Activities module

Advanced collection management

The Activities module complements the Cataloguing module by providing 16 datafiles dedicated to specific collection management activities. The Activities module brings all the documentation about a project together in the one place so that your team can work more efficiently.

More control, more efficiency, more coordination.

The main Collection Store – Sarjeant Gallery

Detailed collection management

The 16 datafiles extend Vernon CMS to record and manage everything from exhibitions to loans. Find time-saving tools to work with multiple objects at once and quickly create reports.

Helping teams work together

Activities module is perfect if you need to keep project information update and available to your staff. Whether they are in the same location or spread out, their access to project information will remain consistent. No more searching for a spreadsheet.

All in one place

As Activities module works with your existing database you have all the collection management features you are used to. You can pull in objects from the collection, check for conflicts, and use the search and reporting features.

Activities files

Loans

Management of one or multiple loans, either inward or outward. Includes renewals, bulk movements and customised reports.

Exhibitions

Maintain exhibition research and planning documents directly in Vernon CMS. Create dynamic objects lists, check conflicts and manage multiple venues.

Condition Reports

Multiple object parts can be recorded together with additional details such as budget, tasks, priority, laboratory, reason, and date required.

Acquisition Proposal

Different acquisition processes can be accommodated. You can create in-depth object records for each considered item, including photographs, or simply record bulk items in a text field.

Deaccession

Record the processes and information as objects are deaccessioned. The reason, method, valuation all related to the original object record.

Treatment

Easily access a complete history of treatments, including dates, budgets and recommendations.

Rights & Reproductions

Record and invoice reproduction rights sold or granted to other parties. Build a Schedule to process requests.

Entry / Exit

Streamline and formalise documentation to record objects leaving an institution. Retain a central register with shared access.

Topic

Track and record the creation, approval and publication of any detailed description. Capture collection-level descriptions, wall labels, captions, blog posts, or articles.

Transport

Plan, manage and record both internal and external movement transactions.

Risk Management

Record the risks and hazards posed to or by objects, or generally in the collection or on site.

Insurance

Record the insurance policy details and coverage for an object, a group of objects or general cover such as public liability.

For more information, see Activities (Vernon CMS Help website)

Blog posts

Explainer: Activities module in Vernon CMS

Posted: March 11, 2025

The Activities module is an optional extra that you can purchase for Vernon CMS to complement your Cataloguing module. It consists of 16 datafiles to help you manage processes around your objects like acquisitions, exhibitions, loans, risk management, deaccessioning and much more. Let’s enter the world of Activities and look at all the ways that you can create relationships in Vernon CMS between your processes and objects.

Auckland Art Gallery’s use of the Activities module Outward Loan file

Posted: April 4, 2018

The Auckland Art Gallery Toi o Tāmaki uses the Outward Loan file from the Activities module, together with Procedural Control, to help manage their busy outward loans program. This ensures that all loan requests are well documented, and processed in a consistent, streamlined fashion.