International Association of Music Libraries, Archives and Documentation Centres
Working Group on the International Registration of Music Archives
Minutes of Working Session Held Friday July 13, 2001
Périgueux, France
Chair, David A. Day

 

Interfacing with Existing Records and Projects (cont.)

While many institutions already have descriptions of music archives, most of these are compatible with or can be easily converted to the ISAD standard.

Timothy Maloney indicated that at the National Library of Canada it would not be possible to re-key existing records. He felt it would be necessary to find some way to export and import the records. Maloney indicated that it should be possible to use their data for our project.

Paul Kuik from the Netherlands indicated that their records could also be used for our project. He indicated that the number of records might be small enough to just re-key the data.

Veslemöy Heintz felt that re-keying of records from Sweden was not possible and that some export/import process would need to be developed.

Bérengère Demerliac spoke on the situation in France. She noted that one problem is identifying where all of the archives are located. She noted that many music archives are found in churches and small municipal archives throughout France.

David Day commented that the practice at the Bibliothèque Nationale is to create item level descriptions without a collection level description. He asked if the B.N. could be encouraged to consider some kind of collection level description.

Demerliac reported that the B.N. is already looking into this possibility. She indicated that Marie-Gabrielle Soret and she would be working on this issue. She also indicated that the French national branch was pursuing funding to do more in the area of archival descriptions.

There was some discussion among the group concerning mapping of data structures and the necessity to develop means of exporting and importing records.

Judy Tsou noted that we already have descriptions of the fields taken from the ISAD(G) standard. Some suggested that they should be translated into different languages.

Irina Medvedeva reported on the richness of music archives in Moscow. Many in the group expressed interest in developing a closer working relation with the members in Russia. Medvedeva indicated willingness to participate in the project.

Chris Banks reported on the situation in the U.K.

Day tried to summarize goals that the group should work toward in the area of interfacing with existing projects.  One step is to prepare a list of national branches and representative that are participating in the project. We need to know what related projects are in progress, what kind of data already exists and how to best integrate it. Once the web database is operating it will also be very important to create sample records and gather input from the various branches on how the system needs to be fine-tuned.

Authority Control

Heintz noted that a lot of work is already being done in the RIdIM working group in relation to authority. She also reported that there might even be a new working group created for this topic. Sherry Vellucci may be the Chair of this new group. Heintz and Inger Enquist agreed to help monitor and report on authority control issues in these two other groups.

Tsou suggested that we tap into the authority work being done for RILM. She indicated that Barbara MacKenzie is willing to work with us to create new headings tailored to our project. It was noted that the RILM Thesaurus is not yet available online. Tsou and Enquist agreed to work with MacKenzie in this area.

Heintz suggested that we also look at the work being done by UNESCO and ISO. She also suggested that someone from our working group should participate with the new group being formed by Vellucci.

Enquist reported that she has already compiled some suggestions for a list of archive types. This was work done with Chris Walton. She will forward the list to Day who will post in on the web site for the working group.

It was felt that subject headings may be dealt with locally and treated without authority control.

Creation of a Web Guide to Existing Projects and Publications

Day made a proposal that the group consider an additional component for the project. He proposed an online guide to existing sources (both print and online) that include descriptions of music archives.  Some examples include the online catalog of music archives made available by the National Library of Canada and the print guide to composers archives in Germany reported on in past meetings by Joachim Jaenecke. Jon Bagüés reported that in Spain there are many web sites for individual archives that should also be included.

Day took the assignment to pursue this possibility further. He will prepare guidelines for inclusion and description in the coming year.

Collaboration with Other Organizations

There are two main organizations that we may want to collaborate with in order to build support for the project. They are the International Musicological Society and the International Council on Archives. Chris Banks and Tsou urged postponing any formal proposal with these organizations until we have a functioning web database with sample records. Heintz reported that she plans to attend the meeting of the IMS in Belgium.

Funding for the Project

Most agreed that this topic should also be postponed until we have web database operational. Tsou suggested that when we have more to show we could work with the Barry Brook Center to develop a business plan.

Heintz suggested that some consideration be given to working with NISC.  RILM, RIPM and RISM are already working with this means of online distribution.

Tsou sees two long-term funding needs and levels. First, there should be funding to maintain an international center. At the second level national branches would need to find their own funding.

Bagüés reported that in Spain it might be hard to develop a national center because there is not so much coordination among institutions.

Other Discussion

Day suggested that the new Technology Commission head by Massimo Gentili-Tedeschi consider establishing a come approach to technology among the various IAML projects. If all are using the same web server configuration it might facilitate exchange of programming code.

Heintz brought up the issue of style sheets and editorial control.

Goals

By October 1st 2001 we will conduct a poll of computer resources available at participating institutions. The aim is to determine the best location for development of the web database.

By January 2002 the database should be operational and ready for input of sample records. The earlier poll will determine where the database will be developed.

From January to June 2002 we will enter sample data. In the process of entering sample data we will begin developing a style sheet by means of email exchanges and reports.

Day will coordinate the development of the web guide/bibliography. He should begin to post guidelines during Fall 2001.

Heintz and Enquist will coordinate development of authority and subject access. They will coordinate with other IAML working groups in this area and prepare a report for sessions in 2002.

Submitted by Chris Banks (13 July 2001)
Revised by David Day (17 September 2001)