Features

Getting information in and out of Vernon CMS is of prime importance. This is why we have designed Vernon CMS to streamline data entry and to provide easy options for searching, reporting and exporting your collection information.

Your Collection data has an ever increasing value based on how well that it can be accessed and used, now and in the future.

Data entry is efficient and controlled to ensure consistency. Data can be entered manually or imported in batches to update existing records or create new records in bulk. The user friendly layout builds upon a relational database featuring authority controlled fields, text fields of unlimited length or date fields. Dedicated datasets cover key information related to the collection such as people, events, sites and digital assets.

Records can be organised into a hierarchical structure that can handle archival structures such as Group / Series / File / Item or Fond, or a hierarchy of locations such as Building / Floor / Room / Bay / Shelf.

Object parts can be described and individual parts can then be tracked in more detail. For example, measurements and locations can be recorded for each described part. Objects can also be organised into packing units to handle groups of objects that are stored or moved together. Groups of objects can be updated together in the case of bulk movements, such as when reorganising storage rooms or batches of loans.

Vernon CMS includes Procedural Controls, which allow repeatable functions and prompts to be automated. For example a change of status for a record can trigger a report or send an automated email.

There are many data entry shortcuts, including the options to copy records, create data entry templates and bulk update fields in a group of records.

Vernon CMS has powerful built in search and report features that will put your collection in the palm of your hand.

Quick searches make navigating around the collection simple while the Query Tool allows you to build up complex searches step-by-step and save searches for future use. Boolean operators and natural language dates can work in combination with query filters for complete control of your search results.

At any time you can save searches or a list of records for future reference.

Reporting options are inbuilt and integrated throughout Vernon CMS. Reports are fully customisable and can be exported to Microsoft Word and Excel. You can design ad hoc reports or save templates for reuse, such as a loan agreement or condition report.

Data can also be exported in a wide-range of formats for use in other applications. Export format options include tab and comma delimited files, PDF and a range of XML formats.

The fields in Vernon CMS accommodate practically any type of collection item. The system also includes options to add additional custom fields or override the label of any standard field. Vernon Systems can also develop custom data entry screens to suit the needs of your organisation.

Vernon CMS works well with third party software, such as Digital Asset Management (DAM), location tracking software and mobile applications. Our online public access Browser module provides an API to share data with content management systems or custom applications.

As soon as information in Vernon CMS is altered, automatic updates are able to be sent to third-party applications.

There are many ways to import information, allowing data to be created or edited and later added into Vernon CMS as new records or updates to existing records.

Vernon provides data conversion services to migrate your data from previous systems in to Vernon CMS. We have specialist staff that have converted and imported millions of records.

This allows the best of both worlds. Peace of mind in your data consistency with the benefits of connectivity with other systems.

Images, documents, multi-media and links relating to an object have become more numerous and important over time. Vernon CMS includes features to help you manage your digital assets.

Vernon CMS links to media and document files in their source location on the network. For images a thumbnail copy is automatically generated and EXIF digital metadata from the image is stored in Vernon CMS.

The original files can be opened directly from Vernon CMS into your default viewing software for each file type. Links to media files can be created and updated in bulk. The original files are stored outside of the system where they can be secured and backed up on the network.

An individual Photo/Audio-Visual record is kept of each related image, audio or video file, each with its own public access settings, metadata and copyright information. You can link many Photo/Audio-visual records to records any record in the system. For example, each object record may link to many related images.

Users of Vernon CMS can hyperlink any external file such as study reports, thesis, maps in any format, which will open from the link.

You can also refer to web pages or files via web links (URLs) allowing a third-party system to manage these files. For example you might link to online source or documents within a TRIM Records Management System.

Vernon CMS is a modular system, designed to grow with your needs. You can select the modules you need to solve your collection management needs. Our annual support charge is based on the modules and licences you have purchased. This provides you with support from Vernon Systems and our community of users can access all of our software upgrades.

The Cataloguing module forms the cornerstone of Vernon CMS. It provides many data feilds for specific types of information including objects, people (such as makers, contacts, donors and staff), events, sites, and tasks. Here information is entered and managed within user-friendly, customisable data entry screens.

This Cataloguing module fulfils the basic needs of collection management and is sufficient for many collections. It covers core requirements such as location tracking, searching and reporting, image management, security and auditing.

You can create as many individual log-in details as you need, and access through workstations in your nextwork. Licence restrictions only apply to the number of users that are logged onto Vernon CMS at the same time.

The Activities module provides detailed files for managing activities such as Acquisitions, Loans, Exhibitions, Conservation, Entry/Exit, Insurance, Transport and Rights, Reproductions and Use.

The Vernon Browser module allows you to provide internet access to your collections through your website or third parties websites, an intranet and in-house kiosks.

Included in the Vernon Browser module is the Web Messenger module, which is also available on its own. Web Messenger streamlines sending records and images from Vernon CMS to other applications, doing away with double-entry and consistency checks for out-of-date information.

The External Tracking System module provides features to track object location changes through a third party system such as barcode readers or radio tags receivers.

Training is a high priority as through this you gain the most from your collection management system. Onsite training is included with every new installation of Vernon CMS. We recommend ongoing training for new staff and for up-skilling existing users. Online and group training sessions are also available.

Minimum technical expertise is need for Vernon CMS software upgrades and to perform administration tasks. Upgrades are downloaded with step-by-step instructions, backed up with our technical support. There is typically one major new version of Vernon CMS each year.

Vernon CMS includes detailed built-in and online help and access to our Customer Support Portal. Through the portal users can log support requests, take part in shared discussion forums, and view our extension library of support solution articles.

The annual support agreement includes all software upgrades and support via the Customer Support Forum or phone or email. We have staff in New Zealand, United Kingdom and South Africa and thus cover all time zones.