Databases, Spreadsheets, Templates … OH MY!Converting Recital Recordings Data at the University of Kentucky into MARC (eventually)

The DatabaseFile Maker ProUnsupportedData moved to

Excel spreadsheet

The Spreadsheet: ProblemsIndividual pieces = one rowMultiple namesNotes = all in one field for every

pieceDates = more than one

performance?Performed work order = mysteryNo (or few) programs

The Spreadsheet: SolutionsMoving data (mostly notes) to

one lineSeparating out namesNotes: created columns using the

periodDates: separated recitals and

ensemblesWork Order: created column for

thisAutomated process to create a

contents note

Templates

OCLC Constant Data File Voyager (ILS) Templates

Pro: Adding record directly to OCLC

Pro: No need to redo templates if change ILS

Con: person entering data has to have access to OCLC◦ (Connexion Browser is

an option)

Pro: Anyone with access to the ILS can be trained to use the template

Con: Would have to load records into OCLC from ILS

Con: Would need to redo templates if moved ILS’s (or even upgrade versions)

Templates

Recital Template Ensemble Template

THE FUN STUFFSeparating the notes field, used the period to create multiple rows. Worked well in some places, not so much in others:

MORE FUN STUFFMy favorite example of the weirdness in the database/spreadsheet.

Pictures: Storage of Recital and Concert Recordings

An old card file and several metal file units.

Pictures: Storage of Recital and Concert Recordings

Cassette tapes and programs

Pictures: Storage of Recital and Concert Recordings

Storage of CDs

Pictures: Storage of Recital and Concert Recordings

Programs, probably for the CDs

Pictures: Storage of Recital and Concert Recordings

Interesting manner of housing programs

CurrentlyOrganizing programsCreating contents notes and

finalizing 1982-89 data for MARC records

Editing continues on 1990- dataSurvey in the works

◦How other institutions house, organize, and catalog their local recordings

More InformationSee our Recital Database in

action: http://libwebsrv2.uky.edu/recital/

My blog on the project: http://ukmusicrecitalsproject.blogspot.com/

Questions?

Contact Info:

Kerri Baunachkscannell@uky.edu

859-257-4630