Working Group on Working Group on the Registration of the Registration of

Music ArchivesMusic Archives

Berkeley 2002Berkeley 2002

David Day, ChairDavid Day, Chair

Preview of the Agenda (2 Preview of the Agenda (2 days)days)

• Brief Introduction to the ProjectBrief Introduction to the Project• Review of 2001-2002 Goals and AccomplishmentsReview of 2001-2002 Goals and Accomplishments• Live Demonstration of the DatabaseLive Demonstration of the Database• Discussion on the Current State of the DatabaseDiscussion on the Current State of the Database• Subject Access Report and DiscussionSubject Access Report and Discussion• Proposal for Authority ControlProposal for Authority Control• Guidelines and Style ManualGuidelines and Style Manual• Minimal RecordsMinimal Records• Formal IAML SponsorshipFormal IAML Sponsorship• Participation from National BranchesParticipation from National Branches• Goals for 2002-2003Goals for 2002-2003

Brief IntroductionBrief Introduction• Long History of IAML Efforts Dating from Como MeetingLong History of IAML Efforts Dating from Como Meeting• IAML Working Group on the AMC FormatIAML Working Group on the AMC Format• IAML Commission on ArchivesIAML Commission on Archives• 2nd Working Group Established at Perugia2nd Working Group Established at Perugia• Adopted ISAD Specification as Basis of Data StructureAdopted ISAD Specification as Basis of Data Structure• EAD CompatibleEAD Compatible• Additional Subject AccessAdditional Subject Access• Concept of Music Archive Loosely DefinedConcept of Music Archive Loosely Defined• Internet Database Currently Hosted at Brigham Young University Internet Database Currently Hosted at Brigham Young University

(about 2200 entries)(about 2200 entries)• Currently Seeking Participation of National BranchesCurrently Seeking Participation of National Branches• Proposal for Formal IAML Sponsorship at Berkeley MeetingProposal for Formal IAML Sponsorship at Berkeley Meeting

Review of 2001-2002 Goals & Review of 2001-2002 Goals & AccomplishmentsAccomplishments

• Online Poll of Computer and Human ResourcesOnline Poll of Computer and Human Resources• Database ConstructionDatabase Construction• Data EntryData Entry• MLA Presentation/RAMH II PossibilitiesMLA Presentation/RAMH II Possibilities• Report from Mark Germer (MLA RSCD)Report from Mark Germer (MLA RSCD)• Major Import of Data from GermanyMajor Import of Data from Germany• Report on Subject Access from Inger EnquistReport on Subject Access from Inger Enquist• Developments in Authority ControlDevelopments in Authority Control• Positive Developments in Some National Positive Developments in Some National

BranchesBranches

Live Demonstration of the Live Demonstration of the DatabaseDatabase

• Relational Structure and System DesignRelational Structure and System Design• Data EntryData Entry• SearchingSearching

Open Discussion on the Open Discussion on the Current DatabaseCurrent Database

• Questions?Questions?• Problems?Problems?• Misunderstandings?Misunderstandings?• Technical Issues?Technical Issues?• Suggestions?Suggestions?• Consensus for Continuing?Consensus for Continuing?

Subject Access Report and Subject Access Report and DiscussionDiscussion

• Archive TypesArchive Types• Document TypesDocument Types• Developing a Music Archives ThesaurusDeveloping a Music Archives Thesaurus• Local Subject HeadingsLocal Subject Headings• Call for VolunteersCall for Volunteers

Proposal for Authority ControlProposal for Authority Control

• Vision of Shared Authority FilesVision of Shared Authority Files• Names, Institutions, Titles, Subjects, GenreNames, Institutions, Titles, Subjects, Genre• RILM, RIPM, RISM, RIdIM, IRMA, Index of Collected Sets, RILM, RIPM, RISM, RIdIM, IRMA, Index of Collected Sets,

Performance Index, RISM Series C, Hofmeister?Performance Index, RISM Series C, Hofmeister?• Is a IAML Authority System Feasible?Is a IAML Authority System Feasible?

