Common Questions - Vernon Systems

Vernon Systems has more than 30 years’ experience in creating software for the museum, gallery and cultural heritage sector. Our systems are used around the world by institutions to catalogue, manage and publish information about collections.

We develop two products: Vernon CMS is a modular desktop package designed to manage all types of collections within one comprehensive collection management system; eHive is a simple to use web-based cataloguing system which includes built-in publishing options to WordPress websites and partner websites.

If you have a question that is not here, feel free to ask us.

General Questions

What are the main differences between eHive and Vernon CMS?

Vernon CMS is a modular desktop collection management system that handles all types of collections. It is a comprehensive system which manages all common collection processes, including acquisitions, loans, exhibitions, conservation, rights, public access and deaccessions. Multi-user access can be controlled through the security and data auditing features, making it particularly suited for organisations with a collection management team.

Content in Vernon CMS can be shared in many ways, including through the Vernon Browser web module, programming interfaces and data exports to eHive or 3^rd party systems. You can read about the online collection options on our public access page.

eHive is a web-based cataloguing system used by hundreds of small museums and private collectors to catalogue objects, store images and manage acquisition information. Many larger institutions have also chosen to use eHive as an online publishing platform. Each eHive account has a unique username which can be used simultaneously by multiple users.

Sharing collection records on the public eHive.com site is as simple as ticking the ‘Publish to eHive’ checkbox. eHive includes features for publishing collections to WordPress and partner sites such as the National Library of Australia’s Trove website and Digital NZ. Vernon Systems manages the software, servers and backups, leaving you to focus on your collection. Similar collections can be grouped together by forming communities within eHive.

The two systems can also be combined to provide a cost effective and tailored solution to meet your institutions’ collection management requirements.

Can I migrate my existing data and images?

Yes. Many clients have legacy data to migrate. We offer complimentary consultation and data analysis in order to prepare an accurate quote for data migration to Vernon CMS or eHive. The time required can vary greatly depending on the volume, complexity and consistency of your existing data. We’re often able to improve the quality of the data during the migration into our systems.

For eHive we also provide the eHive import spreadsheet for offline data entry and as a stepping stone between other systems and eHive. For more information, get in touch with us.

eHive Q & A

How much does it cost?

eHive accounts are available on an annual subscription basis covering use of the software, storage and ongoing development. The amount of storage you use determines the level you need to purchase. For example, the $US 200 per year account includes 1 GB of disk space which will store approximately 2,000 web-sized images. See the eHive Pricing page for more details.

Other work is charged on hourly or daily rates, including data migration and custom website development.

Who uses eHive?

eHive is used worldwide by a diverse range of cultural institutions, clubs and societies, and private collectors. Example users include Australian Stockman’s Hall of Fame, Mataura Museum, Museum of Barnstable and North Devon, New England Regional Art Museum, and Randolph College Department of Biology Natural History Collections. Art, social history, natural history, photographic, archive and reference library collections are all catalogued within the system.

You can see a full list of organisations that have public collections on eHive’s Explore Collections page

What options are there for publishing my content on the web with eHive?

Object records and images can be shared on the public eHive.com website. There is also the option of publishing to your own custom website or 3^rd party applications through the eHive application programming interface (API). You can read about these options on the eHive Developers website. We’re also partners with larger projects such as NZMuseums, Digital NZ and the National Library of Australia’s Trove website.

eHive can be used as a low-cost option for public access to data in Vernon CMS.

You can read more about eHive, see it in action, read the roadmap and sign up for an account, on the main eHive.com website.

Vernon CMS Q & A

Basics

How much does it cost?

Getting an accurate quote is an important part of the process. We offer initial consultation and data analysis for no charge. Get in touch with us if you’d like a formal quote.

The key factors are your feature requirements and what collection data you need to migrate.

Support and software upgrades are included in your annual licence fee, which is 20% of the total value of your licences.

For more detail, see our pricing page.

Who uses Vernon CMS?

Our products are used internationally. If you’re looking at implementing a collections management system we encourage you to contact similar collecting organisations. We would be happy to make an introduction and suggest the most relevant clients.

See our full client list

Is there a brochure for Vernon CMS?

Of course. You can find it on the Vernon CMS product page.

Will Vernon CMS handle my type of collection?

Vernon CMS complies with general museum standards such as Collection Trust’s SPECTRUM documentation standard. The system has powerful features for customising screens, creating user defined data entry fields, setting collection or user specific rules, and building calculated fields to change the presentation of data in specific reports.

