CONTACT


Effort will be made to keep this manual in sync with changes to iBis2. If you have questions or suggestions, or find a section that needs updating, please contact:

Lori Rothstein

To report technical problems and request new accounts, please contact:

Richard Brown


Committee Liasons
Committee member RILM staff contact Address
Africa Maria Rose mrose@rilm.org
Australia Elizabeth Parry eparry@rilm.org
Austria Tina Frühauf tfruhauf@rilm.org
Belgium Desmond Hosford (F)
Maria Rose (D)
dhosford@rilm.org
mrose@rilm.org
Brazil James Melo jmelo@rilm.org
Canada Desmond Hosford dhosford@rilm.org
China Yun Fan yfan@rilm.org
Croatia Zdravko Blažeković zblazekovic@rilm.org
Cuba James Melo jmelo@rilm.org
Cyprus Maria Rose mrose@rilm.org
Czech Republic Jadranka Važanová jvazanova@rilm.org
Denmark Lori Rothstein lrothstein@rilm.org
Estonia Lori Rothstein lrothstein@rilm.org
France Desmond Hosford dhosford@rilm.org
Germany Tina Frühauf tfruhauf@rilm.org
Greece Maria Rose mrose@rilm.org
Guatemala James Melo jmelo@rilm.org
Hong Kong David Bloom dbloom@rilm.org
Hungary Lori Rothstein lrothstein@rilm.org
Iceland Lori Rothstein lrothstein@rilm.org
Ireland Elizabeth Parry eparry@rilm.org
Israel Tina Frühauf tfruhauf@rilm.org
Italy Desmond Hosford dhosford@rilm.org
Japan David bloom
Kae Fujisawa
dbloom@rilm.org
Latvia Lori Rothstein lrothstein@rilm.org
Lithuania Lori Rothstein lrothstein@rilm.org
Macedonia Zdravko Blažeković zblazekovic@rilm.org
Malta Elizabeth Parry eparry@rilm.org
Mexico James Melo jmelo@rilm.org
Netherlands Maria Rose mrose@rilm.org
New Zealand Elizabeth Parry eparry@rilm.org
Norway Lori Rothstein lrothstein@rilm.org
Poland Jadranka Važanová jvazanova@rilm.org
Portugal James Melo jmelo@rilm.org
Russia Yekaterina (Katya) Slutskaya-Levine kslutskay@rilm.org
Serbia Zdravko Blažeković zblazekovic@rilm.org
Slovakia Jadranka Važanová jvazanova@rilm.org
Slovenia Zdravko Blažeković zblazekovic@rilm.org
South Africa Maria Rose mrose@rilm.org
South Korea Meebae Lee mlee@rilm.org
Spain James Melo jmelo@rilm.org
Sweden Lori Rothstein lrothstein@rilm.org
Switzerland Desmond Hosford (F/I)
Maria Rose (G)
dhosford@rilm.org
mrose@rilm.org
Taiwan David Bloom dbloom@rilm.org
Turkey Kenneth Yarmey kyarmey@rilm.org
United Kingdom James Cowdery jcowdery@rilm.org
United States James Cowdery jcowdery@rilm.org
Venezuela James Melo jmelo@rilm.org

GENERAL NOTES ON COVERAGE


RILM Abstracts with Full Text (RAFT) was launched in December 2016. Some of the journals in RAFT are titles the committees have traditionally covered.

To avoid duplication and additional steps in the processing of the RAFT text files in the International Office, please refrain from accessing any journal in the RAFT project. You can tell if a journal is in RAFT by using the lookup function at http://www.rilm.org/fulltext/, or click Show all Journals and scroll down. This page is updated periodically.

The RAFT system is complex and involves collaboration with publishers and a scanning firm, as well as EBSCO. Multiple levels of processing are necessary, so these journals will not be online as quickly as they may have been in the past. Your patience is appreciated. Please be in touch with your committee liaison if you have questions or concerns about a RAFT journal published in your country.

Scope guidelines are available at: http://www.rilm.org/scope/

The growth of interdisciplinary and international journals, conferences, and collaborative publications over the past decade is raising the bar for RILM. Not only can these sources be difficult to identify – generally, we find them via bibliographies or reviews – but there is no simple/time-efficient/completely equitable way to divide the work between committees.

We are aware that much of this material is covered via national music bibliography projects or union catalogues. Even so, such records are of significant value to RILM. The goal is a one-stop-shopping model in which users all over the world can find related material quickly and easily.

Annual tallies are based on TLAs/user initials, not the country code in the record. It is therefore possible to receive credit for any record you access, no matter where it was published.

Here are some situations you may encounter.


Q: The content of the journal issue or collection is entirely or partially musical. It was published in my country, but most of the content is by scholars from elsewhere. What do I do?

A: If possible, please access all RILM-appropriate content. If you are working from a bibliography and do not have access to the full issue/collection, check to see if the citations are available online through a union catalogue, or if there is a table of contents online. If either is true, but you are not able to make all of the accessions due to time constraints, please contact your committee liaison to alert him/her to the availability of this material.


Q: The journal issue or collection is entirely or partially musical, but it was not published in my country. Some of the content is by scholars from my country. What do I do?

A: If the source is a journal that does not appear on the relevant committee’s page at http://www.rilm.org/globalNetwork/index.php, please access the entire issue if you are able. If you are working from a bibliography and do not have access to the full issue/collection, check to see if the citations are available online through a union catalogue, or if there is a table of contents online. If either is true, but you are not able to make all of the accessions due to time constraints, please contact your committee liaison to alert him/her to the availability of this material.


Q: I have a review from a journal in my country of a monograph or collection not published in my country. The main record is not in iBis2, so I cannot attach the review. What do I do?

A: It is desirable that we consistently include reviews, especially from core and secondary journals. If possible, please access the main record, matching the country code to the imprint, and attach the review. If you are unable to do this due to time constraints or lack of authoritative documentation on the item reviewed, contact your committee liaison. Provide the full review citation information and such details as are available to you. If the journal is online, please include the DOI/URL for the review.


GLOSSARY

Basic RILM terminology made simple!

Analytic Article, chapter, or section of a publication that will have its own record in RILM.

BID Book Identification Number. Generated by iBiS when a cover record is created. Used to tie the necessary analytics to the cover.

Cover Any collection, symposium, Festschrift, reference work, or other item that will have individual chapters, articles, or other sections accessed separately. Covers generate a BID number that gathers all of the analytics together under a main record and allows the generation of a table of contents.

IBIS The RILM database.

JID Journal identification number. Linked to an authority record. There may be multiple JIDs fora given title, as a result of publisher/location, title/subtitle, and ISSN changes.

PID Publisher identification number. Linked to an authority record. There is a separate record for each city.

RAFT RILM Abstracts with Full Text.

SID Series identification number. Linked to an authority record. There is a separate SID for each different publisher/city combination, and for each different sub-series.

TLA Three-letter acronym/User initials: Assigned by the International Center. Contact Richard Brown at rbrown@rilm.org if you need a new RILM account or additional accounts for new staff.


LOGIN SCREEN

http://iBis2.rilm.org/users/login

Use the three-letter acronym (TLA) and the password provided by the RILM International Center.


NAVIGATION

General Principles

Each time you create a new record, open an existing record, open a search screen, or open an authority table in iBis2, a new tab is generated and will have to be closed manually when you are done. Mouse over the X. It will turn red and Close Tab will display. Click on it the X to close the tab.

The field border will turn blue when you click on or navigate into a field via the tab key. This color change is simply to help you see where the cursor is at any given time.

If you have not saved a screen before attempting to go to another screen, you will see a message: This page is asking you to confirm that you want to leave - data you have entered may not be saved. Click Stay on Page, then Save.

If you click in a field by mistake and find that this message is generated, choose Leave Page, and iBis will retrieve the screen you requested.

The + (PLUS) create a new, blank form. See the bottoms of the JOURNAL CITATION, IMPRINTS, and REVIEWS screens.

+ (PLUS) also opens certain screens that don’t display in their entirety otherwise, because they are not always used. Once open, + (PLUS) converts to – (MINUS) and can be used to close the field if you decide you don’t need it after all. Once data has been saved in a field, that field will remain displayed unless it is deleted.

The X icons at the bottom of most screens allow the deletion of the contents of that screen. If there are multiple entries (such as reviews), the X deletes only the entry immediately above it.

Despite the fact that all screens (other than ABSTRACT & INDEX) can be viewed via the pull-down bar at right, each screen still has a SAVE button that controls the information on that screen.

The navigation buttons for the various screens also appear across the top of the main screen and are clickable.

Copy and Paste buttons are available on the JCIT, REVIEWS, and COVER (BID) screens. For JCIT and REVIEWS, you will see only the Copy option until you click on + (PLUS) to open another JCIT or review form. Then only the Paste button will display. Once it is clicked and the data saved, you will again see only the Copy button. The use of these buttons is described in the relevant sections of the manual.

If you delete part of or all of the contents of a screen, you will need to refresh the page. Click on the blue RY-AC number at top left of the screen. This will clear out status messages such as “Deleted review no. 1” and close the field if there is no longer anything in it. The + (PLUS) button will again display for future entries.


AUTHORITIES

A new feature in iBis2 is the ability of committees to create new JIDs, PIDs, SIDs, and other authority table entries. For some tables, you can view the records in which those authority records are used, via the links under the Usage Statistics tab at right.

You will not be able to edit existing authority records. Communicate with your committee liaison about any changes needed.

When in the Main Screen you:

  • key in an author or reviewer not already in iBis
  • use the + (PLUS) button to create a new JID, PID, or SID
  • key in a degree, discipline, school, or studio

iBis generates a new record in the relevant authority table.

You can also search and create new entries directly in Authorities. This is particularly useful when you want to create multiple variants of the same thing, such as:

  • SIDs for the different parts in a series. See SID under IMPRINTS SCREEN and CW).
  • PIDs for the same publisher in different cities
  • JIDs for different versions of a journal, reflecting title, subtitle, and publisher/location changes
  • Different departments or faculties within a school

To go to Authorities, use the drop-down menu in the ACCESSION SEARCH to choose among the following:

Countries For the Country Code on the Main screen. No committee access.

Degrees For doc types DM and DD. Search and Create New options.

Disciplines For doc types DM and DD. Search and Create New options.

Getty Geographic Links to the Getty Thesaurus of Geographic Names. The International Center staff use this resource to determine a preferred form for the indexing of place names. No committee access.

Journals http://iBis2.rilm.org/journals/

There are two circumstances under which you may need to create a new JID: (1) an entirely new journal or (2) a variant title/subtitle or different publisher for a continuing title.

At http://ibis2.rilm.org/journals/, click CREATE NEW. Enter the title of the journal in Name (library style for English; match capitalization in original language). Click Save.

If there are existing table entries in which the exact journal title appears, you will see a message in a red box: Authority exists matching on 1) Name, 2) Variation, 3) ISSN, etc.

This warning is designed to help reduce the number of duplicate entries in the authority tables.

To try out for yourself how this works, http://ibis2.rilm.org/journals/, click Create New. Type Early music in Name and click Save. You will see a red warning message with two Matched ID fields, plus a warning below: No PID assigned.

To view the variants, click on each of the white “matched ID” fields. The attached PID will display in a new screen. Close each once you have viewed it.

http://ibis2.rilm.org/journals/5465 (London: Oxford University Press)

http://ibis2.rilm.org/journals/17717 (Cambridge: Oxford University Press)

Do not be concerned. You have not actually created a new PID yet. Simply navigate away from this screen using any of the menu buttons at top, or just click Authorities/Publishers again.

In your actual work, if indeed the combination of JID and PID you need does not already exist, you can override the Authority exists message by adding the PID.

Of the remaining fields, fill in ISSN and/or E-ISSN, Country Code (CC), language (choose the most frequently used, if multiple), year began (f known), issue began (if known), Peer Reviewed (checkbox, if known), and URL (if the journal has a website). Feel free to also indicate Category, Priority, and Type (dropdown menus) if you are able. Leave a note if there is additional information to be logged, such as to which previous JID or succeeding JID the new one should be linked.

To find all of the articles under a given JID, use the % wildcard search as needed to look up the journal title here. Keep in mind that the JID may start with an article. % American will find “American journal of” and “The American journal of…”. Multiple examples may exist for a given journal, where we have been able to determine publisher and/or subtitle changes. See Early music America for an example. Open each entry to view the start and end dates for each version.

