Cataloging Streamed ESM Concert/Recital Audio Recordings

Cataloging Streamed ESM Concert/Recital Audio Recordings

This process consists of three procedures:

I)        Transferring Eastman Audio Archives files from Box to Ampache

II)      Locating programs for information pertaining to concerts

III)     Cataloging using Ampache website as chief information source

I -- Transferring Eastman Audio Archives files from Box to Ampache

In order to accomplish this, there are several preliminary steps to undertake.

A—Slack and Box

·       Obtain a Slack account on the ESM Technology & Media Production (T&MP) group. This is the chief communication tool to connect you with the sound engineers and the web editor. Contact one of the T&MP group to send you an invitation. Creating a profile is optional.

·       There is a channel for Sibley:

The list of current recording engineers can be found at the T&MP website (under Recording Services).

·       Contact each engineer; request that they share their Box folders with you. The Box folders contain compressed zip files for each concert, with a prefix (HDD, AM, MO) preceding a number.

·       On your desktop, create a unique directory as a destination for downloaded files. ex. H:\ur.rochester.edu\users\rmcrae\audio archive

·       Download required software (you will need Administrator assistance)

FileZilla           https://filezilla-project.org/

7-Zip                https://www.7-zip.org/

Mp3tag           https://www.mp3tag.de/en/

·       When each engineer uploads a concert mp3 zipped file to Box, you will receive an automatic email notification.

·       Open up Box, and locate the directory of the particular engineer(s) of whom you have received notifications. Make sure that the mp3 file number in Box matches that of the one in your emailed notification.

·       You are now ready to download.

B – Downloading, Unzipping, and Checking Content

·       On the Box site, hover your mouse between the engineer’s name and the number of files. An ellipsis will appear, with the label “More options.” Click on the ellipsis and click on “Download,” the first item on the pop-up menu.

·       Now you can check the metadata in the extracted file folder by opening up MP3tag.

·       Configuration: In Mp3tag, on the left hand corner, set your download destination thus:

On the top menu, click on View, and select Refresh from the pulldown menu. This highlights the files, each representing an individual recording track.

You can expand the fields in these records to look for possible typos or other errors. To edit, you can click on any record:

On right side of page, set up the settings as such:

General tab:

(Request password from ESM Web Editor)

Advanced tab:

  Transfer Settings tab:

Charset tab:

These will be added to the Ampache server at the end of each day.

D.  Reporting, Keeping Track of Transfers

a.   Using Snipping tool, copy/paste all unzipped file names on FileZilla left side

b.   Paste into Word doc; copy all daily files to Web Editor, using Slack

c.   Delete files from local directory (e.g., H:\) when transfers are complete

II – Locating Programs For Information Pertaining to Concerts

·  For current programs (a number preceded by HDD) in .pdf form:

Go to the Mainhall directory (M: ) and Concert (if for student/faculty/student ensemble/guest artist concerts) ; or M:\Conducting & Ensembles\Ensemble Programs (if for official ESM ensembles)

Choose appropriate academic year, concerts should be in chronological order by date of event

·       Highlight program and open.

·       If you do not find the printed program, do these in order:

o   Go to ESM webpage; enter name of student or ensemble and date in the search window

o   Contact ESM concert office, they can upload the program on the M: drive

o   Contact performer to email you a program; sometimes these are created by the performer and not always sent to the Concert Office

·       For retrospective or historic programs (a number with non-HDD prefix – MO, A, AM, etc.):

Go to Sibley drive (T:) – Special Collections\Digitized Content\ESM programs

These are organized chronologically: Year Month Date

·       If you do not find the program, contact Special Collections; they will scan and add the program. (only rarely might a program be lacking).

III-- Cataloging using Ampache website as chief information source

As printed programs do not always accurately reflect the nature of the recording, the Ampache website resulting from the conversion of the updated MP3 files is the chief source for cataloging. Concert programs may vary in several ways:

·       Personnel changes (substitute musicians, etc.)

·       Misidentified or incomplete selection titles (e.g., Nocturne by Chopin)

·       Added or deleted selections, or selections in different order

·       Encore pieces, which never appear on programs—an opportunity for detective work!

Audition of the streamed recordings is frequently necessary, as listening to the music itself, or onstage remarks, can add or contradict program information. Therefore, in contents fields, record the information embodied in the recording itself.

In OCLC, use the constant data record “Eastman concerts online.” Edit this record at the beginning of each academic year (e.g., 490 and 830 = $v 2023-2024), and at the beginning of each calendar year (e.g., Date1 fixed field=2024; 264/1= $c2024; 518=$d 2014 [month date]). Of course this varies when cataloging retrospective (i.e., historical) streamed concerts.

Add 700s for all performers in:

           Student/faculty concerts

           Non-jazz large ensembles in which they are soloists (e.g., concertos)

           In large jazz ensembles, note soloists in 505 fields, but do not add as headings, unless they are special guest artists

Trace all conductors and ensemble directors

Make creator/work 700s for all pieces, except in the case of jazz or non-western music concerts.         

Do not hesitate to contact principal performers/conductors directly if there are questions regarding their performance that arise while listening to the recording and viewing the accompanying program.

The accession number of each recording is found in the upper left of the Ampache URL. It is assigned a prefix such as HDD, MO, or AM. Record this number in a 099 field in bibliographic record.

After completing the record in OCLC and passing into Alma:

Edit record, and click on Add Portfolio.

In Inventory and Linking Information paste in the URL of the Ampache record, and choose “Streaming Audio” from the pulldown menu of “Electronic material type.” Hit Save and Done.

Follow all ISBD rules and RDA instructions.