Music
Acquisition and Cataloguing (MAC) Workflow
Currently
the Music
Acquisitions
and Cataloguing Team (MAC) are only cataloguing/preserving electronic
material
which accompanies a monograph item containing more than 50% notated
music,
and/or sheet music which has an accompanying CD. Please see below:What do we
Preserve"
for guidelines on criteria.
Stand
alone
CD’s are not
covered by Legal Deposit at this stage, however, pending Commonwealth
legal
deposit legislation, these items can be voluntarily deposited via
negotiations
with publishers and creators. Where
publications in these formats cannot be obtained on voluntary deposit,
or where
multiple copies are required, consideration may be given to
purchase. Unlike other business units in the Library, MAC will
take two copies of Nmt.
Where
information
contained
within a physical format publication also exists in a print version,
the
Library does not intend to preserve the physical format publication
except
where additional flexibility of use is provided by the electronic
version. Where both online
and physical formation
versions of a publication are available, the Library prefers to
preserve the
online version. Where there are
significant differences between the versions, both or all will be
preserved.
(as stated in ‘Preserving Australian physical format
electronic publications –
selection guidelines’ NLA Web)
When an
item is
electronically
preserved, it is the information content that will be preserved rather
than the
actual physical item. The physical item
will be retained and housed in the appropriate stack location with
other
physical format materials i.e. MUS Nmt run
Workflow
guideline
The
following is a
workflow
guideline for the Music Acquisitions and Cataloguing Unit.
The
Prometheus ‘Workflow Guide’
should be consulted for more detailed user
instructions in
addition to other functions of the Digital Preservation Workbench such
as transferring jobs
and
capturing non-optical media, such as USB drives.
Standard
procedure will
be to
preserve the digital material at the same time it is being catalogued i.e.
we will not stockpile Nmt material for
preserving at a later date.
Material
with an accompanying disc
Where
there is an
accompanying disc
- Catalogue the printed music (monograph) as you would normally and add
the
following fields:
300 1
score (5 p.) ;
30 cm. + CD-ROM
If
the disc contains sound files only (i.e. .WAV) then
300
$a 1 score (5p.); $c 30cm. + $e 1 sound disc (digital : 4 3/4 in.)
538
System details
The
standard minimum
system
requirements note would be “System
requirements: PC/Mac with CD-ROM drive, standard web browser.”
However,
check item
information
for any other requirements needed to run the program.
This note
can be as
basic as “DVD
player or similar”
Please refer to the
Prometheus –
User’s Guide for more examples of System
Details and File Formats for what is often found on software packaging,
technical specifications or Installation notes.
Enter the
System Details and File Format
information as an Annotation
to a Job’s Part within Prometheus.
If the
content of the CD
is
available on the internet a 538 and 856 Marc tag should be added to the
record
to indicate this
530 -
- $a Audio files also available
on the internet, address as at xx/xx/xxxx (date), http://www.
etc
856 4
- $u http://www.
etc
Log
into
Prometheus
Firefox
is the
recommended web
browser to use.
-
Enter the Bib.
ID for
the item
-
Preview details
-
Click on down
arrow
against the choose
holdings box
-
Select MUS Nmt
line (as
we would only preserve the disc once and not attach it to the NL
holding)?
-
Check for
existing jobs
-
Message
displays
– No jobs exists ...
In
the enter name
of new job box - type or
copy and paste the title and subtitle (removing GMD and delimiters) of
the item
from the 245 field of the bib record
In
the enter name
of part box, name the part
as it appears on the physical disc. If there are multiple discs with
the same
title, add Disc 1 of x to the Title to
clearly
and uniquely identify these separate digital objects.
If
there is more than one disc and each disc
has its own unique title, there is no reason to give the disc a number.
See Naming
Conventions for Job and Part
naming guidelines.
Add notes and metadata to part
-
Select system
details
from the drop down list and add/copy
and paste the 538 tag from the bib
record (PC/MAC with CD-ROM drive or whichever is appropriate for the
item), click
save.
-
Click
on Add notes
and metadata to part
again and select File
format from the drop down list
and enter
the file type (eg.
Wav. ; pdf)
-
Click Save,
edit, choose type (selectappropriate carrier, save, capture
Timing Notes:
Initializing
;
a pop up window of file types will display which can be closed ;
imaging (can
take up to 10 minutes) ; copying (approx. 2 minutes) ; completed ;
pending
(approx 2 minutes) ; analysing (approximately 2 minutes) ; completed.
If
this takes
some time – click on the refresh button on the toolbar (two
arrows in a
circular motion)
-
When all the Parts
have been added and the Annotations
of File Formats and System Details have been added for Digital
Preservation and checked against the Captured Files,
the job can be finalised by clicking on the Mark entire
job complete
button
-
A confirmation
dialogue
box will appear and click
on Mark
complete button to finalise the
job by submitting it to the digital repository’s Ingest
Service.
Complete
catalogue record and add new holdings line (Voyager)
When
preservation is
completed,
the bib record and holdings need to be completed.
-
Add 583 tag to
the bib record
if not already present. 583 -
- $a Digital content preserved $5 ANL
-
Add new holdings
record (in addition to existing Nmt holding holding for the physical
item in the stacks) – but no item
record is needed. 852 8
- $b PRU $h Digital preservation master
Ensure other (physical) holdings lines have
been completed i.e.
Physical Nmt holding and NLmt if there is one.