Taking Early music as your example, http://iBis2.rilm.org/journals/5465, click on Usage Statistics in the box at top right. You will see two options: Citations and Reviews. Open whichever you need to check. Say you are looking for the existing coverage in 2014. Open Citations. It will take you to http://projects.rilm.org/journals/citations/5465 where you can view the coverage by year and issue. Click on the year to view the issues and on the JID to view the accessions for a given issue. Navigate to the article you need by clicking on the title. The Reviews option works the same way. Reviews are displayed in a section of their own, below the articles.

Languages A list for the Language drop-down menus in the Main, Reviews, and Abstract & Index screens. No committee access. If you need to add a new language, contact your committee liaison.

Publishers To find all of the records with a given PID, go to http://ibis2.rilm.org/publishers/ and search, using the % wildcard if you don’t initially get a match. Be suspicious if at first you don’t find a major publisher. The likelihood is that it already exists. Over time, RILM has had different policies about the formatting of publisher names. In general, assume that the word “Publisher,” in any language, appearing at the start of the firm name, has been dropped. The same is generally true of first names, when the firm is named after an individual.

Example: Henle/G. Henle/Georg Henle/and any of these ending with Verlag. All of these can be found by searching %Henle%. Look at http://iBis2.rilm.org/publishers/14284. Under Usage Statistics, the options include Imprints, Series, and Journals. If you are looking for all monographs and collections in which this publisher appears in iBis2, open Imprints. Use the pulldown bar to scroll through the records by year. Or, to search a long list such as encountered here, use the pulldown bar until you have a blank section of blue screen at left. Left click in the blue space with the mouse and type Ctrl/F (simultaneously). You should see a search box at lower left. Here you can search for words in the title. NB: the wildcard % does not work in Ctrl/F. Each title is a hotlink to the accession.

Roles A field that links to Terms—Names. For International Center staff. No committee access.

Serial Dates Entries in the Serial Date field of the Journal Citations screen. No committee access.

Series http://iBis2.rilm.org/series/

To find all of the records with a given SID. Say you wanted to find all the records for Ars Nova, old and new series, by LIM. http://iBis2.rilm.org/series/search?string=Ars+nova&selectedId= will give you three options. The relevant ones are http://iBis2.rilm.org/series/312 and http://iBis2.rilm.org/series/15286. Open the Usage Statistics section in each.

SID searches are the easiest way to determine which parts in a series are not yet accessed (assuming, of course, that the existing records have SID entries). For volumes that appear to have been missed, always double-check by doing a title and/or author/editor search before concluding that the record does not exist. It may not have been found because it legitimately uses a variant SID/PID combination. Or we may have an erroneous version. This is a common issue for series that have been in print for decades. The same series is often rendered variably across different sources. Notify your committee liaison if you find a variant that is erroneous and should be conformed with a valid version.

Schools For DM/DD. Simple Search (box) and Create New options.

Studios For MP. Simple Search (box) and Create New options.

Terms Indexing field entries. No committee access.

Terms—Names http://iBis2.rilm.org/names/

Use the % wildcard as necessary to find variants of a given name. Keep in mind that not all common names can be disambiguated, and that variants are allowed for dissertation records (full name where possible) and maiden and married names for women.

Sample Searches

If you wish to find all of the writings by the musicologist Christopher Wintle, search for just the surname, because it’s unusual. You’ll see several options, one of which is Christopher. Click on the name to open that version: http://iBis2.rilm.org/names/755194. Then click on Usage Statistics. You can view the records in which his name is indexed as a headword; in which he is an author/editor, and the reviews he has written. Use the X icon to close a given section.

Now to a more complicated situation. Say you needed to determine whether a particular work by Diether de la Motte has been accessed. Three versions were published, each with a similar but not exactly matching title, and you want to find them all. There are several ways you might find this name alphabetized:

  • Motte, Diether de la
  • La Motte, Diether de
  • de la Motte, Diether

Search first for Motte, D. Motte, Diether de la will come up, in red. Click on it to open http://ibis2.rilm.org/names/273941. Here you will see that the Category is X. This means there is a different, preferred version. Under Used, you will see La Motte, Diether de la. Click on it to open the table entry, then open Useage Statistics/Author (top right). Your results would be the same were you to search for de la Motte, Diether.

If there is an unusual component of the name, it may be fastest to search for it, surrounded by %percent signs%. %Diether% brings up each of the options above (as well as some other people) and shows the valid form in green.

These search suggestions also apply to the Author field in any new accession. See the Author field in MAIN SCREEN.


HOME SCREEN


http://iBis2.rilm.org/
Log in


TLA (Three-Letter Acronym/User Initials)

The dropdown menu provides access to the following:


My Accessions

My Journal Citations

Journals by Country


My Site Preferences

Accession Default matches the doc type, language, and product of the last record accessed. If you are accessing a large batch of records in a single document type and language, you may wish to reset the defaults.

Skin 1 = Screen background color for your computer (International Center staff only).

Change Password option.


SEARCHING

Searches can be made in various screens, in a single field or combination of fields, depending on what you are looking for. The % sign can be used as a wildcard before or in the middle of a search, to allow for:
  • variations in formatting
  • order for multi-part surnames
  • to skip common title openings, such as personal names
The wildcard search method works for ALL searchable fields (titles, authors, publishers, journals, series, etc.) Searches are insensitive to capitalization and diacritics but ARE sensitive to special coding, such as the "< >" used for italics.

Title Search

See ACCESSION SEARCH SCREEN


Author Search (AUTHORITIES: TERMS--NAMES)

There are two reasons to do an author search:

  • to determine which writings by a given author are already in the database
  • to find and default the proper form of an author name into a new accession

JID Search (AUTHORITIES/JOURNALS)

PID Search (AUTHORITIES/PUBLISHERS)

SID Search (AUTHORITIES/SERIES)


ACCESSION SEARCH SCREEN

http://iBis2.rilm.org/accession/search

Use this screen to search by title and/or author, to determine if an item is already in the database or to find an item you want to modify or attach a review to. You can search one or more fields simultaneously. They are:

ID Master record number in the database.

RY Year of accession.

AC Accession number. The number assigned by the database and used to keep track of all accessions in the RILM office; also displays in EBSCO)

DT See DOCUMENT TYPES

class1 Primary classification. For a list of classes, click on the green field headers (Class 1, Class 2, or Class 3) on the Main screen of any record.

pub tag By default, searches include all records in the database. Some are withheld from publication in RILM. To search for only publishable records, use the drop-down menu to choose null. Other pub tags are:

  • D Deleted items remain in the database but are not shown in vendor outputs.
  • N For an item that is not currently publishable but may become so. Add an explanation in the Committee Notes field of the record.
  • S Suppressed. No longer used.
  • Y Publishable. No longer used.
  • X Moved. Indicates that the record has been moved to another year.

Source Choose C to limit your search if you want to find committee records from your country keyed directly into iBis within the last several years. Use in conjunction with CC (Country Code).

NB This will not pick up older records that predate the availability of C. Those may be pub tag X or W, or have no pub tag entered.

If you are looking only for records you yourself have keyed, search in the UE field using your TLA.

Product You may wish to use this field in conjunction with other search parameters to find all records from your country in either the Retrospective or Classic (A) projects, but most of the time you will have more specific criteria to search by. For instance, if you are looking for all Swedish records in the Retrospective project in 1966, RY = 1966/CC = SE will find them. There is no need to specify Product R, because 1966 records can’t be Product A.

CC Country Code: Choose from the drop-down menu to limit your search by country of publication.

Language Choose from the drop-down menu.

Title Enter the first word or words of the title, including initial article, and click Search.

To find a title that begins with a common name, with a work title, or in which multiple parts may have been rendered in a different order, use the % wildcard in front of some of the less-common words.

Janis Joplin: The hippie blues singer as feminist heroine = search %hippie blues singer

%Götterdammerung% will find <Götterdämmerung>, italicized or not, in any position in a title.

After entering the search criteria, click Search or press Enter. A list of accessions will appear. Click on the underlined title to go to the Main Screen for that record. The options on the menu at the top of the screen will take you to the various pages available for the doc type, or you can simply use the pull-down bar at right to view all screens except Abstract & Index. To navigate to that screen, use the link on the menu at top.

ILL T = Item to be ordered by an editor in the New York office via Interlibrary Loan.

The following four boxes are each checked as the editorial process is competed at the International Center. See also the Checkboxes section under MAIN.

Citation The first step in the editorial process. Once this box is checked, committee members are limited to view access, except for the Committee Notes field.

Ab Abstract present. Choose T(rue) or F(alse) in the drop-down. The downside to using this parameter is that when someone keys anything into the abstract field, the Abstract Present box gets auto-checked, no matter what was entered. Thus, not every record with Ab = T actually has an abstract, but F can be useful for finding records that have nothing in the abstract field.

RR Read ready = Indicates that the accessor has done as much to the record as is possible given the resources available to him/her. When checked, this box signals to the editors that the record is ready to edit and index. In some cases, these records will require additional work on the part of the International Center staff, including the ordering of Interlibrary Loan.

Read1 Once this box is checked, committee members can no longer edit a record. Corrections and additions should be made in the Committee Notes field at the bottom of the Main screen. This field generates a notification on a special page viewable by International Center staff.

UE The three-letter acronym (TLA/user initials) of the person who created the record.

UC The three-letter acronym (TLA/user initials) of the person who last edited the record.


NEW ACCESSION SCREEN

http://iBis2.rilm.org/accession/create/

This links back to MY SITE PREFERENCES, where you can set defaults for accessing. See above.

See also ACCESSION SEARCH. Once you have determined through a title and/or author search that the item you wish to enter is not already in the database, key in the proper year in RY, and use the drop-down menus to choose the Doc Type, Language, Country, Source (C for committee), and Product (A for RILM Classic = 1967 and later; R for RILM Retrospective = 1966 and earlier). Then click Create.

NB: RY is the year the item was published, or the journal issue year, if different from the current calendar year.


Document Types

Here is a complete list of doc types, with descriptions. Brief descriptions also appear in the drop-down menu with the Doc Type field on the Main Screen. Procedures for doc types with a * are described in greater detail in their own sections elsewhere in this document; click on the hotlinks to go to those sections.

AB article in a periodical treated as a book. See BP below. Use Main, Journal Citations, Book Citations, Electronic Resource, Abstracts, and Notes.

AC article in a collection. See BC and CW below. Use Main, Book Citations, Electronic Resource, Abstract and Notes.

AD article in a dictionary. See BD below.

AE article in a Festschrift. See BE below. If published as a book, use Main, Book Citations, Electronic Resource, Abstract and Notes. If published as a periodical, use Main, Book Citations, Journal Citations, Electronic Resource, Abstract and Notes.

AG article in a blog. Determined by the field Category in Journal Admin (JID).and updated automatically during export to EBSCO if you’ve used AP instead. See BG below.

AL article in a newsletter. Determined by the field Category in Journal Admin (JID).and updated automatically during export to EBSCO if you’ve used AP instead.

AM article in a magazine. Determined by the field Category in Journal Admin (JID).and updated automatically during export to EBSCO if you’ve used AP instead.

AN article in a newspaper. Determined by the field Category in Journal Admin (JID) and updated automatically during export to EBSCO if you’ve used AP instead.

AP article in a journal (the most common doc type). Use Main, Journal Citations, Electronic Resource, Abstracts, and Notes.

AS article in a symposium. See BS below. If in a book, use Main, Book Citations, Electronic Resource, Abstract and Notes. If in a periodical, use Main, Book Citations, Journal Citations, Electronic Resource, Abstract and Notes.

AW article in an edition of music. See CW below.

BC collection of essays. Note that the separate essays in the collection will be entered as ACs. Large collections of very short writings, such as newspaper criticism and correspondence do not require individual analytics. Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes. We now also access the editorial introduction, foreword, preface, and afterword (as ACs).

BD dictionary. Formerly accessed as BC. As of 2015, dictionaries and articles therein have their own doc types. See AD above. Access as you would a BC. Analytics (AD) are attached only in rare cases. Consult your committee liaison to discuss the specific situation.

BE Festschrift (in honor of an individual, institution, or performing organization). The separate essays are entered as AEs. If a book, use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes. If a journal issue, use Main, Journal Citations, Electronic Resource, Sponsors, Reviews, and Notes. For Festschriften in journals, it is common that the dedicatory material does not fill the entire issue. Additional material should be accessed as APs or reviews, as necessary. BE takes precedence over BS, so if the dedicatory material was presented at a conference, use BE as the doc type and reflect the symposium information in the prefix to the table of contents. We now also access the editorial introduction, foreword, preface, and afterword (as AEs).

