IAML newsletter

IAML99, Wellington, New Zealand

Working Group on the Registration of Music Archives

To the IAML Newsletter

Reported by Judy Tsou

Thursday July 22, 16:15 - 17:45

The members of the Working Group met in Wellington to assess the database that David Day and Judy Tsou designed. Printouts of screen shots were distributed and the CD-ROM was shown. The following overall points emerged:

  1. We need help screens for the database. Tsou explained that the help screens were written and supposed to have been loaded onto that version of the CD-ROM. She will contact David Day to ask him to do it as soon as possible.
  2. We determined that we need three versions of the database; one in each official language of IAML (English, French, and German). David Day will be notified of this and he will contact members to help do the translations of the field names.
  3. The question on authority record was discussed and we had various suggestions. In the end, after a post-meeting discussion with Veslamoy Heinz, we decided to try to use the RILM Thesaurus, which is already multi-lingual. Tsou is to contact Barbara Dobbs Mackenzie to ask permission to use the Thesaurus and to explore the possibility of adding more headings.
    Below are specific recommendations for the database:
  1. Identity Statement
    1. Archive Type - Need pull down list here
      • Need to be repeatable field
      • Chris Walton will make up list of archive types by Sept. 15
    2. Subject Terms - Decided at the meeting that we use English only.
    Subsequently, the chair met with Veslamoy and was advised to explore the possibility of using the multi-lingual RILM Thesaurus (3 languages). If we put the RILM Thesaurus online, the computer should be able to pull up equivalent terms in all three languages.
  2. Context
    1. Personal and Institutional creator authority - use ISAAR rules. The compiled authority file should appear in a pop-up window.
  3. Condition of Access and Use Area
    1. Language(s) of Materials - Use ISO codes. Have a pop-up list to pick from.
      Berengere Demerliac will do the list by Sept. 15.
    2. Finding Aids - Again a pull-down list here of finding aid formats
      Tim Maloney will compile a list of formats by Sept. 15.
    3. Sub-page: "Format and Links" and "Description & URLs" - why do we need these?
  4. Allied Material Area
    1. Sub-pages - We need titles for these subpages e.g. Location of Originals, Related Units, Associated Materials.
    2. Publication should be a subpage of Allied Material Area. - Should eliminate subpage, but instead have the subpage brought to this page. Again, have a pop-up list for the format : printed, CD-ROM, Internet, other electronic formats, other formats.
    The group agreed to send test files to David Day by the end of September, and before that, everyone should complete their assignment by September 15.

ACTION ITEMS:

  1. List of Archive Types - Chris Walton
  2. List of ISO language Codes - Berengere Demerliac
  3. Types of finding aids - Tim Maloney
Since the dealines for our actions have passed, I think we ought to shoot for end of October for the lists (above) and November 15 to send test records to David Day. [David, we should have the database updated by end of October 30 to give people time to submit the test records to you.]

    The chair will do the following:
  1. Talk to Barbara Dobbs Mackenzie regarding using RILM Thesaurus and putting it online.
  2. I will explore options for having a permanent home for the database (The board did not like the idea of RLG, fearing that it will be too expensive for some countries to purchase the database).