disappeared, and it's a big advantage that anyone can access the necessary information.

― Has it affected your daily customer service and operational tasks?

Yes, it has. Before, I used to rush to finish tasks, asking other staff to handle customer service. But since implementing ArtXCloud, I can think, "I can do it later quickly," which makes me feel more relaxed. I feel that it has increased our freedom and improved the quality of our customer service.

―So, it has created both psychological and time-based flexibility?

Yes, that's right. We are happy that we can now spend more time on planning meetings. Also, having the psychological and time-based flexibility to review simple tasks has allowed us to consider more efficient methods while overseeing the workplace. Overall, we feel that we are operating more smartly.

Recommended for Industries Handling "One-of-a-Kind" Items, Not Just Art

― What are your hopes for ArtXCloud in the future?

It would be great if it could automatically calculate artwork shipping costs and add them automatically at the time of sale. If that were possible, it would be a strong advantage for ArtXCloud in its global expansion. In addition, it would be even smoother if we could register templates in the message function for daily communication. Because we use it every day, we keep coming up with requests! (laughs)

― What kind of galleries would you recommend ArtXCloud to?

It's perfect for galleries like us, where operations are spread across various tools, and a small number of staff handle a wide range of tasks. I think that industries dealing with "one-of-a-kind" items, such as kimonos or jewelry, not just art, could achieve similar benefits.

Exhibition view of Reiko Meguro,  "Yin Yang = In-Yo," 2025