Authority files

Authority files contain the authority terms (or records) that are available in authority fields.

Overview

Every authority term that you can access in an authority field is a record in an authority file. Besides the major files in Vernon CMS such as Object and Person, there are many other authority files such as Classification, Acquisition Source, Deaccession Reason, and Location.

For example, the department names available in the Department field on the Object - Identification window are held in the corresponding Department file. The places available in the Place Made field are held in the Place file.

An authority file can be used in multiple places.  For example, all location fields (such as Current Location, Usual Location, and Last Confirmed Location) use the Location file.

There are three types of authority file:

  • Simple authority files
    A non-hierarchical list of terms. For example, the Other Id Type file.

  • Hierarchical authority files
    A hierarchical list of terms to define concepts to a precise level of detail. For example, the Place file.

  • Complex authority files
    An authority file that exists as an entire database of information. For example, the Person file.

Simple authority files

Simple authority files contain terms that have no relationships or links to any other terms.

Examples of simple authority files are: 

  • Other Id Type

  • Classification Type Status

  • Other Name/Title Type

Simple authority files contain the following fields:

  • Name

  • Authority Status

  • Short Name

  • Long Name

  • Description

Hierarchical authority files

Hierarchical authority files let you add your terms to a structure or hierarchy.

You can set top terms, and then terms that sit under them. To learn more, see Create relationships between authority terms.

Examples of hierarchical authority files are: 

Hierarchical authority files contain the following fields.

Hierarchy tab

Thesaurus tab

Complex authority files

Complex authority files are the fully functioning databases of Object, Person, Document, Photo/Audio-Visual, Event, Packing Unit, Site, and Activity files. They connect to other authority files within their records. To find out more, see Files in Vernon CMS.

Opening authority files

See Open a record in any file.

See also