BF (monograph): facsimile. Used not just for true facsimiles but for any new edition of a monograph. (Second and subsequent editions of collections-- BCs, BEs, and BSs--are entered with their original doc types, not as BFs.) Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes.

BG blog cover record. See AG above

BM monograph. This is any book that forms a continuous whole. A book of essays by a single author should be accessed as a BC, and the individual essays entered as ACs. Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes.

BP special issue of a periodical. Also used for the inaugural issue of a periodical. (A special issue in honor of an individual, however, is accessed as a Festschrift: BE.) The separate articles in a BP are accessed as ABs. Use Main, Imprints, Journal Citations, Electronic Resource, Sponsors, Reviews, and Notes. It is common for themed issues to also include non-themed material. Additional material should be accessed as APs or reviews, as necessary. If a journal issue includes two or more separately themed sections, separate covers should be made. If there is no theme on the cover or table of contents, but the issue is clearly dedicated to a particular composer or topic, look in the introductory material to see if a theme is identified there, or if the material derives from a conference or should be considered a Festschrift. If not, we generally do not create a cover. We now also access the editorial introduction, foreword, preface, and afterword (as ABs).

BS symposium. Can be a book or a journal issue. The individual essays are entered as ASs. Use Main, Symposium, Imprints, Electronic Resource, Sponsors, Reviews, and Notes. Partial conference proceedings are commonly published in journals. We make BS covers for these so that the conference information can be reflected for users in a standardized and searchable form. A cover should be made even if the conference proceedings are published in full as a book. Individual articles that derive from a conference do not warrant a cover, nor does a routinely published section of selected conference papers. BS journal issues also frequently include non-conference material. Additional material should be accessed as APs or reviews, as necessary. A symposium in honor of an individual or institution should be accessed as a BE. We now also access the editorial introduction, foreword, preface, and afterword (as AS).

BT (monograph) translation. Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes. Translated essay collections are BCs.

BX Textbook: See BM monograph.

CP * program notes for a performance. Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes. Analytics are AC.

CR * recording notes. Rarely used. There must be scholarly content beyond what is ordinarily expected. No analytics. Use Main, Imprints, Sponsors, and Notes.

CS * commentary published separately from an edition (CW). Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes. Analytics are AC.

CW * commentary published with an edition. Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes. Analytics are AC.

DD doctoral dissertation. Use also for post-doctoral theses and dissertations (such as Habilitationsschriften). Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes (and Journal Citations if published as an issue of a periodical).

DM non-doctoral dissertation. Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes (and Journal Citations if published as an issue of a periodical).

EA electronic article not in a periodical, blog, or online collection, such as writings posted on a scholar’s institutional webpage or personal website. Use Main, Book Citations, Electronic Resource, Sponsors, Reviews, and Notes.

EP Electronic resource: Podcast: Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes.

ER * electronic resource. Generally a website or CD-ROM. Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes.

JZ * zine. Cover record for the zine only, not the articles in it. The abstract should describe the zine in general. Use Main, Imprints, and Notes.

MD * technical drawing of musical instrument. Use Main, Drawing, Imprints, and Notes.

MP * motion picture. Use Main, Films, Electronic Resource, Sponsors, Reviews, and Notes.

MR * sound recording. Use Main, Sound Recording, Electronic Resource, Sponsors, Reviews, and Notes.

Click Next (bottom right) after selecting the doc type.

A new page called Main will appear: a blank record with an accession number in the top left corner.


Document types specific to RILM Abstracts with Full Text (RAFT):


These document types were created for material that is not accessed in the main RILM project.

You should not use these document types. The records will not be available to regular RILM users, only to full-text subscribers. Do not change these document types if you find them in existing records.

Based on the descriptions, it may look at first glance as if some of these document types are appropriate for your use, but we have other DTs that cover these cases. See the note after each RAFT DT to find the corresponding DT(s) in the main RILM project.

AK Article in a periodical: Musical work. Never used in the main RILM project. This is for stand-alone full scores (not articles that contain scores or musical examples). Such scores are rarely accessed in the regular project. If ever you need to do so -- the most likely scenario might be a tribute work by an important composer included in a Festschrift, themed journal issue, or collection – choose the –A document type that corresponds to the collection: AB, AC, AE.

AT Advertisement: Never used in the main RILM project.

BK Periodical back matter: Never used in the main RILM project.

CB Periodical back cover: Never used in the main RILM project.

CF Periodical front cover: Never used in the main RILM project.

CQ Periodical colloquy: Never used in the main RILM project.

CT Conference report: Never used in the main RILM project. Use AP/AL/AM/AN.

ED Periodical editorial: Never used in the main RILM project. Editorial introductions in special-issue journals (BP) are AB; in collections (BC) are AC; in Festschriften (BE) are AE; and in symposia (BS) are AS. We now include include the editorial introduction, preface and/or foreword, and afterword for all types of collections.

FT Periodical front matter: Never used in the main RILM project.

GN Generic: Never used in the main RILM project.

LE Periodical correspondence: Never used in the main RILM project. A letter to the editor will generally be AP/AL/AM/AM.

NW News: Never used in the main RILM project. Newsy articles are generally AP/AL/AM/AM.

OB Obituary: Never used in the main RILM project. Use AP/AL/AM/AM. Use AE if in a memorial Festschrift.

PL Publication list: Never used in the main RILM project. This does not indicate a bibliography.

UC Course list: Never used in the main RILM project.


MAIN SCREEN

Several pages that were separate in iBis are now sections of the Main Screen. These are

  • Electronic Resources
  • Reviews
  • Notes

Depending on the doc type, you will also be able to create/view the following screens:

  • Imprints
  • Cover
  • Journal Citations
  • Symposium
  • Dissertation
  • Sound Recordings
  • Film
  • Sponsors
  • TOC

Each of the screens will be discussed in its own section of this manual.

The fields in each section are generally the same as in iBis, but the field order is different. The green form labels (names of fields) are links to lookup tables with drop-down menus: doc type, source, product, classification, and special features.

The following steps will take you left to right, top to bottom, through the Main screen, discussing all the fields. You can use the mouse to move around the Main screen, or you can move from one field to the next by pressing the Tab key.

Doc Type This field displays the doc type you selected on the new accession screen. If you chose the wrong doc type, change it to the one you need and click Save.

CC Country Code. Indicates where the item was published. Usually the country will be your own, but you are encouraged to submit records by authors from your country that were published in a different country, or for writings on your country that were published elsewhere. You can set the country code as a default. Click on your TLA at the top of the Main screen, choose My Site Preferences, use the drop-down menu to choose the desired country, and click Save. If you wish to choose a different country for a given record, use the drop-down menu in CC. It is alphabetized by the country name in English. The two-letter ISO country code is at left.

Source This code helps editors locate the source material when they are proofreading a record. As a committee member accessing material from outside the RILM office, you will only use the C source code. You can set this as a default. Go to your TLA at the top of the Main screen, choose My Site Preferences from the drop-down menu, enter C in Source, and Save.

Product You may wish to set your accession default in SITE PREFERENCES to product A and simply change individual records to R when necessary. If no default is set, no Product will appear, and you will need to use the drop-down menu to choose it.There are various product tags that cover special projects. You do not need to worry about these. In your own work, you should only use A or R.

T is the product tag for RILM Abstracts with Full Text (RAFT). Never change Product T to any other tag. Doing so will suppress any attached scan. If you have a question about a Product T record, leave a note in the Committee Notes field, or contact your liaison by e-mail.

Pub Tag

D is for deleted records. These remain in the database indefinitely, but are not exported to EBSCO.

If you need to delete a record, select D from the drop-down menu and click save. Generally this is done because you’ve realized you made a duplicate of an existing record, or that the record you created isn’t appropriate for RILM after all.

If you run out of time in a work session and cannot finish a record, do not D it. Type something like “in process” in the Committee Notes field and keep a list for yourself, so that you know what to go back to. It is not possible to search for the absence of characters in a field, so if you want to be able to look up unfinished records easily, a searchable field will need to contain something unusual that you can look for, along with your TLA in UE. It is suggested that you use N (not publishable). Keep in mind that the Notes fields are not searchable in Accession Search.

Ways to deal with other kinds of mistakes are discussed in this section under DocTyp (see above) and Move To (see below).

S and Y are not currently used.

N is for records that require additional work to be publishable.

X is automatically generated when a record is moved to a different year.

Class 1 Click on the green field name for a drop-down menu. Do not agonize about classification, but try not to leave the box blank; an editor will review your choice.

Quick classification tips:

  • 20s are for art music and composers; 29 is for musical events in the 20th and 21st centuries, and the conductors, performers, etc., involved therein.

  • 30s are for traditional music

  • 40s are for conducting, organology, and instrumental and vocal playing and pedagogy; discussions of instrumental and vocal music belong in the 20s or 30s.

  • 50s are performance practice, improvisation, notation, and editing

  • 60s are theory and analysis

  • 70s are pedagogy, including general classroom instrumental and vocal pedagogy

  • 80s are for music in extramusical contexts (acoustics, sciences, printing and publishing, etc.)

  • 90s are for religion and religious music. The focus should be on the liturgical or ceremonial context, biased towards current practice. Most discussions of the musical works themselves, and specific and chronologically limited examples of liturgical practice, belong in the 20s. Depending on the scope of the study, performance practice (50s) may be another option.

Class 2 and Class 3 Click on the green field name for a drop-down menu. Secondary and tertiary classing (cross-classing) is encouraged when items are equally appropriate for more than one class.

Examples:

BD: Dictionary of popular music. CL1 = 3/CL2 = 39

BP: Journal special issue on harmonic analysis. CL1 =14/CL2 = 63

BE: = Festschrift in honor of the ethnomusicologist Mantle Hood. CL1 = 15.1//CL2 = 30

BS: Symposium on Liszt. CL1 = 16/CL2 = 27

ILL/Claimed Used by International Center staff only. This means an IC staff member is going to order the collection through Interlibrary Loan, and/or a single person has taken responsibility for editing the entire collection.

Move To If the record has been entered in the wrong RILM Year (RY, at top left of the menu on the main screen), you can change it by entering the correct year in the Move To field. The change does not take effect immediately. A member of the New York staff has to do the move. Leave a Committee note to alert your liaison, especially when you have related records that require RILM references (see ABSTRACT & INDEX SCREEN).

Checkboxes Citation/RR/1st Read. These are checked off by the editors at the RILM International office as the record goes through the editing process; the more boxes are checked, the less accessible the record becomes to committee members, though all sections remain visible to you.

If the record you are looking at already has the Citation box checked off, the only parts you will be able to alter are the Abstract and Notes fields. If the 1st Read box is checked, you will not be able to make any changes. If you are unable to make the changes needed, enter them in the Committee Notes field. This will generate an entry in a report periodically checked by the committee liaisons.

Title Enter the title in the original language. If the language of the title does not use the Roman alphabet, transliterate into Roman. For transliteration assistance, contact your committee liaison. Use the Non-Roman field for the original title.

Style Tips for Titles and Title Translations

RILM alters punctuation and capitalization in titles in some circumstances.

Capitalization Follow capitalization rules for the language of the item. For English titles, capitalize only the first letter of the title, first letter of work titles, and proper names and institutions.

Punctuation All work titles (musical works, writings, works of visual art, etc.) should be italicized. This includes titles of shorter works (poems, songs, etc.), which are often rendered within quotation marks elsewhere. To italicize in iBis, enclose the title within pointed brackets < >.

Richard Wagner: <Tristan und Isolde>

We generally change a long dash between a title and subtitle to a colon, with the first letter of the subtitle capitalized, but this does not work with all titles in other languages. Use your judgment as to when to apply this rule.

Joseph Haydn -- la música para teclado

should be

Joseph Haydn: La música para teclado

If there are three parts to the title, separate the second and third parts with a long dash (em dash) with no spaces on either side:

Richard Wagner: <Die Meistersinger von Nürnberg>--Wagners ästhetische Republik

If the item is published in multiple parts, put a period after the title, followed by a space and the number of the part in Roman:

Dubroca's <Traité> and French style <soutenu> in the nineteenth century.

If the item in question has a subtitle as well, follow the Roman numeral with a colon, then a space, and then the subtitle:

The horn in mixed-media compositions. II: Timbral explorations on the horn

For quotations that are part of titles, exclamation points, question marks, ellipses, and dashes that are part of the quotation should appear inside the quotation marks.

