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Databases, Spreadsheets, Templates … OH MY!

Databases, Spreadsheets, Templates … OH MY!. Converting Recital Recordings Data at the University of Kentucky into MARC (eventually). The Database. File Maker Pro Unsupported Data moved to Excel spreadsheet. The Spreadsheet: Problems. Individual pieces = one row Multiple names

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Databases, Spreadsheets, Templates … OH MY!

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

  2. The Database • File Maker Pro • Unsupported • Data moved to Excel spreadsheet

  3. The Spreadsheet: Problems • Individual pieces = one row • Multiple names • Notes = all in one field for every piece • Dates = more than one performance? • Performed work order = mystery • No (or few) programs

  4. The Spreadsheet: Solutions • Moving data (mostly notes) to one line • Separating out names • Notes: created columns using the period • Dates: separated recitals and ensembles • Work Order: created column for this • Automated process to create a contents note

  5. 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

  6. Recital Template Ensemble Template Templates

  7. The Fun Stuff Separating the notes field, used the period to create multiple rows. Worked well in some places, not so much in others:

  8. MORE fun stuff My favorite example of the weirdness in the database/spreadsheet.

  9. Pictures: Storage of Recital and Concert Recordings An old card file and several metal file units.

  10. Pictures: Storage of Recital and Concert Recordings Cassette tapes and programs

  11. Pictures: Storage of Recital and Concert Recordings Storage of CDs

  12. Pictures: Storage of Recital and Concert Recordings Programs, probably for the CDs

  13. Pictures: Storage of Recital and Concert Recordings Interesting manner of housing programs

  14. Currently • Organizing programs • Creating contents notes and finalizing 1982-89 data for MARC records • Editing continues on 1990- data • Survey in the works • How other institutions house, organize, and catalog their local recordings

  15. More Information • See our Recital Database in action: http://libwebsrv2.uky.edu/recital/ • My blog on the project: http://ukmusicrecitalsproject.blogspot.com/

  16. Questions? Contact Info: Kerri Baunach kscannell@uky.edu 859-257-4630

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