Working Group on the Registration of Music Archives

1
Working Group on the Registration of Music
Archives

• Berkeley 2002
• David Day, Chair

2
Preview of the Agenda (2 days)

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

3
Brief Introduction

• Long History of IAML Efforts Dating from Como
  Meeting
• IAML Working Group on the AMC Format
• IAML Commission on Archives
• 2nd Working Group Established at Perugia
• Adopted ISAD Specification as Basis of Data
  Structure
• EAD Compatible
• Additional Subject Access
• Concept of Music Archive Loosely Defined
• Internet Database Currently Hosted at Brigham
  Young University (about 2200 entries)
• Currently Seeking Participation of National
  Branches
• Proposal for Formal IAML Sponsorship at Berkeley
  Meeting

4
Review of 2001-2002 Goals Accomplishments

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

5
Live Demonstration of the Database

• Relational Structure and System Design
• Data Entry
• Searching

6
Open Discussion on the Current Database

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

7
Subject Access Report and Discussion

• Archive Types
• Document Types
• Developing a Music Archives Thesaurus
• Local Subject Headings
• Call for Volunteers

8
Proposal for Authority Control

• Vision of Shared Authority Files
• Names, Institutions, Titles, Subjects, Genre
• RILM, RIPM, RISM, RIdIM, IRMA, Index of Collected
  Sets, Performance Index, RISM Series C,
  Hofmeister?
• Is a IAML Authority System Feasible?
• How to Deal with Variants
• Performance Index Model (Relational) vs. MARC
• Integration with National Online Authority Files
• Prioritizing Authority Sources
• ICA Developments and Considerations

9
Guidelines and Style Manual

• What is Needed?
• Translation of Online Screens
• Field Definitions with Musical Examples
• Data Entry Instructions and Style Rules for All
  Fields
• ISAD Specification
• Volunteers

10
Argument for Minimal Records

• What Should a Minimal Record Be?
• RISM ID
• Title
• Location
• Archive Type(s), Document Type(s), Thesaurus
• Personal or Institutional Creator
• Extent of Unit
• Access
• Benefits
• Open Discussion

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Formal IAML Sponsorship

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

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Draft Motion for IAML Council

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

13
Participation from National Branches

• Informal Report on Commitment of National
  Branches
• Why Limited Input to Database?
• Problems and Obstacles
• Varying Institutional Processes
• (BN Item Level Descriptions)
• Lack of Time and Training
• Politics of National Branch
• Inadequate Guidelines
• Other?

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Goals for 2002-2003

• Formal IAML Sponsorship (Berkeley)
• Plan for Ongoing Organizational Structure
  (Tallinn)
• Guidelines and Style Manual (Full Draft by
  February 2003)
• Subject Access Archive Type, Document Type,
  Thesaurus (Full Draft by February 2003)
• System of Shared Authority Files (February 2003)
• Encouraging Participation of National Branches
  (On-site Training When and Where Possible)
• Program of Promotion and Publicity (Tallinn)

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Thank You!

• Keep in Touch!!