"Des rêves rien que des rêves!": Les femmes dans l’oeuvre de Janácek

"Vedät sitte vaan omasta elämästä...": Katoava persoonallisuuden myytti jazzmusiikissa

Otherwise, leave punctuation as given in original titles, but put all punctuation outside the quotation marks, British style, in title translations:

Was it really a “good idea at the time”?

No colon is necessary between title and subtitle if there is an exclamation point or question mark at the end of the main title.

Look what they're doing on TV! Towards an appreciation of the complexity of music video

Do separate the main title and subtitle with a colon if the main title ends in ellipses:

If you build it...: A distance-learning approach for music teacher licensure test preparation

BP Titles (special issue of a periodical) Begin with the title of the periodical, not italicized, followed by the volume and issue number and the date, a colon, and the title of the special issue:

Österreichische Musikzeitschrift. LIII/1 (January 1998): Beethoven: Letzte Dinge

Numbers

Use n-dashes in date ranges (titles, title translations, and abstracts). Key as ####@n-####. The code will convert to an n-dash when you save.

[Language of Title This field, which was for title sorting purposes when the language of the title differed from the language of text, has been removed in iBis2.]

Translation Translate the title into English, conforming as closely as possible to the syntax of the original title. Names of works and institutions should be in the official language of their home country. English equivalents may be included in a note. For a BP, translate only the title of the special issue. The Title Translation for the BP title given above is:

Beethoven: Letzte Dinge = Beethoven: Last things

Language of Item Choose the main language of the article from the drop-down menu. If the language you need is not in the menu, leave a note for the editorial staff.

Other language(s) If there is parallel text in additional languages, or if a significant portion of the text is in another language (such as a reprinted essay),.enter each additional language in English (written out in full, in alphabetical order, separated by commas, with no spaces, e.g. English,French,German). It is generally not necessary to do this for quotations or selections from correspondence.

Language translated from Use the drop-down menu to choose the original language, if known. Do not guess based on the nationality or native language of the author.

Language(s) of summary If summaries/abstracts are published with the item, enter each language, written out, in alphabetical order, as follows: English, French, German. If there is a summary in the same language as the item, include that as well.

Author See search tips at SEARCHING.

IFLA’s Names of persons: National usages for entry in catalogues (1996), is no longer available online. The relevant national library and the Virtual International Authority File, http://viaf.org, should be consulted to determine the proper order of surnames. Keep in mind that a name may already exist in iBis, but with the elements in a different order. If you find a name entered in the wrong order, please alert the International Center office via the Committee Notes field in the affected record.

The goal for the electronic age is not so much to define an authoritative version of a name as to make certain that whichever version a user searches for, all records by that person, under any variant of the name, will be findable. Establishment of preferred name forms is something of a moving target. Variation in the cataloguing of multi-part surnames exists even within individual libraries, standards have changed over time, and RILM has been around for nearly half a century. Many persons indexed in RILM do not appear in library catalogues at all, and Internet sources such as institutional websites may be conflicting or even self-contradictory. The creation of the Retrospective project further raises the bar, because of the variation and printing errors common in older publications. When you have multiple options, choose the version that fits current best practice standards, and leave a Committee Note indicating the variants of which you are aware. An editor can create table entries for these variants, create see references, change the preferred status of name variants, and update existing accessions.

Existing author names can be found and defaulted by using the magnifying glass lookup at left to search AUTHORITIES/TERMS--NAMES. As you type, Auto Complete suggestions will display. For common surnames, the list will be too long for first names in the middle or end of the alphabet to display. Include the first letter of the first name in your search will help: Wilson, W brings up a different set of results than Wilson alone. If the name is not found, key the name directly into the author field: Lastname, Firstname. This will create a table entry in TERMS--NAMES. Once an accession has been saved, the icon that looks like a table, just to left of the author field, will display a hotlinked list of the records in which the name appears as an author (but not reviewer). Click on the title to open any of these records. This option is useful when you need to add RILM references to previous or later parts of an article or previous or later editions of a monograph.

Example: Search in the Title field for The Americanization of Heinrich Schenker (by William Rothstein). Click on the title to view the record (either version). Click on the title icon to bring up the list of other records for writings by Rothstein, newest to oldest. You will see that none are reviews. If you need to see all of Rothstein’s writings, including reviews, use the neighboring icon (admin card) that looks like a book.

The book icon will take you to the Names authority record (discussed further in AUTHORITIES/TERMS--NAMES). There you can view and open records in which the name appears as author or reviewer (in separate sections). This lookup option is useful when you want to find all works and reviews by a given author, sorted by RILM accession year.

Function Choose the function from the drop-down menu. Author and editor are most common. There are also options that combine functions, such as ed. and trans. (for editor and translator).

X When an item includes significant material created by someone who is not the main author, select author under function and mark the person as an X-author by checking this box. The person’s contribution should be clear from the abstract; if there is no abstract, leave a Committee Note about his or her role. The X-author function is most commonly used for reprints or translations of treatises or essays contained within another work; for the author of collected correspondence; and for substantial examples of correspondence included within an article.

Special Features Click on the green field name for a complete list. Enter each number, separated by a comma but no space, in numerical order, e.g.: 1,4,9,34. NB: Do not use SF5 (bibliographies) for endnotes.

Title Entry

A title entry (TE) is obligatory for three RILM classes:

  • 04 Catalogues (library, museum, or exhibition)
  • 15 Festschriften
  • 16 Conference report APs only

For all other classes, if there is a clear and informative title, but no author/editor, we no longer use a title entry.


Class 04

For class 04, the TE is the name of the city, in its English form, where the library, museum, or exhibition is located.

Madrid

Victoria, B.C

If more than one city is indicated, separate them with a semicolon and a space.

Barcelona; Madrid

Class 15

The title entry is the surname of the person or the entity being honored, followed by a standardized indication of the type of publication.

  • [Name] Festschrift = honors a milestone for a living person
  • [Name] memorial volume = honors a person who died recently (normally within the past two years)
  • [Name] commemorative volume = honors a person who died a while ago (normally some multiple of 25 years)
  • [Name/Organization] anniversary volume = honors a milestone for a person or institution
A title entry with the city in which the conference is held is no longer used for a BS, since it would duplicate information output from the SYMPOSIUM SCREEN. It is also not necessary to use a TE if there is no discernable editor.


Class 16

A title entry is still needed for APs that are conference reports, because these do not have a Symposiums screen.

For articles (AP) in class 16, the title entry should be the conference city (English form) and conference year, separated by a comma and a space. For multiple venues, enter as follows:

Vienna, 2006; Salzburg, 2007

COVER SCREEN (appears in AB/AC/AD/AE/AG/AS)

Surviving from iBis is a lookup option for the BID (which can also be free keyed, if you’ve written it down). There are also Copy Book Citation and Paste Book Citation buttons. However, this screen also contains a button called Create a New Analytic, which you can use to generate additional analytics when accessing a collection. This latter option is fastest and easiest, because it saves you the trouble of clicking New Accession and choosing the document type, country code, etc., plus it duplicates the BID entry.

If you’ve searched for the title and editor of the volume but have found neither, it can be tempting to assume that none of the analytics have been accessed. But real life is messy. Always do a title search and author/editor search for each article or chapter. Sometimes an analytic exists, but the cover has not yet been created, so you would not find the item by looking at the table of contents. This happens most often with author submissions. If you find an “orphaned” analytic, it may also derive from a different publication (that is, it may be a reprint from, or reprinted in, the collection you are working on). If indeed the “orphan” record comes from the publication on which you are working, use the drop-down menu to change it to the proper doc type, so that the Cover Screen will display. If the cover exists, look up and default the BID. If it has not, create the cover, then go back and add the BID to the analytic. If you are unable to add a BID because the record has already been indexed, leave an explanation in the Committee Note field, such as “Please attach to BID 12345.” See also DOCUMENT TYPES.


JOURNAL CITATIONS SCREEN

Look up the JID via the magnifying glass icon at left of the JID field. Type in the start of the journal name (ex: psychology of music – no need to capitalize or enter diacritics) and ENTER to see a display with the various versions of the JID, the ISSN, and the start and end dates. Click SELECT to default the version you want. If you choose the wrong one, just repeat the process via a new JID lookup. Fill in the rest of the citation data and click SAVE.

If the JID you need does not exist, see the instructions at AUTHORITIES/Journals.

As with the Cover Screen, COPY and PASTE options exist, as well as Create a New Article Record for This Journal Issue. Which one you choose to use depends on the task at hand.

Some situations in which you might use Copy and Paste:

  • You are accessing an entire issue, including reviews. To save yourself doing a JID lookup and re-keying the citation data in the review field, copy the JCIT in the last AP you create, and paste it into the review field. Intervening steps, such as the creation of a new main record, will not create a problem; the system will hold onto the JCIT until you change the cached information by clicking COPY for a different JCIT.
  • You are making accessions from the same journal, but in a different year. This is common when working from non-music journals, which might not have musical content in all issues in a given year. If you use Create a New Article Record for This Journal Issue, the new record will be in the wrong RILM year. Instead, copy the JCIT in the last AP you created, make a new record in the proper year, paste in the JCIT, and change the volume/issue and year as necessary. Save. Then you will be able to use Create a New… in subsequent accessions from the same issue.

NB: Unlike iBis, you will see that there is a display field at upper right of the JCIT which shows the imprint and other data relating to this JID. Mouse over the imprint for a partial display. The icon at right will take you to the ADMIN page for that journal, but you will have view-only privileges once there.

Completion of start and end dates and publisher/location variants for JIDs is an ongoing process. New journals are added to the database through various sources, and older journals often have long and complicated histories. Often it is difficult or impossible to trace the history of a title definitively without access to the full print run or scanned front matter. If you are able to provide details or corrections, please contact your committee liaison.

The X below each JCIT is a delete button for the JCIT directly above. If you use it, you will see a message that reads “Deleted journal citation no. X, part Y.”To refresh the page, click on the blue RY-AC number at top left of the screen.

Use a hyphen in page ranges, not an n-dash (as in abstracts).

The drop-down list for the Medium field is a bit odd for the journal context. The only options you should need are print, print;online, or online.

While most journals do not have ISBNs, do fill in this field where possible.


Procedural Change for Serial Dates

Due to the RAFT project, serial dates are now rendered in the original language, not changed to English as in the past. Cleanup of existing records is ongoing.

Autocomplete will match serial date entries already in the table. Place the cursor in the serial date field and begin typing. If what you need is not already in the table, it may be free-keyed.


Procedural Change for Multi-Part Articles and Errata

As of March 2015, we no longer combine the parts of a multi-part article in a single accession, even when the publication year and the title of each part are exactly the same. This format served us well in the print era, but is less functional in the digital era. Make RILM references in each part to the others. If there are too many parts to include all of them, the RILM references should be to the previous and the next part. Thus, Part 23 would have RILM references to 22 and 24.

Similarly, errata should now be accessed separately. If the item is titled, use that in the title field. If it isn’t, use [Errata]. Put the original title of the article and the full citation data in the abstract, so that anyone looking at that field can immediately see which article is meant, without having to click through via the RILM reference link. Do not reproduce the author name in the abstract; it belongs on the main page as usual.

Errata for <Don’t blame me, blame the jet lag> (<Journal of circadian rhythms> VII (2009), pp. 23@n-27 (abstracted as RILM 2009-12345).

IMPRINTS SCREEN


Series (SID) and Publishers (PID) should be in the original language. If a formal English (or other) version exists, you may include it after the original, separated with a slash:

PID: Helsingin Yliopisto/University of Helsinki

Please note that, following the Chicago Manual of Style, RILM capitalizes all major elements in institution names, regardless of practice in the original language.

SID: Souborné kritické vydání děl Leoše Janáčka/Kritische Gesamtausgabe der Werke von Leoš Janáček/Complete critical edition of the works of Leoš Janáček

The imprints screen appears in the following doc types:

BC (COLLECTION)
BD (DICTIONARY)
BE (FESTSCHRIFT)
BF (REPRINT OF BM)
BG (BLOG MAIN ENTRY)
BM (BOOK/MONOGRAPH)
BP (SPECIAL ISSUE OF A PERIODICAL)
BS (SYMPOSIUM)
BT (TRANSLATION)
BX (TEXTBOOK)
CP (PROGRAM NOTES)
CR (RECORDING NOTES)
CS (COMMENTARY APART FROM AN EDITION)
CW (EDITION OF MUSIC)
DD (DOCTORAL DISSERTATION)
DM (NONDOCTORAL DISSERTATION)
EP (PODCAST)
ER (ELECTRONIC RESOURCE)
MD (TECHNICAL DRAWING OF MUSICAL INSTRUMENT)
MP (MOTION PICTURE)
MR (MUSIC RECORDING/SOUND RECORDING)
JZ (ZINE)

NB: Do not complete the imprints screen for a BS (symposium) or BE (Festschrift) published in a journal.

