Working Group on the International Register of Music Archives
Report of Sessions at Berkeley 2002
The Working Group held two sessions with a busy agenda devoted to accessing the past year's progress, debating ongoing development of the project, and establishing goals for the year 2002-2003. The first session began with a brief historical overview of the project to help orient first-time attendees. This introduction was followed by a review of the goals and accomplishments from the past year. General satisfaction was expressed with the following achievements: First, the group conducted a poll by email to determine which participating institution would be able to offer the best technology and human resources for the development of the database. The results of the poll concluded that Brigham Young University would be the best site to host the database. The Working Group Chair, David Day, worked with student employees and funding from BYU's library to design an online database based on the ISAD specification. A special research grant from BYU's library further permitted the entry of more than 2,200 records to the database. The records were derived mostly from existing AMC and collection level descriptions from key institutions including: the University of California at Berkeley, the National Library of Canada, the British Library, and Yale University. Numerous records were also derived from the AMC file of the RILN database. The most significant enhancement to content came with the importation of more than 1,400 records from the German National Branch's Verzeichnis der Musiknachlässe in Deutschland.
Another significant step forward occurred at the national meeting of the Music Library Association in February 2002 at Las Vegas. Day presented the work of the project at the association's Archives Roundtable. Agreement was also reached to explore the possibility of merging the project with an effort by MLA's Resource Sharing and Collection Development Committee to updated the 1981 publication Resources of American Music History. Mark Germer, Chair of the RSCD Committee was present at Berkeley and spoke further concerning MLA's desire to coordinate their efforts with the working group. Progress in the areas of subject access and authority control were also reported. The review of the year's accomplishments concluded with reports of positive developments in several key national branches. Notably the Italian branch has established its own working group or committee to coordinate it's national efforts. The Netherlands stated a commitment to design their local system in a manor compatible with the IAML database. And, France announced its organization of resources in support of the project.
Following the summary of the past year's activities David Day made a live demonstration of the database showing how data is entered and how the system can be searched. The group responded with comments and suggestions on specifics of the system. A strong consensus was voiced to continue the development of the database and to continue data entry.
The next agenda item was a report on subject access by Veslemšy Heintz and Inger Enquist. Their report examined a number of existing international systems of subject terminology including those developed by the Library of Congress, UNESCO, and RILM. Their report concluded that the RILM Thesaurus would be the most appropriate system to adopt for the database. It was also reported that Barbara Dobbs Mackenzie, Editor-in-Chief of RILM, has expressed willingness to share RILM data and collaborate with the working group. The report was followed by discussion that concluded with consensus that four levels of subject access would be developed for the database: 1) a limited and controlled vocabulary to designate archive type(s), 2) a limited and controlled vocabulary to designate document or material type(s), 3) a subject thesaurus develop in collaboration with RILM, and 4) local subject headings that could vary among national branches and institutions. It was also noted that all subject access developed for the database is supplemental to the ISAD specification.
The next item of discussion focused on authority control for names. Day noted that some participants had strongly urged that the name file in the database be enhanced to be more compatible with existing national name authority files. Day also noted the current lack of exchange of authority information among existing IAML projects. A working group was established in PŽrigueux to address this problem, but currently they have not presented any solutions. It was concluded that this issue should be examined further in the coming year.
The need to improve guidelines and instructions for data entry was considered by the group. Inadequacies of the ISAD specification guidelines were discussed. Again, this aspect of the project will be given further attention in the coming year. In particular, efforts will be made to prepare multi-lingual guidelines with music specific examples.
Next the group considered the establishment of minimal record requirements. The group accepted the following fields as a minimal record: RISM ID, Title, Location, Archive Type(s), Document Type(s), Subject Terms from the Thesaurus, Personal or Institutional Creator, Extent of Unit, and Conditions of Access. Day argued the merits of including minimal records when full collection level descriptions may not be available.
The process of pursuing formal recognition by IAML for the project interested the entire group. After some discussion the following motion was approved to be presented to the 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. We further propose that:
1. The name and focus of the Working Group be changed to Working Group on the International Register of Music Archives
2. The new Working Group on IRMA be charged to develop and present to Council a proposal for the organizational structure of the project and the ongoing management of the database.
3. Participants in the IRMA project be authorized to seek outside funding as a formally recognized IAML undertaking.
4. Council formally encourage involvement of all IAML national branches in the IRMA project
This motion was subsequently submitted and approved.
The group concluded its second session with reports from all national branches that were represented and agreement on goals for the year 2002-2003. The goals and a general timeline are as follows:
1. Obtain formal IAML sponsorship (Berkeley, 2002)
2. Develop a plan for the projects ongoing organizational structure (Tallinn, 2003)
3. Draft guidelines and style manual (full draft by February 2003)
4. Refine subject access in the categories of archive type(s), document type(s), and a shared thesaurus (full draft by February 2003)
5. Create a system of shared authority files (prototype by February 2003)
6. Further encourage participation of national branches (on-site training when and where possible)
7. Envision a program of promotion and publicity (draft by Tallinn, 2003)
Additional information about the International Register of Music Archives can be found online at http://music.lib.byu.edu/IDMA/idma.html
David A. Day
Brigham Young University