• How to Deal with VariantsHow to Deal with Variants• Performance Index Model (Relational) vs. MARCPerformance Index Model (Relational) vs. MARC

• Integration with National Online Authority FilesIntegration with National Online Authority Files• Prioritizing Authority SourcesPrioritizing Authority Sources• ICA Developments and ConsiderationsICA Developments and Considerations

Guidelines and Style ManualGuidelines and Style Manual

• What is Needed?What is Needed?• Translation of Online ScreensTranslation of Online Screens• Field Definitions with Musical ExamplesField Definitions with Musical Examples• Data Entry Instructions and Style Rules for All FieldsData Entry Instructions and Style Rules for All Fields

• ISAD SpecificationISAD Specification• VolunteersVolunteers

Argument for Minimal RecordsArgument for Minimal Records

• What Should a Minimal Record Be?What Should a Minimal Record Be?• RISM IDRISM ID• TitleTitle• LocationLocation• Archive Type(s), Document Type(s), ThesaurusArchive Type(s), Document Type(s), Thesaurus• Personal or Institutional CreatorPersonal or Institutional Creator• Extent of UnitExtent of Unit• AccessAccess

• BenefitsBenefits• Open DiscussionOpen Discussion

Formal IAML SponsorshipFormal IAML Sponsorship

• What is Required? (Constitution Not Clear)What is Required? (Constitution Not Clear)• Name IssuesName Issues• Organizational StructureOrganizational Structure• Ties to Related OrganizationsTies to Related Organizations• Funding/Host InstitutionFunding/Host Institution• Networking for SupportNetworking for Support• Draft Motion for IAML CouncilDraft Motion for IAML Council

Draft Motion for IAML CouncilDraft Motion for IAML Council

The Working Group on Archives represented by Chair David Day The Working Group on Archives represented by Chair David Day proposes that Council formally acknowledge IAML sponsorship of the proposes that Council formally acknowledge IAML sponsorship of the International Register of Music Archives as a sub-committee of the International Register of Music Archives as a sub-committee of the Archives and Documentation Centres Branch. We further propose that:Archives and Documentation Centres Branch. We further propose that:1.1.The name and focus of the Working Group be changed to Working The name and focus of the Working Group be changed to Working Group on the International Register of Music Archives Group on the International Register of Music Archives 2.2.The new Working Group on IRMA be charged to develop and The new Working Group on IRMA be charged to develop and present to Council a proposal for the organizational structure of the present to Council a proposal for the organizational structure of the new sub-committee and the ongoing management of the database.new sub-committee and the ongoing management of the database.3.3.The Working Group be authorized to submit to Council candidates The Working Group be authorized to submit to Council candidates for ongoing positions in the organizational structure.for ongoing positions in the organizational structure.4.4.Participants in the IRMA project be authorized to seek outside Participants in the IRMA project be authorized to seek outside funding as a formally recognized IAML undertaking.funding as a formally recognized IAML undertaking.5.5.Council formally encourage involvement of all IAML national Council formally encourage involvement of all IAML national branches in the IRMA projectbranches in the IRMA project

Participation from National Participation from National BranchesBranches

• Informal Report on Commitment of National Informal Report on Commitment of National BranchesBranches

• Why Limited Input to Database?Why Limited Input to Database?• Problems and ObstaclesProblems and Obstacles

• Varying Institutional ProcessesVarying Institutional Processes• (BN Item Level Descriptions)(BN Item Level Descriptions)• Lack of Time and TrainingLack of Time and Training• Politics of National BranchPolitics of National Branch• Inadequate GuidelinesInadequate Guidelines• Other?Other?

Goals for 2002-2003Goals for 2002-2003

• Formal IAML Sponsorship (Berkeley)Formal IAML Sponsorship (Berkeley)• Plan for Ongoing Organizational Structure (Tallinn)Plan for Ongoing Organizational Structure (Tallinn)• Guidelines and Style Manual (Full Draft by February Guidelines and Style Manual (Full Draft by February

2003)2003)• Subject Access: Archive Type, Document Type, Subject Access: Archive Type, Document Type,

Thesaurus (Full Draft by February 2003)Thesaurus (Full Draft by February 2003)• System of Shared Authority Files (February 2003)System of Shared Authority Files (February 2003)• Encouraging Participation of National Branches (On-site Encouraging Participation of National Branches (On-site

Training When and Where Possible)Training When and Where Possible)• Program of Promotion and Publicity (Tallinn)Program of Promotion and Publicity (Tallinn)

Thank You!Thank You!

Keep in Touch!!Keep in Touch!!