How Vernon CMS works
Vernon CMS is a collection management system. It’s a database of many types of files, where you can create records to document and track your collection. You can search your records and make lists and reports. This page describes the basic concepts and structures that make up Vernon CMS, so that you have a foundational understanding to help you get the most out of the system.
Vernon CMS lets you create connections
Everything can be connected in Vernon. Your objects, people, photos, events, places, procedures, sites, locations, subjects, and documents connect together to form a unified and comprehensive web of information and relationships.
Vernon CMS is a relational database
A relational database is a type of database that organises data into rows and columns. These rows and columns collectively form a table where the data points relate to each other.
Vernon holds this structure ‘behind the scenes’ – you don’t actually see it when you’re using the system. Instead, you access and enter data with the following components:
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Files
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Records
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Windows
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Fields
Files are your major categories
You enter all data about your organisation’s collection into files in Vernon CMS. There is an Object file, a Person file, an Event file, and so on. You can think of Vernon’s files as a series of folders that hold records. You'll sometimes see these referred to as 'datafiles'.
Learn more about the different file types
Records represent individual things
Inside each file are records. Think of these as paper records inside a folder or rows in a spreadsheet. There are many records inside the Object file, each one representing an object in your collection. Each record in Vernon has its own unique identifier called the System ID.
Windows let you access your data
Each file contains windows that let you access your records. For example, the Object file has an Identification window, a Location window, a Condition & Treatment window, and many more for each record. You can open many windows for the same record, and each window will relate to that record.
Learn about the Object file and its windows
Fields capture your data
Each window has many different fields. Think of the many labels and fields on a paper form. They follow a consistent layout. All Object records have the same fields. Mandatory fields (where you must enter data) are shown in a colour.
Authority fields are a special type of field that are used extensively in Vernon. They contain a list of authority terms that you can choose from. The authority terms themselves are records within an authority file.
Searching is highly structured
Vernon has a lot of structure which means you can be very specific when you're searching for data and records. Because of that structure, you need to learn a few techniques to search effectively. This includes understanding how search operators can help you search for partial terms.
F1 is your friend
You can click into a field and press the F1 key on your keyboard to open the relevant help page on this website. Or press Ctrl+F1 to get help about the window or tool.
