Authority fields

Authority fields contain a list of authority terms that you can choose from. The authority terms themselves are records within an authority file.

How authority fields work

• Authority fields always connect to an authority file. For example, the Object Type field connects to the Object Type file. The Artist/Maker field connects to the Person file. That means any authority term that you want to use in an authority field must first be created as a record within the related authority file.

• Authority fields are sometimes called authority-controlled fields.

• Every authority term has its own unique System ID, as all records in Vernon CMS do.

• Authority fields contain an  Options button which lets you select from a list of terms.

Examples of authority fields

The Object - Identification window contains several authority fields, including:

• Procedural Status

• Department

• Object Type

• Artist/Maker

Authority-assisted fields

Authority-assisted fields are text fields that also have an associated authority file which can be used to assist data entry. You can enter free text directly into these fields (without the authority assistance), or you can use them like authority-controlled fields.

In authority-assisted fields, once data from an authority file has been entered, it can be modified or edited like any text. Changes made to this data will not affect other fields using the same term, and do not affect the authority term itself.

Examples of authority-assisted fields are Credit Line and Part Name in the Object file, and Title in the Person file.

How to enter a term in an authority field

You can click into an authority field and enter data in several ways: 

• Click  Options to open the Authority Options window and select a term.

• Type the term and press Enter. You can also use search operators.

• Type the System ID of the term and press Enter.