Working Group on the Registration of Music Archives Berkeley 2002 David Day, Chair

Preview of the Agenda (2 days) Brief Introduction to the Project Brief Introduction to the Project Review of Goals and Accomplishments Review of Goals and Accomplishments Live Demonstration of the Database Live Demonstration of the Database Discussion on the Current State of the Database Discussion on the Current State of the Database Subject Access Report and Discussion Subject Access Report and Discussion Proposal for Authority Control Proposal for Authority Control Guidelines and Style Manual Guidelines and Style Manual Minimal Records Minimal Records Formal IAML Sponsorship Formal IAML Sponsorship Participation from National Branches Participation from National Branches Goals for Goals for

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

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

Live Demonstration of the Database Relational Structure and System Design Relational Structure and System Design Data Entry Data Entry Searching Searching

Open Discussion on the Current Database Questions? Questions? Problems? Problems? Misunderstandings? Misunderstandings? Technical Issues? Technical Issues? Suggestions? Suggestions? Consensus for Continuing? Consensus for Continuing?

Subject Access Report and Discussion Archive Types Archive Types Document Types Document Types Developing a Music Archives Thesaurus Developing a Music Archives Thesaurus Local Subject Headings Local Subject Headings Call for Volunteers Call for Volunteers

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

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

Argument for Minimal Records What Should a Minimal Record Be? What Should a Minimal Record Be? RISM IDRISM ID TitleTitle LocationLocation Archive Type(s), Document Type(s), ThesaurusArchive Type(s), Document Type(s), Thesaurus Personal or Institutional CreatorPersonal or Institutional Creator Extent of UnitExtent of Unit AccessAccess Benefits Benefits Open Discussion Open Discussion

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

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: 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 new sub- committee and the ongoing management of the database. 3. The Working Group be authorized to submit to Council candidates for ongoing positions in the organizational structure. 4. Participants in the IRMA project be authorized to seek outside funding as a formally recognized IAML undertaking. 5. Council formally encourage involvement of all IAML national branches in the IRMA project

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

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

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