If there is no series, skip to the PID.

SID Series Identification number. If the work has a series, start with the series lookup. If the correct series/publisher combination is already in iBis, entering the series will also populate the PID field when you click SAVE. Use the magnifying glass icon to open a search window. If you don’t find a match straight away, use the % in front of the start of the series title to make sure we don’t already have a version that begins with an initial article. Because series are sometimes reflected in various ways, you may also want to use the % elsewhere, to substitute for any word. Example: Chant du monde will not be found, but % chant du monde finds Le chant du monde (Paris: Musée de l’Homme).

The + button at the right of Series Name field allows you to create a new series entry. See AUTHORITIES

When you begin to create a new SID or PID, if there are existing table entries in which the series title or publisher matches, you will see a message in a red box: Authority exists matching on....

This warning is designed to help reduce the number of duplicate entries in the authority tables.

To try out for yourself how this works, in http://ibis2.rilm.org/series/, click Create New. Type Music and society in Name and click Save. You will see a red warning message with four Matched ID fields, plus a warning below: No PID assigned.

To view the variants, click on each of the white “matched ID” fields. The attached PID will display in a new screen. Close each once you have viewed it.

Here are the PIDs you will see (as of April 2017):

Do not be concerned: You have not actually created a new SID yet. Simply navigate away from this screen using any of the menu buttons at top, or just click Authorities/Series again.

In your actual work, if indeed the combination of SID or PID you need does not already exist, you can override the Authority exists message by adding the PID to the series, or the new location to the PID.

Special instructions for SIDs in the CW doc type are at CW.

SN Series number. Enter if the book has been given a number in its series. To enter an SN, an SID must already be entered. If there are multiple numbers, such as a year and a series number, separate them with a comma: 2012:2. If the second number reflects a subseries, create a variant SID to reflect it, and enter only the subseries number.

Example:

SID 15024 = Johann Peter Emilius Hartmann: Udvalgte værker/Selected works/Ausgewählte Werke.

This SID applies to each of the volumes in the selected works series, part 1. The composer name is included at the beginning to disambiguate this from selected works series for other composers.

So, in this case, the series number field would read 1, 2, 3, etc., not I/1, I/2, I/3.

If you have multiple series and imprints for a given item, enter each separately. It is increasingly common that an item appears in multiple series by the same institution. It is not necessary to duplicate the ISBN or ISMN for the same institution; put it with the first imprint.

PID Publisher Identification number. Use the magnifying glass icon to open a search window. All of the search fields are active, but most of the time, you will use the Name field. If there is a department, you may want to search by that instead. For publishers with multiple locations, entering the start of the publisher and the city is often faster than looking through the list under the publisher name alone. Example: Ox in Name and New in City quickly finds Oxford University Press, New York. Use the SELECT button to default the publisher/city combination you need. You can create a new PID/City combination by clicking on the + button to the right of the Publisher Name field.

See AUTHORITIES

When you begin to create a new SID or PID, if there are existing table entries in which the series title or publisher matches, you will see a message in a red box: Authority exists matching on....

This warning is designed to help reduce the number of duplicate entries in the authority tables.

To try out for yourself how this works, in http://ibis2.rilm.org/series/, click Create New. Type Music and society in Name and click Save. You will see a red warning message with four Matched ID fields, plus a warning below: No PID assigned.

To view the variants, click on each of the white “matched ID” fields. The attached PID will display in a new screen. Close each once you have viewed it.

Here are the PIDs you will see (as of April 2017):

Do not be concerned: You have not actually created a new SID yet. Simply navigate away from this screen using any of the menu buttons at top, or just click Authorities/Series again.

In your actual work, if indeed the combination of SID or PID you need does not already exist, you can override the Authority exists message by adding the PID to the series, or the new location to the PID.

If there are multiple publishers, make multiple imprint entries, using the + (PLUS) button at the bottom of the screen. If there is a single ISBN, make sure it goes with the right publisher. It is not necessary to have an ISBN for any or every PID entry. If there are multiple ISBNs, make sure each is with the proper publisher.

Reprints, translations, or foreign editions should be accessed separately. For BMs, use doc types BF and BT, as necessary. Most other doc types stay the same, regardless of whether they are reprints or translations.

  • BM reprinted = BF
  • BM translated = BT
  • BF translated = BT
  • BT reprinted = BT
  • BC reprinted = BC
  • BE reprinted = BE
  • BP reprinted = BP
  • BS reprinted = BS
  • BX reprinted = BX
  • CW/CS/CR reprinted = CW/CS/CR
  • MP/MR/MD reprinted = MR/MR/MD

Contact your committee liaison if you have questions on how to deal with a particular situation.

Medium (Type) Leave blank if the item is published only in print. Chose other options from the drop-down menu.

Edition It is not necessary to fill this in for first editions. If the item is a reprint or later edition, choose from the drop-down menu. Leave a Committee Note if the version you need is not in the table.

Volumes Enter a number only if the work is published in two or more volumes. If the volumes themselves are accessed separately -- because they have differing titles, publication years, publishers, or because each will have analytics and thus a separate TOC – the volume number will either appear in the title (as a Roman numeral), or this information will be reflected in the series.

Briefwechsel und Tagebücher. VIII: 1860–1864

PP Pagination. Enter the number of front matter pages in lowercase Roman numerals, followed by a comma, a space, and the number of pages for the body of the book in Arabic.

  • x, 214
  • Plates = 273, [8].
  • Pagination for multiple volumes is separated with a semicolon = vii, 311; 289.
  • For a BP, pagination should be included on the Imprints screen, rather than on the Journal Citations Screen.
  • Use a hyphen, not an n-dash, in page ranges.

Year Defaulted into the imprint when you create the record. If you need to change it, see the instructions at MOVE TO.

Number Type To enter an ISBN, choose ISBN from the drop-down menu. ISMN is used for critical editions. LCCN is for Library of Congress numbers (applicable mainly, but not exclusively, to U.S. records, and generally used only when no IBSN exists). If you wish to use an LCCN number, go to http://catalog.loc.gov/ and look up the current number. A system of zeros has been applied in place of the old hyphens. While it is possible to figure these out based on a conversion table, it is much easier to simply copy the record from the catalogue.

Number ISBN or ISMN. Hardcover, paperback, electronic, or other editions go with the same imprint as long as they were published in the same year with the same publisher/city combination. The Hyphenate button will add hyphens to an ISBN. Convert will convert the ISBN to either the 13-digit form if the 10-digit is already entered, or vice versa. As of 2015, the International Center office is still generating 10-digit ISBNs, matching OCLC.

Qualifier This is a free-key field as of spring 2015. The list below covers most commonly encountered formats, including some applicable mainly to Retrospective Project records.

  • set
  • vol. 1, 2, 3, etc. (when volumes issued together have separate ISBNs)
  • alk. paper (alkaline paper)
  • acid-free paper
  • audio book
  • book (only when the book is issued as part of a set, in combination with tape/CD and/or score)
  • book & CD (if a single ISBN covers both)
  • case bound
  • CD (published with a book that has a separate ISBN)
  • CD-ROM (databases only)
  • cloth
  • comm. (commentary issued with an edition)
  • DVD
  • e-book (include the format if known: PDF e-book; EPUB e-book, etc.)
  • hbk (hardcover)
  • incorrect (not invalid, erroneous)
  • iOS app
  • large print
  • leather bound
  • pbk (paperback)
  • score
  • tape
  • video


ELECTRONIC RESOURCES SCREEN

Open this with the + (PLUS) icon.

If you have a DOI, use that alone, starting with the prefix: 10.XXXX. The DOI is preferable because it will continue to function if the URL becomes non-functional.

You don’t need to worry about the following fields: URN, First RILM Access, Last Verified, Requires Payment, or Requires Registration.

But you may occasionally want to use Supplemental. Check this box if the URL or DOI you entered is for a personal website, supplemental material posted on a journal or institutional website, or online resource cited in the abstract.



REVIEWS SCREEN

As of spring 2015, reviews are still sub-records (attached to) the records for the works reviewed. It is not possible to access a review without a main record, although lengthy review articles may be accessed as AP and also attached as reviews.

Always check the Imprints screen to make sure you’re attaching the review to the correct edition.

See GENERAL NOTES ON COVERAGE for tips on how to deal with main records that were not published in your country.

Open this screen with the + (PLUS) icon.

The + (PLUS) button below the review allows you to open a blank review template.

The X button at bottom allows you to delete the review. Usually you would only do this if you realize too late that you’ve attached it to the wrong edition.

The JID lookup functions are described at JOURNAL CITATIONS.

If you have a review in which no publication year or edition information for the item is given, or for which your only source is a citation/journal table of contents, you may generally assume the review is of the first edition. However, if the year of the review is much later than the year of the first edition, check the national library in the country of publication to see if newer editions exist. If so, the review most likely belongs with an edition published no more than a few years before the date of your review. If you cannot find enough information to make a decision, and the review is in a core or secondary journal for your country, contact your committee liaison for assistance. If the problematic review is in a tertiary or non-music journal, skip it. Such lack of clarity is most common with older issues of periodicals that have not been completely digitized.

Sometimes you will find that the review is of a paperback edition or reprint edition, published after the hardcover or first edition, and for which no record exists in iBis2. Make an accession, in the proper RILM year, for the new edition, and add a RILM reference back to the first edition. (See RILM REFERENCES.) If the first edition is not accessed, please do so if possible, or leave a Committee Note in the reprint accession with the relevant information.

The PASTE button is useful when you are accessing an entire issue of a journal, reviews included. If you click the COPY button in the last AP citation you made, you can default part of the citation into the review field. If you are accessing only reviews from a given issue, you will need to look up and default the JID for the first review you enter. Once the review entry is complete, click SAVE and then the COPY button. For the next review, use the PASTE button to default.

RRY, medium, language, pagination, URL, DOI, and reviewer name do not transfer. These will have to be filled in each time.

Pages Remember to use hyphens, not n-dashes.



NOTES SCREEN

This works exactly like iBis, with an additional field called Public Notes. Public Notes are added through the author submissions form. Please use the Committee Notes field. This will generate a notification in the New York office, in a table that is checked periodically for new entries. Once a question or correction has been dealt with, the contents of your note will be retained, if needed, and moved to the Staff Notes field, so that it will not show in future Committee Note notifications.


TOC SCREEN (all cover doc types)

This is a new screen in iBis2. It is designed to make accessing and viewing analytics easier. It is supplement to -- rather than a replacement for -- the TOC screen in ABSTRACT & INDEX. The button Create a New Analytic Record Attached to This Collection replaces the need to use the New Accession button, and automatically attaches analytics to the cover record. Click on this button to generate a new analytic record. You will need to fill in the main screen, but the Cover screen (and Journal Citation screen, for BP and journal-based BS and BE) will already be filled in, with the exception of pagination. Use the same button in the new analytic to create further analytics.

When you are done entering analytics, navigate back to the cover by clicking on the title in the Cover screen in the last analytic, and scroll down to the TOC screen. The TOC screen displays each analytic as a hot-linked entry, with pagination. The new TOC screen makes it much easier to look for missing analytics via the pagination (assuming the collection is entirely about music). Click on the title field to open the analytics.

The citation/abstract/read-ready/read buttons display on this screen. Green indicates that the related checkbox is checked. Red means it isn’t. This display is useful mainly for editors, although the checkboxes influence your ability to make changes in a record. See the Checkboxes section of MAIN SCREEN.If you have abstracts to enter -- no matter what processing status the checkboxes indicate -- open each analytic and view the ABSTRACT & INDEX. You are free to substitute an author/editor abstract as needed, to expand/correct/improve upon other abstracts as necessary, and to add abstracts in languages other than English. Do not delete or modify any abstract already present, unless you yourself entered it at an earlier date. Put the new abstract in the first available blank abstract field and choose the language from the drop-down menu. Click on Main (top left, next to the RILM accession number, above the indexing fields) to go back to the main screen. Click on Notes in the menu at top or use the pulldown bar, and include a Committee Note, so that the New York staff realizes a change has been made. Abstract added. –TLA/date is sufficient.

