Report from the Working Group for the International Registration of Music Archives (Périgueux 2001)

During two sessions of the Périgueux conference the Working Group conducted productive discussions that will guide and advance the project in the coming year. Discussions began with an assessment of progress toward goals set in Edinburgh (2000). Success was noted in the establishment of an email list to exchange communications and the creation of a web site to post documents and links related to the project. Another accomplishment in the previous year was the creation of a prototype online database using FileMaker.  A custom web input screen that could be connected to an external database or used to create XML encoding was also designed and posted on the Internet for review. The Working Group fell short of its goal to build a fully functional test file with sample records.

Périgueux discussions focused on how to best proceed with the task of building a web server and entering sample records. It was agreed the prototype FileMaker database was too limited and that a more flexible and robust system should be developed. The necessary components to such a system should consist of a fast T1 Internet connection, a fast and reliable server (preferably UNIX), the Apache web server (or comparable), an open source SQL database program such as MySQL, and a scripting language such as PHP.  Other alternative platforms and programs such as Microsoft IIS, Microsoft Access and MacroMedia ColdFusion were discussed. Open source programs were agreed to be preferable. It was noted that other IAML projects including RIdIM and Hoffmeister are using similar platforms and software.

The group also considered ways to interface with the diversity of existing national and institutional cataloging systems.  It was agreed that efforts should be made to import data without manually rekeying. Several major sources of existing data were noted and tentative ways to adapt these records to our system were discussed.

The scope of the project was expanded to include the creation of an online bibliography or guide to existing resources with collection level descriptions of music archives. This guide will provide basic descriptions of both print and online sources.

Other items of discussion included authority control, subject access, collaboration with sister organizations and long-term funding. Other than a few assignments to monitor IAML activities in these areas, the group agreed to address these issues in greater detail at the Berkeley meeting next year.

In planning for the coming year, the group set the following goals and timetable. First, an informal poll among participating institutions will be conducted to ascertain availability of web servers, software and technical support. The findings of this poll should enable the group to select the most appropriate home for the development of the database. The poll should be completed by October 1st. Development of the web server and database should commence no later than October 1st and should be ready for data entry by January 2002. At this point participants of the group agree to build a test data file by entering a minimum of 10 records from each institution. During the testing phase of data entry, issues of help screens and style sheets will be discussed among the group via email.

The group also set a goal to enhance the project web site with additional documentation related to the Working Group’s history and objectives.

David A. Day

Brigham Young University