Vernon CMS

Vernon Systems has more than 30 years of experience in creating software for the museum, gallery and cultural heritage sectors.  Our systems are used around the world by institutions to catalogue, manage and publish information about collections.

Vernon CMS keeps detailed information about valuable collection items. This includes a full valuation and location history for each object. This information can be efficiently called upon through the build-in search and report functions. Add-on modules include advanced project management and public access to share collection items via internet, intranet or in-gallery kiosk.

Vernon CMS is designed around shared museum practices and agreed standards. Due to this the software has a reputation for effectively managing a broad range of collection types.

Currently over 60% of our clients manage more than one collection type. Our commitment to the longevity of Vernon CMS software extends to our source code being deposited in Escrow for the benefit of our users. Every effort is made to produce best-of-breed software with world-class support.

Minimum hardware requirement

Complete Technical Specifications can be downloaded here:

Minimum server specification:

  • Pentium III or 4 (or AMD Equivalent)
  • 1 GB RAM
  • 50 GB Hard Drive
  • CD ROM Drive
  • Backup
  • Windows 2008 or 2012 Server

Minimum workstation specification:

  • Pentium III
  • 1 GB RAM
  • 10 GB Hard Drive
  • CD ROM Drive
  • Windows Vista, 7, 8 or 10
Operating system(s)

Vernon CMS clients can run on Windows Vista or above workstations, or on other operating systems such as Mac OS via Microsoft Remote Desktop or Citrix on-demand access software.

Database architecture

Vernon CMS uses Revelation Software’s (RevSoft) OpenInsight (Linear Hash DBMS) as its database. Vernon CMS is a Relational database. Programs and data are stored in a single folder structure.  Vernon CMS is executed completely on the workstations, but the workstations only have core DLLs installed.

Public access support

Vernon Browser module is an optional add-on. It is designed for collections of all types and sizes. It is highly configurable, for seamless integration into your website. The Browser provides fast and convenient web access, with indexes specifically tailored to your collections.

Sites can configure the Browser to use the fields and indexes of their choice and can tailor the web layout to provide the style of presentation that is consistent with their branding. Vernon Systems’ web based CMS, eHive can be used solely as a public access module with Vernon CMS.  Follow this link for more Public Access information:

Backup support

Vernon CMS does not require any special backup software. The recommended backup unit is any standard tape or disk backup.

Data auditing and cleaning

Yes. Vernon CMS logs all changes to collection data by users. This log can be used to roll back changes and make corrections. Additionally Vernon CMS has a range of data tools built into Cataloguing module.

The following process definitions are outlined by SPECTRUM Standards, with specific reference to collection auditing.

Item valuations: Valuation control procedure and Insurance and indemnity management procedure.

Location Management: Inventory control procedure, Location and movement control procedure and Transport procedure.

Reporting: Audit procedure.  What happens when things go wrong? Risk management procedure and Loss and damage procedure.

Provenance: Cataloguing procedure, Object condition checking and technical assessment procedure, and Conservation and collections care procedure.

Single user cost

Starting from Cataloguing module at  £2,500

See our pricing estimates here:

Five user cost

Starting from Cataloguing module + 4 additional users £6,900.

See our pricing estimates here:

Additional pricing notes

Each institution is unique. Vernon CMS is modular so you can chose the modules to suit your needs and budget. We address these issues with all prospective users. A free quote and data analysis are standard.

User licences refer to users who are logged onto the database at the same time. You can allocate as many individual log in’s as you need. You do not need a licence for each user.


Onsite training is tailored to suit requirements at a cost of £950 per day including expenses. We recommend two days of initial onsite training.

Training is priced per day regardless of the number attending, although class sizes are usually limited to 8 to ensure attendees receive individual attention.

For larger installations it is often possible to minimize costs by purchasing training for the System Supervisor(s) for the site, who can then in turn train other users. Minimum training for an initial installation is 2 days.

Further days may be required depending on the modules purchased and complexity of use.

We also offer online training using online meeting software, which is suited to refresher sessions for existing Vernon CMS users

Technical support

Vernon CMS users have access to our Customer Support Portal. This includes sections for raising support requests, a solution section containing upgrades, technical documentation and ‘how to’ articles, and discussion forums. Any number of staff can have access to the Customer Support Portal.