I have a small collection. Will I be able to manage it with Cataloguing module?

Yes. Out-of-the-box the Cataloguing module has all the features you need for key collection management tasks, including location control, vocabulary lists, searching, reporting, linking multimedia, and managing information about related people. The Cataloguing module includes one concurrent user licence.

Read more on the Cataloguing module page. For a quote we will have to ask some questions about your collection data and requirements. Get a quote now.

What other modules will I need?

Vernon CMS offers several optional add-ons. You can see the full list of options on our Add-ons and Modules page.

Add-ons include the Activities module, which manages many processes such as loans, exhibitions, conservation and rights management in more detail, and our public access options.

We would be happy to talk you through the options. Contact us here

What are the typical implementation steps?

The key steps are: online demonstration, review existing data, propose data migration plan & quote for the project, live data migration, onsite installation and training, follow-up support.

Visit our quote page to see more details about implementing Vernon CMS.

Can I get demo software to have a look at?

Yes, you can download a trial version of the system with demonstration data. If you have not used Vernon CMS we recommend getting an online demonstration from us first. We can show you around the parts of Vernon CMS that are most important to you and you can ask questions. Contact us if you’d like to arrange an online demonstration or access the trial version.

We manage several collections. Can Vernon CMS separate the collections for security and searching purposes?

Yes it can. Vernon CMS has fields to record departments, collections and object types. Search results can be filtered by almost any field and user security can be dependent on fields in the record they are trying to access. Read more about the Cataloguing module.

Can I publish my collection to a website?

Yes. We offer a range of services for public access to collection data. The Web Messenger module can also be used to send information, in the form of packaged messages. These are sent from Vernon CMS to an application that uses these messages to update its content, such as a separate website content management system.

Training and Support

What kind of support can I get?

The annual licence agreement includes comprehensive support by phone or email, full access to the Customer Support Portal and all software upgrades. Find out more about our support.

What training do I need?

Vernon CMS requires some training. On installation we include two days training onsite to introduce new users to the key functions in the system. We also offer online or onsite training as a service. Read about our training options.

Additionally Vernon CMS is fully documented and the Annual Support Agreement includes comprehensive support and access to the Customer Support Portal where you can ask questions, read solution articles and connect with the user community. Read about the support we provide.

How can I get help within Vernon CMS?

Vernon CMS includes field and screen level help, and more general help on common processes. Our “Getting Started” guide walks you through the key considerations when you implement a system, and our online Customer Support Portal provides many “How To” documents in the Solutions section.

Data Entry

What controls are in place to ensure data is entered consistently?

Data consistency is very important, especially when working with a large staff or volunteers. Vernon CMS supports several common vocabularies and has validation to cope with any accession number format and all common imprecise date formats.

Within Vernon CMS you can also configure the steps in each major procedure, setting rules to check, and actions to perform on completion of a step. Actions can include automated reports or emails, and the updating of related files in the system.

Is there a limit to the length of text fields?

No. You can write a few words or copy and paste pages of information into a text file. The only limit is practical considerations of how the information will be used in other applications and on the web.

I need to record an object which has several pieces. Can Vernon CMS do this?

Yes. You have the option to define separate parts of an object, or link related objects into a group. Many fields on the cataloguing records can be qualified by part, including the location and measurements of individual parts.

Is there a way to update a group of records at the same time?

Yes, the system includes many bulk update tools. These include Bulk Move, Bulk Valuation Update, Bulk Rights Update and Text Update.

I need special fields to record some of my collection data. Can Vernon CMS accommodate this?

Vernon CMS comes with spare User Defined Fields to allow you to extend the standard data structure. We can also work with clients to build customised screens, reports, email templates and calculated display fields. For more information go to our customisation page.

Images and Multimedia

How does Vernon CMS manage images and media files?

Vernon CMS stores links to these files. They can be stored on your local network, with appropriate network security restrictions if needed, or linked via a web address. It’s also possible to store these in a separate Digital Asset Management (DAM) system, with Vernon CMS linked to a derivative created by the DAM or directly to the media file via a web link.

Vernon CMS supports most common media file formats. Separate records are created for each media file, so you can record detailed information such as captions, rights, usage and production information. Vernon CMS can also extract digital metadata from media files which you can view, search and include in reports.

Can I attach multiple images to an object?

Yes. You can link as many images as you like to an object. Images are recorded in a separate Photo/Audio Visual datafile, with each media record containing additional detail such as captions and media file rights.