852 8
- $b MUSICMIXED $k MUS Nmt $h 785.466 $i A132
866 - 0
$z N + CD (for sound disc) or
866 - 0
$z N + CD-ROM (for non-sound disc)
End
processing
Place the
disc into a
jewel case,
if one has not been provided.
Attach a
call number
label to the
front of the jewel case in the bottom left corner as well as the
monograph/music
Affix
Prometheus Ingested sticker to the spine of the case to indicate that
it has
been digitally preserved in Prometheus.
Place in
a plastic bag
and send
to Music Stack
Write DP
on the call
number label of
the CD/DVD case to indicate that it has been digitally preserved.
System
Details
Windows
Minimum
requirements for Sibelius 5 alone:
Windows
XP SP2
32-bit or Windows Vista 32-bit, 512MB+ RAM, 350MB hard disk space,
DVD-ROM
drive
You
must be
running at least Windows XP Service Pack 2 to install and run Sibelius
5. If
you have Windows 95, Windows 98, Windows Me, Windows 2000 or Windows NT
4.x,
you need to purchase an upgrade to a more recent version of the Windows
operating system.
Mac
Minimum
requirements for Sibelius 5 alone:
Mac OS
X 10.4.9
or later or Mac OS X 10.5, 512MB+ RAM, 350MB hard disk space, DVD-ROM
drive.
Sibelius
5 is a
Universal application, which means that it runs on both older Macs with
PowerPC
processors and new Macs with Intel processors.
If you
are
running a version of Mac OS X earlier than Mac OS X 10.4, you cannot
install
and run Sibelius. You may want to upgrade Mac OS X now, although this
normally
incurs an upgrade fee. See www.apple.com for details.
File
Formats
.pdf - Adobe Acrobat
Document
Stores
test, images, sound and video
in an openly documented file format which can be accessed by various
software applications including free pdf reader applications.
.SAR - Sibelius
Arrange Style
Stores
musical
arrangements used
by Sibelius music notation software; allows songs with similar styles
to be
composed from the same basic configuration; may include instruments,
track
configurations, meter, tempo, and other settings.
Sibelius
5
Sibelius
formated
content will be ingested into
Prometheus in the form of a PDF of the musical score rather than the
full original Sibelius file format.
Naming
Conventions
When
uniquely identifying Parts of a Job, please use the title which is
printed on the CD/DVD case in preference to what is on the actual
CD/DVD.
MUSIC
PARTS
Uniquely name each
Part as it appears on the physical media label
Example
for single disc:
Chord
Voicings for Composers, Arrangers, Songwriters
and Pianist or
Solo piano 2
Drumming
Steps
Vocalise
for Choir and Audio Track
If
there are multiple discs with the same title, please also add Disc 1 of
x, to
clearly and uniquely identify these separate digital objects.
Example
for
multiple discs with same title such as Phantom
Groove name the parts (Note: In
this example the actual disc tiltle
includes CD x):
Phantom
Groove CD 1 of 3
Phantom
Groove, CD 2 of 3
Phantom
Groove, CD 3 of 3
NOTE:
If there is more than one disc
and each disc has its own title then there would be no reason to give
the disc
a number at all.
Do's
and
Don'ts Reminder
Do
-
Carefully
remove the physical media from it’s
holder. When
accessing optical media use supplied release mechanisms and try not to
flex or bend the disc too much.
-
Check the
condition of the physical media before
using it and clean if necessary.
-
Ensure that
each Part is uniquely named and that the
naming matches that of the original physical media carrier.
-
Ensure
Preservation information is entered for each
Part in the form of ile Formats and System Details.
-
Conduct a final
QA checklist before marking the job
complete and submitting it the digital repository’s Ingest
Service.
Don'ts
What
do we
preserve?
Digital
preservation guidelines - draft
[http://ourweb.nla.gov.au/apps/wiki/display/mc/Digital+preservation+guidelines+-+draft]
This
is to facilitate discussion while we're developing
guidelines for selecting materials to preserve. Brad and Wan looked at
a number
of CD-ROMs and disks in the Music Nmt run and came to the following
preliminary
principles:
Types
of material to preserve:
1.
Pedagogical
material integral to the item (e.g. CDs and disks for the CPM keyboard
series)
2.
Material that
illustrates and enhances the content (e.g. Refinement of rhythm : a
practical
guide with supporting CDs for learning to perform
increasing challenging
rhythms)
3.
Recordings of
special events (e.g. Melbourne Arts Festival): likely to be unpublished
materials
Types of materials not preserved:
1.
Backing
tracks, for song books, etc. (e.g.
Kylie
Minogue songbook)
2.
Recordings of music playing (e.g. a bonus CD for a collection of piano
music)
3.
If the item's
only reason for being in the Nmt run is being published or distributed
in Australia
and the content or authorship is not
related to Australia
(e.g. Queen, a songbook for the band)
4.
PDF version of
the printed music
Please
note the majority of materials in the Nmt run are
sound discs which have not been looked at. Nor have current intake
materials.
As more materials are looked at the guidelines can be refined.
Associated Policies
Items
being collected and preserved should meet the selection criteria as set
out in
the NLA Collection Development Policy.
The
document ‘Preserving Australian physical format electronic
publications –
Selection guidelines’ is also recommended reading and is
available at
NOTE: Individual
collection areas may have additional selection for digital preservation
guidelines.
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