Cecilia by liwenting



  Towards a Collection Level
Description of the Music Holdings
     of the UK and Ireland

          Collection Description Focus   1
         Workshop 4 (8 November 2002)
      Cecilia – Background and History

• Led by the UK and Ireland Branch of the International
  Association of Music Libraries - IAML(UK & Irl)
• Developed from the MILDRED project (Music In
  Libraries, Directory and REsource Discovery)
   – Barbara Penney, ‘Music in British Libraries’ (4th ed. 1991)
• Funded by BLCPP, RSLP, Re:Source and the Music
  Libraries Trust
• Enlarged from a library based resource to a cross-
  domain, cross-sectoral project
• Cecilia began work in September 2001
                      Collection Description Focus                 2
                     Workshop 4 (8 November 2002)
              Cecilia – Objectives

• Cecilia is primarily a resource discovery tool
• Cecilia aims to build a high level map of the
  music materials located in collections held by
  libraries, archives and museums in the UK
  and Ireland
   – Public, Academic, National, Special, Private
• Cecilia aims to provide the entry point for
  existing online music resource discovery
  projects (e.g. Ensemble, Music Libraries
  Online, Encore)
                   Collection Description Focus     3
                  Workshop 4 (8 November 2002)
 Cecilia – The National Music Resource
• All collections of materials concerned with
• All music materials held as part of general
• The aggregate of individual institutional
• Distributed between many different
• Distributed across domains
• Exists in many different formats
                 Collection Description Focus   4
                Workshop 4 (8 November 2002)
         Cecilia – Scope and Context
• Between 650 and 700 institutions identified as
  potential contributors of collection descriptions
   – Organisations dedicated to music (e.g.
     conservatoires, university departments, museums
     of musical instruments, departments of national
     and larger public and academic libraries and
     archives, music information centres, private
   – General libraries, museums and archives with
     smaller music collections
   – Organisations with music materials held as part of
     broad general collections

                   Collection Description Focus           5
                  Workshop 4 (8 November 2002)
               Cecilia – Materials 1
• Formats of materials include
  – Manuscript and printed music
  – Sound recordings (from wax cylinders to minidiscs)
  – Audio visual materials (film, video, DVD, CD-ROM)
  – Private papers, diaries, letters
  – Corporate and business records
  – Production and technical records
  – Images (paintings, drawings, sculpture, photographs, slides,
    prints, lithographs)
  – Books, newspapers, pamphlets, periodicals

                     Collection Description Focus                  6
                    Workshop 4 (8 November 2002)
             Cecilia – Materials 2
• Formats of materials include
  – Theses and other academic exercises
  – Playscripts and libretti
  – Concert programmes
  – Press cuttings
  – Musical instruments
  – Objects (set designs and models, costumes)
  – Concert ephemera (tickets, posters, handbills,
    promotional literature)
  – Online resources

                  Collection Description Focus       7
                 Workshop 4 (8 November 2002)
              Cecilia – Method 1
• Cecilia is committed to using the RSLP
  Collection Level Description Schema
• Cecilia developed a version of the schema to
  take account of the range and diversity of
  music materials and the wide variety of
  holding organisations.
• A database was built in MS AccessXP
• The Cecilia website (www.cecilia-uk.org) was
  launched, with online institution and collection
  record forms for data input.

                 Collection Description Focus    8
                Workshop 4 (8 November 2002)
             Cecilia – Method 2

• Details of the project and invitations to
  contribute were sent to ca. 700 organisations.
• Data from the original MILDRED library
  survey was used to pilot test the database
• The Cecilia database will be hosted by the
  Performing Arts Data Service

                 Collection Description Focus   9
                Workshop 4 (8 November 2002)
            CLD for Music 1

• Cecilia is asking a large number of
  organisations to supply data free of
• Libraries archives and museums record
  their collection data in different ways
• The structure of the Collection Level
  Description needed to be as simple and
  flexible as possible

              Collection Description Focus   10
             Workshop 4 (8 November 2002)
                       CLD for Music 2

• Defining the collection
    – Librarians, archivists and curators must decide what
      constitutes a collection
    – In an online environment it is not necessary to restrict CLDs
      to items of one type or objects stored or displayed together
    – Practical/pragmatic considerations
        • How much time can I give to this project?
        • Can I expand or extend my contribution at a later stage?
    – No rigid definition was imposed – general guidelines only
• It is inevitable that the level of detail will vary

                          Collection Description Focus            11
                         Workshop 4 (8 November 2002)
              CLD for Music 3
• Issues include:
  – Names
     • How do you spell Tchaikovsky (Chaykovski??)
     • Or Rachmaninoff (Rachmaninov,
     • Or Skryabin (Scriabin, Scriabine??)
• Cecilia uses The New Grove Dictionary
  of Music and Musicians (2nd ed., 2001)
  as the name authority file

                 Collection Description Focus    12
                Workshop 4 (8 November 2002)
               CLD for Music 4

• Issues include:
  – Subject headings / keywords
     • Impractical to insist that a large number of
       diverse institutions conform to a single scheme
     • Contributors asked to supply simple keywords,
       singly or in combination
     • We are editing the keywords for consistency,
       and building a non-heirarchical concordance
     • Searchers will be able to browse lists of