Will Vernon CMS work with Digital Asset Management systems?

Yes. We have worked with several DAM software providers to integrate with Vernon CMS. Vernon CMS has basic DAM functionality but many collections have specific needs or already have a separate DAM system. We would be happy to talk through the options with you.

Security and Auditing

I made a mistake. Can I fix it?

Yes. Vernon CMS has an Audit Tool. When the system audits data transactions, it records the date, time and nature of the change, as well as the user who made the change. This Audit Tool can roll back changes to the database to undo mistakes.

We often have volunteers to enter collection data. How can Vernon CMS help?

Individual security groups can be created to define the viewing and editing rights for a set of users. Vocabularies can be used to standardise data entry.

We recommend the creation of an in-house data standard to define the fields you use and your organisation’s data style guide.

Searching and Reporting

How do I search the collection data in Vernon CMS?

Vernon CMS has built-in search options. You can perform a Quick Search at any time within the viewing and data entry screens, or you can open up the Query window for a deeper search. You can build a search from a combination of questions and then choose how you want to view the results.

Can I search for objects from a date range?

Yes. Date retrieval can be as broad or as precise as you wish, with searches entered in natural language. E.g. Late 19th Century, 1967-1969, 1 Jan 1999-15 Feb 1999.

Can I easily create my own reports?

The Cataloguing module comes complete with integrated searching and reporting features with no third party software to purchase, install or learn. You can create custom reports on the fly or use an existing report template. You can even use Microsoft Word mail merge to develop complex report layouts.

I need to run the same reports each month. How can I do this?

You can save both your search details and your report as a template to use later. When it comes time to retrieve the monthly report simply run your saved search and choose the appropriate saved report template to produce the finished report.

Loans, Conservation and Movement Tracking

How does Vernon CMS record location of objects?

Vernon CMS has the ability to record different aspects of location for each object. The Usual Location for the object can be set and used to quickly update a record when it is returned to its Usual Location. The Current Location fields keep track of where the object is right now. The Inventory Location fields record formal inventories. All location details are collected together in the Location History.

Objects can also be moved into Packing Units – moveable locations such as crates or solander boxes. When a Packing Unit is moved the system automatically updates the location of all objects currently in the Packing Unit.

I want to add barcodes or RFID tags to objects and use a scanner. Can Vernon CMS use these?

Yes. Barcodes can be generated for any object and then printed on labels. The additional equipment required is a USB barcode scanner. When the barcode is scanned the related record is immediately recalled.

Vernon CMS also integrates with the Loca.Fi tracking system via the External Tracking System module.

Can Vernon CMS manage loan, insurance and transportation processes?

Yes. The Cataloguing module includes specific fields to record basic details about loans, locations and valuations. The Activities module tracks Inward and Outwards Loans, Insurance and Transport/Movement in considerable detail, following each of these processes from the initial idea or request through to completion.

Does Vernon CMS manage conservation and condition reports?

Yes. The Activities module includes processes for Condition Reports and Treatment. The system allows for actions such as raising a Treatment request following the completion of a Condition Report.

Technical Details and Integration

What is required to install Vernon CMS?

Vernon CMS is a Windows Server based application that can be accessed from a range of devices including Windows workstations on the local network, iPads, Macs and remote PCs.

Many of our clients do not have dedicated IT teams. We’re happy to assist clients with the installation of the system and can remotely connect to perform installations or upgrades if you wish. Read the full technical specifications.

Can I access Vernon CMS from iPads or Macs, or a computer that is off-site?

Yes. You can access Vernon CMS through remote access. Often Microsoft Remote Desktop or Citrix software is used. This requires access to the network where Vernon CMS is hosted and a local computer through which to log in. Many sites using Vernon CMS access the database from a remote location. Get in touch if you’d like us to go over the requirements and general process.

Can I import data into the system and export data out?

Yes. You can import data from Excel or XML files. We can also undertake data migration on your behalf and have worked with many common formats, including SQL databases, Microsoft Access and Filemaker.

Vernon CMS can export to CSV, PDF, Excel and XML, with the Reporting tool providing great flexibility on the selection of fields and records to include. You can also permanently define calculated fields to alter how data is presented in a report or exported file.

Can I link to files stored in a document management systems like TRIM?

Yes. Vernon CMS supports linking to documents outside of the system. This can include files directly on the network, such as Word documents or PDF, and it can include web links. Each document stored in TRIM has its own website link which can be recorded in Vernon CMS allowing instant access to documents and document version control.

Need more information? Just ask us!