If the 1st Read box has been checked, you will not be able to add the new abstract in the Abstract screen. Navigate back to the Notes screen on the Main page, as described just above, and paste the abstract, with an indication of the proper author credit, into the Committee Notes field. Your committee liaison will see this in the Committee Notes report and make the change.


ABSTRACT AND INDEX SCREEN

To view this screen, click on the button in the menu at the top of the Main Screen.

Detailed guidelines for abstract content and style are available in English at http://www.rilm.org/submissions/pdf/Guidelines_AbstractStyle.pdf

French, German, and Polish versions of these instructions are available at http://www.rilm.org/submissions/index.php

If you would be interested in translating these instructions, please inform your committee liaison.

If you are creating a new accession, you will see one abstract screen, until you have filled in and saved the form. When you save, a second screen will be generated to the right of the first. This allows you to add the abstract in another language. This process may be repeated as needed. Text can be entered in any Unicode-supported script. If you are working from an online source and you are able to copy and paste the foreign-language abstracts, please do so. If you would have to scan the abstracts from print, make the decision based on your available time and resources. NB: The abstracts in languages other than English will not be edited.

Abstractor

Click on the magnifying glass icon to search for the name, just as you would when entering an author on the Main screen (format: family name, given name), or enter one of the following generic designations:

  • author or authors (rather than duplicating the author’s name)
  • journal (for periodicals where the authorship of the abstracts is unclear)
  • publisher (for monographs and collections, if you are adding a summary from a publisher website or book jacket)
  • editor or editors (sometimes used for collections)
  • n.a. (for a brief abstract, or one that consists only of RILM reference or source reference)
  • your name (if you write an abstract from scratch, not if you simply translate and/or condense it from the journal or publisher site; credit the journal or publisher in those cases.)

Language of Abstract

Choose from the drop-down menu. Abstracts without a language filled in will not display for users.

Abstract

For the text. In doc types that generate a TOC, you will also see Prefix and Suffix fields. The use of these is described at TOC.

Numbers in Abstracts

Use n-dashes in date ranges. Key as ####@n-####. The @n-code will convert to an n-dash when you save. The n-dash keeps iBis from recognizing date ranges as RILM reference hotlinks.

Use hyphens in RILM references: The English original is abstracted as RILM 2014-12345.


The three topics that follow apply when you are writing abstracts yourself. We do not expect you scrutinize and modify author, journal, or publisher abstracts to conform to these procedures. If you are able to do so with a reasonable expenditure of time and effort, that would be very helpful to the editorial staff.

Work Titles Please provide work titles in the original language when possible; a translation of the title can be supplied, as shown below, for transliterated languages or those not likely to be accessible to most Western readers.


<Lebedinoe ozero> (Swan lake)
<A kékszakállú herceg vára> (Duke Bluebeard's castle)
<Sidao huanying> (Mirages of the Silk Route)

Capitalization of work titles follows common practice in the language of the title. However, for English titles, use library style, as shown in the translations above.

Institutions Please provide institutions in the original language, with translations where necessary. This is helpful to the editors, because we index the original form. If it is not given in the title or abstract, we have to try to find it online, preferably in the form that was used during the period dealt with in the article. This can be quite difficult, especially for organizations that do not have a robust presence on the Internet, or which are no longer extant.

Academic institutions the names of which clearly contain some form of “university” generally do not need a translation. However, if the institution formally has an English variant, we will index the two combined. The English version should appear in imprints and/or in an official English version of the website – not simply a single webpage with a general description in English.

Aalborg Universitet/Aalborg University (AAU)

Magyar Tudományos Akadémia/Hungarian Academy of Sciences (MTA)


Personal Names Please provide the original (birth country) form of the name where possible, as this is the form generally used for indexing. Examples include Russian/European names, Latin/European names, and pseudonyms/given names. Often the persons in question spent much of their professional lives in an adopted country, or moved back and forth across borders, and you will find their names rendered according to the language of the country of publication of a given work, article, or monograph. However, so that RILM users don’t have to navigate these tangled waterways, we must prefer one form. The editorial staff can add see references and variants in the names authority tables. In many cases, the best practice is to match the indexing in your national library catalogue or national music information center. Please correspond with your committee liaison about specific situations as necessary.

If you are writing an abstract that contains only a professional/pen name, and you have the birth name at hand, please provide it.

Wahlgren, David Christopher Daniel (Papa Dee): Swedish rap artist

Mačiulis, Jonas (Maironis): Lithuanian poet

Some persons, such as Igor Stravinsky and Arnold Schoenberg, are given in the forms based on the last country of naturalization.


TOC

For accessions with doc types that generate a BID, the abstract screen includes prefix and suffix fields as well as the abstract field.

Once a record for each of the analytics has been created, use the Generate TOC button at the bottom of the abstract field to compile the table of contents. “TOC” will be entered by default in the abstractor field. If you have forgotten to enter the BID in any of the analytics, they will not appear in the TOC. Thus it is always a good idea to check that nothing is missing. This can most easily be done by comparing your source with the TOC display above the Notes field on the Main screen. This display shows all of the analytics by order of pagination (not alphabetically by author, as in the Abstract & Index screen TOC).

A general abstract is sufficient in the following cases:

  • You do not have access to the volume or to a reliable electronic table of contents.
  • You have a table of contents, but the volume is very long and it is impossible to key in all of the analytics. Often such things are reprint collections of short essays from newspapers and magazines, and are better reflected through a general abstract.
  • You have a table of contents, but it is impossible to determine from the titles alone which items belong in RILM, and/or to imagine how these should be classed and indexed.

If there is already a partial TOC in the abstract field – often because an author has submitted a single article -- put the general description of the volume in the Prefix field, not before or following the RILM citation in the abstract.

The prefix field can also be used for supplementary information about exhibitions (Class 4), Festschriften (Class 15), and symposia (Class 16). Important details that are not reflected in the title and special features fields on the Main screen or in the Symposium screen may be entered in the prefix. Common examples include the dates and specific location of a conference; information on conferences held in honor of individuals or institutions (accessed as BE, and thus lacking a Symposium screen); and specific locations, dates, and details of exhibitions (not reflected in the title field on the Main screen).

The suffix field is used for RILM REFERENCES to previous or later versions of the item.

RILM References

If you are entering

  • a reprint or translation
  • a commentary
  • errata
  • a related work, such as a later monograph version of a dissertation

please include a RILM reference in the Abstract field.

If the original or the referenced item is not in iBis2 and was published in your country, please access it if possible. For records published before 1967, Product = R. For records published in 1967 or later, Product = A. See Source References (just below) for cases in which you are not able to access the original.

Sample RILM references:

The original French edition is abstracted as RILM 1999-5121.

A critique of Leonard Meyer’s <Music, the arts, and ideas> (cited as RILM 1968-22333).

Source References

Make source references when the item referred to is not already in iBis and

  • is outside the scope of the RILM project (i.e., non-musical)
  • you are unable to find enough information to complete an accession

The latter situation is common with older material, which often contains partial citations for 19th- and early 20th-century periodicals and other publications, the details of which cannot be verified in the present. However, these may someday prove traceable. It is better that we give the reader partial information than nothing.

NB: The first two examples are drawn from RILM’s editing manual. They pre-date the Retrospective project. Today, they would be accessed and RILM references made instead.

Originally published in <A birthday offering to C.E.>, edited by Gustave Reese (New York: G. Schirmer, 1943).

Originally published in <Recent woodworm research: Dry-rot quarterly> XC/2 (spring 1963).

An excerpt from <An unverifiable periodical> (January 1893).



SPONSORS SCREEN

This screen is generally left blank.

Open this screen with the + (PLUS) icon.

A free-key field, as in iBis. There is currently no sponsors table in AUTHORITIES; thus there is no lookup option.

Additional sponsor fields may be created with the + (PLUS) icon.

X icon deletes the entry directly above.


DISSERTATIONS SCREEN

This screen is for school information and the series and imprint.

Degree: Choose from drop-down menu. If the relevant degree is not there, leave a Committee Note and an editor will add the information.

Year: Enter year of degree.

Discipline: Fill in from the drop-down menu as needed. This can be left blank.

School: Click on the magnifying glass icon to open a new search window. Use the % wildcard if necessary. Click on the result you wish to use. If the institution is not in the table, it can be typed into the field. It can be edited in AUTHORITIES/SCHOOLS.

This field also features an icon that shows whether the school is validated; a red exclamation point means that it is not. Validation is a function performed by the International Center staff, generally when the record is indexed, but as of 2015 there are many existing school table entries that have not yet been validated.

Volumes If there will be no imprint, enter the number of volumes if 2 or more.

PP Put pagination here if there will not be an imprint. If there are 2 or more volumes, and you know the pagination for each, separate the page numbers for the volumes with a semicolon and a space, e.g., 98; 123. Front matter page numbers are given in Roman numerals, separated by a comma and a space: e.g., x, 98; iii, 123.

Imprints If the dissertation has been published as a book, enter the imprint and series, if given, as you would for a BM. See IMPRINTS for instructions on looking up and creating SIDs and PIDs. If there is an imprint, the pagination goes here, rather than in the degree section above.

Volumes and PP fields repeat here. Fill them in if there is an imprint, and remove them from the Dissertation section if they have already been entered there.

Year is defaulted when you create the record.

Label: Choose ISBN and/or UMI and fill in as necessary.

Special Note on dissertations and the books based on them:

The dissertation and the book can go in the same record IF:

  • They have the same title.
  • They are essentially the same text.

A dissertation re-titled, expanded, or published much later than the original should always have a separate accession. If you cannot confirm the original title, year, or other details, leave a Committee Note indicating what is known, and an editor will research it.


SYMPOSIUM SCREEN

Meeting Year

Meeting Location City in English form (where possible)

2nd Meeting Year

2nd Meeting Location City in English form (where possible)

Name The title of the symposium. Separate two titles with a semicolon.

If three or more locations or years are covered, enter the first two and leave the additional information in the Committee Note field. The editor will add it to the prefix for the TOC/abstract.

Enter the name of the symposium in Name even if it is exactly the same as in the title field on MAIN SCREEN. This is because the symposium name is searchable in EBSCO.

For national conferences, do not translate the conference title. We no longer change initial ordinals, written out or in Roman, to Arabic numerals; enter these just as they are given:

IV Jornadas de Estudios sobre Historia de la Guitarra

Primeiro Congresso Continental

For international conferences, if the conference name is multilingual, use the English version, even if the publication is not in English:

31st Congress of Americanists

[SPECIAL DOCUMENT TYPES]


AG: Individual blog posting

We treat blogs that publish articles by a variety of authors as periodicals, entering the individual articles with the document type AG.

We use the JID table for blogs. Search in Authorities/Journals. If the blog is not already there, create a new table entry for it. Choose "blog" in the "category" box. Then enter the JID in the journal citations page of the AG record. The only other boxes you will need to fill out on the citations page are serial date (day + month, e.g. "16 March") and medium (online).

Example:

JID 17302 = IASPM-US
Serial date: 1 October
Year: 2012
URL: http://iaspm-us.net/political-machinations-philip-gentry-how-much-was-that-doggie-in-the-window/#more-2816

BG: Blog main record

Use this for a blog whose separate entries are not entered, such as RILM’s blog, Bibliolore. A blog that presents the ongoing musings of one person is also a BG; the separate articles are not entered.

If the separate entries are entered they are AGs, not attached to a BG: The blog that contains them is treated as a periodical. See AG above.

BG vs. ER: A blog is a type of periodical. An ER may have open-ended posts, like a chat room, but its ongoing nature is not formalized like that of a blog.

BX Textbook: See BM

CP/CR/CS/CW

Each of these doc types shares a central characteristic: the publications they reflect consist of or contain significant scholarly commentary.

CP program notes for a performance. Screens are Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes, plus Abstract & Index.

Author/Function = Author or ed., as needed. This doc type is parallel to BM or BC, depending on whether there are analytics to be attached. Analytics are AC.

Usually these are large program books published by festivals or opera companies. There should be scholarly content beyond what is ordinarily expected in a concert program, and/or the performance(s) should be connected to a major anniversary for a composer, institution, or performing organization. Include the relevant performance information (dates, locations, organizations, etc.) in the abstract.

CR recording notes. Screens are Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes, plus Abstract & Index. See MR.