                  Collection Description Focus       13
                 Workshop 4 (8 November 2002)
                   Cecilia - Example
• Institution name: The Britten-Pears Library
• Collection title: Sources for Britten's compositions
• Collection description: The collection includes: Britten's
  manuscripts, comprising the majority of works written from early
  boyhood until his death; draft libretti of Britten operas by Eric
  Crozier, Ronald Duncan, E. M. Foster, Myfanwy Piper and
  William Plomer; annotated text sources for Britten's vocal works;
  printers' copies, proofs and early editions of Britten's works;
  original stage and costume designs for several of Britten's
  operas. This collection is predominantly used by researchers
  (from undergraduate level upwards), performers and

• Keywords: Composers; England; Twentieth century; Opera;
  Librettists; Designers

                       Collection Description Focus              14
                      Workshop 4 (8 November 2002)
         Cecilia – Example (continued)
• Personal / corporate names: Britten, Benjamin; Pears, Peter;
  Piper, Myfanwy; Crozier, Eric; Duncan, Ronald; Plomer, William;
  Forster, E. M.; Piper, John; Richards, Ceri

• Place names: Lowestoft; Snape; Aldeburgh; Long Island; New
  York; Wolfsgarten; Venice; Horham
• Dates associated with collection: 1919-1976
• Formats: Manuscript music; Printed music; Paintings; Drawings;
  Books; Microforms
• Languages of materials: English; Latin; French; German; Italian;
• Principal_collectors: Britten, Benjamin; Pears, Peter

                       Collection Description Focus             15
                      Workshop 4 (8 November 2002)
           Cecilia – Example (continued)

•   Catalogue / finding_aids: http://www.britten-pears.co.uk/Catalogue.htm;
    other finding-aids available onsite
•   Associated publications: Benjamin Britten: A Catalogue of the
    Published Works, compiled and edited by Paul Banks (Aldeburgh:

•   Access conditions: No material is available to be borrowed
•   Acquisition policy: Manuscripts and primary sources continue to be
    acquired as and when they become available. This happens relatively

•   Ownership: A number of the Britten manuscripts belong to the national
    collection at the British Library, and are deposited on permanent loan;
    the remainder are owned by the Britten-Pears Foundation. Many of the
    printers' copies, proofs and early editions of Britten's music are on loan
    from his publishers.
                           Collection Description Focus                     16
                          Workshop 4 (8 November 2002)
    Difficulties in Information Gathering
• The shared vision problem
• The academic – public divide problem
• The ‘everyone knows what we have’ problem
• The ‘we’ve already contributed to xx projects
  already’ problem
• The ‘we’d love to but we haven’t the
  time/people/space’ problem
• The ‘we can’t think about collections until all
  our items are catalogued’ problem
                 Collection Description Focus   17
                Workshop 4 (8 November 2002)
            Cecilia – Why do it?
• To aid resource discovery
  – Many uncatalogued resources
  – Many unidentified resources
• Resource discovery informs retro-
  conversion and cataloguing priorities
  – It remains to be seen how this theoretical
    benefit will work out in practice
• The availability of information about
  collections can help ensure their
  survival and development
                Collection Description Focus     18
               Workshop 4 (8 November 2002)
        Cecilia – What’s in it for us?
• Collection descriptions:
  – Disclose information about collections
  – Provide an overview of otherwise uncatalogued
  – Result in increased use of our resources
  – Help to establish priorities for item level
  – Identify potential for collaborations
  – Can be used in locally produced publicity, leaflets

                  Collection Description Focus        19
                 Workshop 4 (8 November 2002)
    Cecilia – the joined up approach
• Cecilia will be the top-level entry point to
  existing resource discovery tools:
  – Encore; the catalogue of performance sets
    in public and academic libraries
  – Music Libraries Online; e-lib clump of
    academic music libraries
  – Ensemble; retro-conversion of academic
    music catalogues

                Collection Description Focus   20
               Workshop 4 (8 November 2002)
   Cecilia – the joined up approach (2)
• Cecilia will link to relevant cross-domain
  resources, e.g.
  – The Archives Hub
  – AIM25
  – Cornucopia
  – Archon
  – CIMCIM Directory of Musical Instrument

               Collection Description Focus   21
              Workshop 4 (8 November 2002)
   Cecilia – the joined up approach (3)

• The Cecilia database will be made
  publicly available via the PADS website
• PADS maintains a suite of arts related
  online resources
• It will be possible to execute a high level
  search across several resources
  including Cecilia

                Collection Description Focus   22
               Workshop 4 (8 November 2002)
       Cecilia – Where we are now

• Database contains descriptions of over
  1,000 collections in ca. 300 institutions
• Currently carrying out tests with PADS
  WebObjects software
• Public launch in February / March 2003
• Updates at approximately six monthly

               Collection Description Focus   23
              Workshop 4 (8 November 2002)
Appear in Visions to All
  Appear and Inspire

     Collection Description Focus   24
    Workshop 4 (8 November 2002)

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