The Vernon CMS annual support agreement provides for comprehensive support via phone and email. We are also able to remotely assist with support via online meetings using the GoToMeeting software system.

More details can be found here:

Special features
  • Sophisticated built in reporting tool
  • Variable length & multi-valued authority fields
  • Accession number format tool
  • Imprecise and precise date fields
  • Simple and advanced searching tools
  • Object parts and ‘group & member’ facility
  • Batch and bulk update facilities
  • User Defined Fields for users to configure
  • Procedural Control for Objects and Activities
  • XML Import to create or update existing records
  • XML Export options in reporting tool

Additional features:

  • Audit Trails – As standard
  • Password – As standard
  • Picklist – As standard
  • Thesaurus for data entry – As standard
  • Thesaurus for retrieval – As standard
  • Screen designer – Purchase
  • Report writer – As standard
  • Modifiable data structure – As standard
Image formats
  • BMP
  • PCX
  • TIFF
  • DXF
  • EPSF
  • FlashPix
  • WMF
  • Targa
  • IMG
  • JPEG
  • WPG
  • PCD
  • PNG
  • GIF
Media formats
  • AVI
  • MPEG
  • WAV
  • MID
Are image and media formats configurable?
Integrated DAMS

Vernon CMS includes basic DAM, including linking to common media formats, importing metadata, adding additional information in association with the file, and creating smaller image derivatives through the Vernon Browser web module.

Support for integration with other DAMS

Vernon Systems has also worked with specialist DAMS companies to provide integration between Vernon CMS and DAMS. We have integrated with Cumulus and Piction.

Business process automation

All activities support user defined workflow, including automated data checks, emails and reports. This is through our Procedural Control functions.

Digital rights management

Vernon CMS includes recording of rights, through fields such as copyright, restrictions and public access levels, and tracks reproductions through our Rights & Reproductions activity file.

Mobile support

Yes. Web Messenger module packages automates integration with third-party software.  Read more about Web Messenger by clicking this link:

Remote thesauri

No. Vernon CMS provides the option for Nomenclature and AAT to be integrated into the system.

User generated content

Yes. Dedicated fields capture user-generated content.



There is an XML Import tool to create or update existing records, and users can also cut and paste via the Windows environment. Vernon Systems also offers programmatic import of records. Vernon CMS also has API.


Users can export to XML, comma delimited, MS Excel formats and so on. The user can also define their own customised export formats. Vernon CMS also has an API.

Ready for Europeana Connection Kit (ECK)

REST - Standard

  • DC
Museum / heritage standards
  • Spectrum
  • CIDOC CRM Core
  • CHIN Data Dictionaries
Spectrum procedures
Object Entry (primary)
Acquisition and accessioning (primary)
Location and movement control (primary)
Inventory (primary)
Cataloguing (primary)
Object Exit (primary)
Loans In - borrowing objects (primary)
Loans Out - lending objects (primary)
Documentation planning (primary)
Condition checking and technical assessment
Collections care and conservation
Insurance and indemnity
Damage and loss
Deaccessioning and disposal
Rights management
Use of collections
Bibliographical records

Vernon CMS is a universal system that handles all types of objects in one system. In addition to the Object file there is a Document file, which can operate as a seperate database and has fields relating to bibliographical objects. This is often utilised to document Research Libraries.

Bibliographic / library standards

Vernon CMS supports import of MARC library catalogue records.

Archival records support

The data fields provided in Vernon CMS cater for the data requirements of archival objects.

Vernon CMS has built-in capability to handle the multi-level hierarchical nature of archival records. We have a number of clients using Vernon CMS solely for their archival collection.

Archival records standards

ISAD(G) Second Edition, EAD

Integration with other library and archive management systems

Vernon Systems assists clients with custom integration with other systems. This is usually supported through web services or XML exports/imports.

Contact postal address

Vernon Systems Ltd.
BM Box 3435
London WC1N 3XX

Software developer name
Vernon Systems Ltd
Software developer contact name
Paul Rowe
Software developer contact address

12A McDonald Street
Auckland 1025
New Zealand
PO Box 41317
St Lukes, Auckland 1346
New Zealand

Software developer email 
UK users and sites

Number of sites – 22

Number of concurrent users – 200

International users and sites

Number of sites – 172

Number of concurrent users – 840


Queensland Museum – 40 users, over a million records

Integration associate with the URL of the digital asset
Other software
Publish records online