This doc type generally functions like a BM. It is not possible to attach analytics. Authors of individual contributions can be listed as x-authors on the Main Screen, and their contributions described in the abstract: A biography of the composer by John SMITH is included.

There should be scholarly and/or documentary content beyond what would ordinarily be expected with a commercial recording of works by major composers. Often such recordings are produced for anniversary celebrations or other special events, and the notes include biographies, comprehensive work lists, supplementary articles on the person’s life and musical milieu, interviews, and even analyses of individual works. http://iBis2.rilm.org/accession/1968/3643 is an example.

This doc type is also used for the booklets that sometimes accompany documentary films (See MP).

NB: Generally, the MR or MP to which the notes belong should be accessed as well, but if insufficient information is available, you may choose to describe the recording or film in the abstract instead. In such cases, include the title, label, and year of release for sound recordings or the title, director and/or producer, and year of release for films. If the MR or MP is accessed separately, make RILM references in the CR to the MR/MP, and vice versa, as in the example with CS/CW directly below.

CS commentary published separately from an edition. Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes. Author Function is author, editor, or translator, as needed. See also CW.

Title

Italicized, and not translated.

<Le sacre du printemps>: Critical edition

Author

The author of the commentary, not the composer. The composer and the work will be indexed.

Abstract and Index Screen

Include a RILM reference to the CW, and vice versa. Example: http://iBis2.rilm.org/accession/2007/23946/index.

Commentary volume to a facsimile edition of the MS held at the Bibliothèque Royale, Belgium (<B-Br> MS IV 90), cited as RILM 2007-25237. CW http://iBis2.rilm.org/accession/2007/25237 contains a RILM reference to the CS:

A facsimile edition of… A commentary volume is abstracted as RILM 2007-23946.

CW commentary published with an edition. Use Main, Imprints, Electronic Resource, Sponsors, Reviews, and Notes. Analytics are AC. Create analytics when there are lengthy or otherwise significant contributions by secondary authors that warrants their own abstracts and indexing. Commentaries published separately from the edition are CS.

Main Screen

Class 1 Class as if the item were an article about the music. Works by Western composers go in the 20s, collections of traditional songs go in the 30s, etc. A collection of guitar music from several historical periods would go in 21, not 44.

If the title of the edition is the title of the work itself, it should not be italicized in Title field and it should be translated in Title Translation.

Ex: Zenobia e Radamisto: Dramma in musica in tre atti = Zenobia e Radamisto: Music drama in three acts

However, if the work title is part of a longer title, use the <pointed brackets> to italicize it.

Ex: Mozart's <The marriage of Figaro>: Adapted for Covent Garden, 1819

Author

The composer = author. Other persons involved with the edition = editor, ed. and trans, ed. with comm., librettist, intro., etc. Choose from the drop-down menu under Function.

Titled essays by persons other than the editor should be accessed as analytics (AC).

For untitled essays, do not create an analytic. Click the X box next to Function for the relevant authors, and add explanatory information to the abstract, with the author surname capitalized: First LAST. See the example in the Abstract field below.

A collected works series may also include volumes describing editorial procedures and/or a thematic catalogue. Do not list the composer as the author of such volumes. Ex: A thematic catalogue of Rameau’s works is included in his Opera omnia, but someone else wrote the catalogue; Rameau should not appear in the author field.

If the volume contains the works of several composers, make them x-authors (X-authors) and add an explanation in the abstract. See the example in the Abstract field below.

Exception: When a critical edition of music is produced as a dissertation, the new doctor is the author, and the composer of the work is an x-author. The doc type is DD.

Language of Item

The language of the commentary, introduction, etc., not that of the work.

Other Languages

Use for editions with multilingual commentary.

Imprints

Series

For a general explanation of the creation and formatting of series and their numbers, see the SID and SN fields at IMPRINTS SCREEN.

A series presenting a composers’ complete works is typically called something like Collected works, Opera omnia, or Sämtliche Werke. In RILM, the name of the composer should always precede such a title.

Since collected works in a series are often issued over a period of time, they are usually organized into subsets. Each subset should have its own SID.

Jean-Philippe Rameau: Opera omnia. I: Musique instrumentale

Jean-Philippe Rameau: Opera omnia. II: Musique vocale religieuse

Jean-Philippe Rameau: Opera omnia. III: Musique vocale profane

Jean-Philippe Rameau: Opera omnia. IV: Musique dramatique

Jean-Philippe Rameau: Opera omnia. V: Fragments, œuvres incompètes et attributions douteuses

Jean-Philippe Rameau: Opera omnia. VI: Érudition

SN

The series number for volumes accessed with an SID should reflect only the individual volume.

For Jean-Philippe Rameau: Opera omnia. VI: Érudition, the SN should be 1, 2, 3, etc. (not VI:1 or 6:1).

PP

If pagination for the commentary is available, include it, before or after the general pagination, as necessary to reflect its position in the volume: 236, xviii.

Volumes

The number of volumes issued together as a single publication. The series number of the volume (SN) belongs with the SID.

Abstract & Index Screen

Do not duplicate information found elsewhere in the record. Do include additional pertinent information (e.g., the original date of publication for a facsimile edition).

If an essay by an x-author is included, write a sentence using our TOC typography:

The essay <Why was Giovanni Giornovichi not elected to the faculty of the Academia Philharmonicorum?> by Valentin O’KEEFE is included.

If composers have been entered as X-authors, the abstract will usually need work titles or a genre that covers them:

Sixteen keyboard works by Girolamo FRESCOBALDI and eight ricercars by anonymous composers are included.


EP Electronic Resource: Podcast

Use Main, Imprints, Electronic Resources, Notes, Abstract. Often these will be interviews. The narrator/interviewer is the author. The interviewee’s name goes in the abstract, with a description of the topics discussed. Fill in Imprints if the podcast is formally connected to a journal or other publication. Otherwise, just add the URL If the podcast is in a journal, use the journal title in the series field. You will likely need to create a new SID, because it is not possible to enter the JID (journal ID) in the SID field. If the podcast is connected with another publication suitable for RILM, access that as well, and make a RILM reference, as in the following example:

Swedish klezmer and Jewish identity with David Kaminsky

Author: Harvey, Trevor S.

SID: Ethnomusicology today

Series number: 2

Electronic Resources screen: URL = http://www.ethnomusicology.org/members/group_content_view.asp?group=156353&id=543235

In an interview, Kaminsky interrogates the discourse of two Swedish, non-Jewish chamber klezmer bands, drawing out the complexities of heritage, identity, and cultural ownership. As a musical tradition cultivated by Jews in the east European diaspora, but now widely played by both Jewish and non-Jewish musicians throughout America, Europe, and elsewhere, klezmer has specific interest for Kaminsky, who self-identifies as an American Jewish scholar. Published in conjunction with the article abstracted as RILM 2014-2706.



ER ELECTRONIC RESOURCES

Websites, databases, software, and CD-ROMs/DVD-ROMs. Analytics may be accessed as AC.

NB: ER is not used for stand-alone online articles (EA), online journals, or digital editions of dissertations, monographs, or collections. All of these have their own doc types, and the format can be reflected in the Media field or ISBN qualifier.

If you are accessing a website or database from a review, it will sometimes give the year the site was established. If so, double-check that by looking at the website. There may be a copyright statement that includes first and current years, at the bottom of the main page or in the imprint/colophon, or look for a section titled something like “About Us”). You can also try the steps presented at Digital Inspiration: http://www.labnol.org/internet/search/find-publishing-date-of-web-pages/8410/.

If you are unable to determine the year that a website or database was established, access it in the year of the review to be attached. It is arguably better to have an ER cover record in what may be the wrong RILM year than not have it in RILM at all. For CD-ROMs and DVD-ROMs, however, you should be able to locate a publisher and publication date.

Imprints If you cannot determine a publisher or a place of publication, use PID 1 = s.n., s.l.

Number Type/Number/Qualifier

Fill in ISBNs for CD-ROMs and DVD-ROMs, using the appropriate Qualifier.

Sponsors

Use for sponsoring institutions or collaborating organizations that do not match the imprint.

Electronic Resources

Don’t forget to include the URL for the main page of the website or database. This screen won’t be filled in for CD-ROMs.

Abstract & Index

Describe the contents of the website or CD-ROM overall.

A blog is a type of periodical. An ER may have open-ended posts, like a chat room, but it is not formalized like a blog.

JZ ZINE

A main record for a zine. No analytics can be attached. The abstract should describe the publication in general.

MR SOUND RECORDING

Main Screen

Class 1 Class as if the item were an article about the music; for example, a compilation of flute music from many cultures goes in 31, not in 45.

Title Try to find an online image of the CD cover, to verify exactly how the title should be transcribed and whether it appears in more than one language; journal reviews are not always reliable in this regard. Do not, include the series title and number, even if it appears on the cover; these go in the SID and Series Number fields.

If the title of the recording exactly matches the title of the composition recorded, do not italicize it in the Title field, and do translate it in the Title Translation field.

However, if the title of the recording simply begins with, or includes, a work title, italicize the work title. Ex: <An bè kelen>: We are one--Griot music from Mali

The Sound Recording screen is the place to enter the language(s) of the notes. The field on the Main Screen is for the language(s) of the recording. If several languages are recorded, use multiple languages; for a strictly instrumental recording, leave this field blank.

Language of Item For the main language of the performance.

Other Languages For other languages of the performance. If there are too many to list, or it’s unclear how many or what they are, use multiple languages in Language of Item and leave this field blank.

Language Translated From This will ordinarily be blank.

Language(s) of Summary If there is a summary included with the liner notes, enter the language on the Sound Recording page, in the Language(s) of Summary field (see below).

Author and Function fields Use author only for composers. The functions conductor, performer, perf, org., recorder, producer, translator, and compiler may also be used as necessary. When many performers are listed, list only the main ones—for example, for an opera recording, list only the conductor, the orchestra, and the singers in the leading roles.

Use comm. for the author(s) of the liner notes. Authors of supplementary essays are treated as x-authors (see X-AUTHORS). Tertiary functions such as photography should not be listed, unless the person is someone that RILM users are likely to search for.

Note that rec., comm. (recording and commentary) and rec., prod. (recording, producer) are options for field recordings. If it is impossible to put any name in the author field, make a title entry (see TITLE ENTRIES); for ethnographic recordings, use the applicable geographic region.


Sound Recordings Screen

Label Record labels are capitalized.

Media Type Choose from the drop-down menu. If there is an imprint, fill in Medium in that section instead.

Duration The format is minutes:seconds (e.g., 66:25).

Volumes This field is for the number of discs (or cassettes) in the set, not for the number of the volume within the series. It is not necessary to fill this in unless there are multiple items. This field is duplicated in the imprint section. If there is an imprint, put the number there.

Distributor Only fill this in if there is nothing to put in the Label field; i.e., for recordings not published by record companies.

CatNo Catalog number. Use letters before numbers only if they are needed to differentiate a series, and omit CD, since this information is given under Media type. For example, the Smithsonian/Folkways number SFCD 1014 should be entered as 1014, since SF stands for Smithsonian/Folkways, not for any particular series.

Year Recorded Fill this in if it is available in the liner notes, or if it is specified in a review; otherwise don’t worry about trying to find it.

Year Published If you are entering an imprint, put the year there instead.

Language(s) of Notes Enter the language(s) of any accompanying notes (written out, in English, no space between commas): English,French,German.

Notes Pagination Enter the total number of pages of the liner notes, in Arabic numerals.

Language(s) of Summary Enter the language(s) of any summaries contained on the packaging or in the liner notes (written out, in English, no space between commas): English,French,German.


Imprint

See IMPRINTS SCREEN for general information on these fields.

Fill in this screen only if the recording was not published by a record company, or if it is accompanied by a publication issued by a different publisher.

Special notes on imprints for Sound Recordings:

SID May be entered without a PID for recordings for which there is a studio or label but no publisher.

PID Not the label. PIDs are entered only when the item is published by an entity other than the record company, or when the recording is accompanied by a publication issued by a separate publisher. For self-publications, create a new PID using whatever function you entered in on the main screen for the person in question: compiler, producer, etc. If no publisher name is given, use s.n. (sine nomine). If you don't know the place, use s.l. (sine loco). Ex: PID = producer: Van Nuys; compiler: s.l. If neither is known, use PID 1 = s.n.: s.l

Medium Choose from the drop-down menu. Fill this in in preference to the Media Type field in the Sound Recording section.

Edition Do not fill in for first editions. If the item is a reissue or later edition, choose from the drop-down menu.

Volumes This field is for the number of discs in the set, not for separate volumes in a series; those numbers belong in the Series Number field. Enter a number only if there are two or more parts (CDs, cassettes, etc.).

PP Pagination belongs here only for a monograph or other publication issued with the recording. The number of pages in the liner notes/booklet goes in Notes Pagination in the SOUND RECORDINGS screen.

Year Automatically filled in when the accession is created.

Number Type Choose ISBN or LCCN (Library of Congress).

Number ISBN. Recordings available in multiple formats go into the same imprint as long as they were published in the same year with the same publisher/city combination. Differentiate these in the Qualifier field.

Qualifier Use tape or CD, as necessary. If the recording and accompanying monograph have separate ISBNs, use the following qualifiers: book, CD. If one ISBN covers both, use book & CD. For older recordings, use tape where needed.


Abstract Screen

The abstract for an MR should describe or list the contents of the recording. Background details and information about any accompanying materials may be included if they are needed for indexing (e.g., significant features that are not sufficiently reflected by the SPECIAL FEATURES).

Include performers treated as x-authors (e.g., Foday Muso SUSO).

List titles, instruments, or genres if a few are specifically featured, but avoid long lists. General designations (e.g., drum ensembles, dance music) are sufficient if nothing further is known, but specific titles, instruments, and genres allow for more complete and concise indexing.

If the recording comes with a booklet or CD-ROM, describe or list its contents in the abstract.


Analytics

If an accompanying booklet or CD-ROM includes article-length essays, make separate accessions (AC) for each item and generate the TOC in the cover record. If there is a TOC, the list or description of the contents of the recording goes in the TOC prefix instead of in the main abstract field.

MP MOTION PICTURE

Most MPs in RILM are ethnomusicological films; they constitute reports on research. We generally access them because they have been reviewed in core journals, but the presence of a review is not required. To be appropriate for RILM, films of Western classical music performances should either be documentaries on particular performers, performing organizations, or composers, or contain some other significant scholarly content. RILM also accommodates fictionalized films, such as Amadeus and Topsy-Turvy, when they have been reviewed in the scholarly literature, just as we do for literary fiction about musicians.

Main Screen

Class 1 Class as if the item were an article about the music or the persons or time period. Ex: a film about flute playing in many cultures goes in 31, not in 45; a documentary on John Cage goes in 20; and a documentary about a music festival in the 20th century goes in 29.

Title Try to find an online picture of the cover, to verify exactly how the title should be transcribed and whether it appears in more than one language; journal reviews are not always comprehensive in this regard. Do not, however, include the series title and number, even if it appears on the cover; use the SID and SID number fields instead. (See IMPRINT)

Language of Item The predominant language of the dialogue or narration. If subtitles are an integral part of the film (rather than a digitized option), put the information in the abstract, not here. The Films Screen is the place to enter the language(s) of any notes.

Other Language(s) For ethnographic and documentary films, this means languages other than that of the narration. If several languages are used, enter multiple languages. Some DVDs include subtitle options; list those here.

Author and Function Unless there is a composer, the function Author will not be used. Common functions include director and producer. The author of the narration is listed as comm. (commentary). Prod., comm. (producer and commentary) is an option for films based on ethnomusicological fieldwork.

Other functions, such as screenplay, may be included if the information is likely to be useful to users (e.g., if the screenplay is by a well-known author). Functions such as camera should not be listed, unless the person is someone that RILM users are likely to search for.

Film score is for deliberate scoring; soundtrack is broader, covering the use of music by Richard Strauss in Kubrick’s 2001: A Space Odyssey, as well as film sound designers.

Performers, groups, and performing organizations are listed as performer, performers, or perf. org., even if the names appear in the title field. Limit this to the main performers and organizations. These names may be repeated in the abstract if their roles require further clarification.

If it is impossible to put anything in the author field, make a title entry (see TITLE ENTRIES); for ethnographic films, use the applicable geographic region.


Films Screen

Studio ID and Studio iBis2 includes authority tables for studios. Use the magnifying glass icon to search for the studio name, using the % wildcard as necessary. If you do not find the studio, click on the blue Admin Card icon at the end of the field. It will take you to http://iBis2.rilm.org/studios/. Click Create New to make a new Studio ID.

Type in the name of the studio or production company and click SAVE. Then close the admin screen by clicking on the red X at top right. Return to the Films screen and look up the new Studio ID using the magnifying glass icon. Click SELECT to default it into the record, and click SAVE. The Studio ID and Studio should now appear.

Media Type Choose from the drop-down menu, as needed. Common choices are DVD, VHS, Blu-Ray disc, 16mm. Put this information in the Imprints screen instead, if there is an SID and/or PID.

You must fill in the Year field underneath if you want to save something from this drop-down menu. You do not need to enter a PID.

Distributor ID and Distributor Fill this in only if there is nothing to put in the Studio field; i.e., for films not published by film companies.

Catno Use letters before numbers only if they are needed to differentiate a series, and omit letters that simply stand for the publisher’s name. For example, the PBS number PBS B8263D should be entered simply as B8263D.

Duration The format is hours:minutes (e.g., 1:22).

Volumes Fill in if the item was issued on multiple videotapes, DVDs, etc. If the item was issued as part of the series, use the SN field in the Imprints Screen (see below).

Year Recorded Enter if known. A free-key field.

Year Published Matches RY (RILM Year) of accession. A free-key field.

Language(s) of Notes Supplementary notes are often issued with field recordings.

Notes Pagination Fill in if known.

Language(s) of Summary Fill in if a general summary is provided.


Imprints Screen

SID and SN Fill in if the film or video was published in a series.

PID Enter only when the film is published by a firm that is not the studio/film company and/or is accompanied by supplementary material issued by a separate publisher. The PP field is also used only in this case.

For self-publications, use whatever function you entered in Authors/Function for the person in question: director, producer, etc. If no publisher name is given, use s.n. (sine nomine). If no location is given, use s.l. (sine loco). If neither is given, use PID 1 = s.n.: s.l.

Number Type Choose ISBN or LCCN.

Number ISBN. Films available in multiple formats go into the same imprint as long as they were published in the same year with the same publisher/city combination. Differentiate these in the Qualifier field (see next heading).

Qualifier If the recording and accompanying monograph have separate ISBNs, use the following qualifiers: DVD, VHS, Blu-Ray disc, 16mm, or enter as needed.


Abstract Screen

The abstract should describe or list the contents of the film. Details and information about any accompanying materials may be included if they should be reflected in the indexing and are not clearly covered in the Special Features.

Include performers treated as x-authors (e.g., Foday Muso SUSO).

List works, instruments, or genres if a few are specifically featured, but avoid long lists. General designations (e.g., drum ensembles, dance music) are sufficient if that is all that is known about the item, but specific works, instruments, and genres allow more complete and concise indexing.

If a booklet or CD-ROM comes with the film, describe or list its contents in the abstract.

Include information on subtitles that are an integral part of the film (rather than a digitized option).

If you are copying and pasting the abstract, use the Remove Returns button to eliminate any invisible carriage returns, so that the text will wrap properly.


Analytics

If an accompanying booklet or CD-ROM includes article-length essays, make separate accessions (AC) for each item and generate the TOC in the Abstract Screen of the cover record. If there is a TOC, the list or description of the contents of the film belongs in the prefix field instead of in the main abstract field.

MD TECHNICAL DRAWING OF AN INSTRUMENT

Main Screen

Class 1 Choose the proper instrument class.

Author Name of artist

Function Choose Drawing

Special features Use 24 (technical drawing)

Drawing Screen is divided into two columns. Each of the fields is free keyed.

(1) The Instrument Drawn

Instrument Name of instrument, e.g., Lute (capitalized)

Maker Name of maker (first last), e.g., Matheus Buchenberg

Place Made City, in English form where possible (e.g., Rome)

Year, Century, or Period Made Century in Arabic. Abbreviate century to c. (e.g., early 17th c.; ca. 1859)

(2) The Technical Drawing

Collection/Museum Owner Use the formal name of the collection (e.g., Edinburgh University Collection of Historic Musical Instruments. Try to verify the name on an official website. In some cases, a lengthier description is needed (e.g., W.C. Retford Memorial Collection, ex Mrs P. White, The Bate Collection of Musical Instruments, Oxford).

Catalog/Inventory Number Drop any preceding letters that reference the name of the collection.

Year of Drawing Use n.d. if the date is not known.

Ratio Scale: The ratio between the object and its representation on paper (e.g., 1:3)

Sheets e.g., 1 sheet


Imprints Screen

Fill in SID and PID as necessary. Examples to date include Edinburgh University and Gemeentemuseum Den Haag. Sometimes the PID will duplicate the information in the Collection/Museum Owner field. If what is there is long and complex, the PID should reflect only the institution overall (e.g., PID = Oxford University for W.C. Retford Memorial Collection, ex Mrs P. White, The Bate Collection of Musical Instruments, Oxford).


JOURNALS: COVERAGE HISTORY


The JID search button in iBiS has been replaced with a multifunctional display that will allow you to view the entire accession history for a given periodical, linking past and current title/publisher variants where they exist. This allows us to quickly find all accessions and reviews from a given issue, to correct or amend records where needed, and to identify lacunae (including for the RILM Retrospective project).

To search for records attached to a given JID, go to the Accession Search screen.

Click Authorities.

Click Journals.

Type the JID or the start of the journal title into the blank search field.

You can test this using Musicæ Scientiæ. The search is not sensitive to diacritics, so the digraph can be keyed as ae.

You will see two results, for JIDs 265 and 14911.

Click on the title for JID 265. This will take you to http://ibis2.rilm.org/journals/265.

Now click on Usage Statistics at upper right and choose Citations.

This will link you to the Citations screen in Projects.rilm.org: http://projects.rilm.org/journals/citations/265

At left, you will that JID 14911 is linked.

At right, you will see a table with clickable tabs for Year.

Click on each Year tab to open the display for that year. You will now see the entire accessions history for both JIDs, and that 2011 is the year in which JID 14911 begins.

The numbers at right of the display are number of accessions from the issue/number of accessions first read/number of reviews.

To view accessions for a given issue, click on the JID at the beginning of the line display for that issue. Click on the JID again to close the display.

To view a given accession, click on the title for that record.

You will be able to view all screens, but as in iBiS, there are restrictions on the fields you can update once a record is citation checked and first read. The Committee Notes field remains available to you for additions and corrections, and will continue to generate a notification for the International Office staff.


PERSONAL PAGES

After you log in, you can use the dropdown menu under your initials (TLA) to view the following pages:


My Accessions

http://ibis2.rilm.org/my/accessions/

This is a chronological display of all of the records you have created, by RILM fiscal year (July through June). The records are listed by date of creation. The display includes the accession number, author, title, document type, and other parameters. The accession number is a hot link to the record.

As of May 2017, there is no discrete field that displays the number of abstracts you added to records created under your account during the relevant RILM year. To determine the number of abstracts, you can either count the green abstract checkmarks, or, if there are very many abstracts, subtract the number of records that have no abstracts (abstract checkmark field is blank) from the record total overall. The field Abstracts Added to Existing Records reflects abstracts you added during the relevant RILM year to records created by other people, or by you in a previous RILM year. Thus, this field may legitimately display a count of zero.

If you have questions about the counting system, please contact your RILM liaison: http://www.rilm.org/submissions/instructions/?page=contact.


My Journal Citations

http://ibis2.rilm.org/my/journal_citations/

This is a subset of the records in My Accessions. It also shows the JID, journal title, vol/no, and pagination. The accession number is a hot link to the record. The ID number in the first column is a stable identifier for that accession. It will not change even if the record is moved to a different year and thus generates a new RY-AC.


Journals by Country

http://ibis2.rilm.org/my/journals/

This is a list of all journals in iBis in which your country appears as country of publication, including ceased titles.

The JID (here called ID) is hot linked to the journal citations display page in http://projects.rilm.org/journals/citations.

Committee field: If your country appears here, it is because this journal is listed as core, secondary, or tertiary on your country’s page on the RILM website: http://www.rilm.org/globalNetwork/index.php

You will also see journals from your country that have been covered in the past, or that are currently covered by the International Center staff. Most will have been assigned priority designations.

This list is generated from the accessions history in iBis. The presence of these journals in the list does not mean they are currently being covered. That depends on a variety of factors, including the journal’s priority designation and the International Center’s access to print, online archives, tables of contents, or citations in online bibliographies. Please be in touch with your committee liaison by e-mail if you have comments or questions on these journals.