Evaluating DACS Compliance in Archival Music Collections

This research focuses on evaluating DACS compliance and best practices through document analysis of finding aids for music materials. Elizabeth Surles, an archivist at the Institute of Jazz Studies, explores the challenges in describing music archives and the impact of musical style on documentation. The study discusses the limitations of DACS rules in effectively describing diverse music materials and suggests alternative standards and user-centric approaches. Methodology includes an exploratory research design with a sampling strategy involving various institutions.

• Archival Music Collections
• DACS Compliance
• Music Archives
• Finding Aids
• Elizabeth Surles

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1. DISCORD IN ARCHIVAL DESCRIPTION? EVALUATING DACS COMPLIANCE AND BEST PRACTICES THROUGH DOCUMENT ANALYSIS OF FINDING AIDS FOR MUSIC MATERIALS ELIZABETH SURLES ARCHIVIST, INSTITUTE OF JAZZ STUDIES JOHN COTTON DANA LIBRARY RUTGERS UNIVERSITY NEWARK

2. HOW DO YOU DESCRIBE THIS? John Coltrane Music Manuscript Fragment, from http://cdn3.volusion.com/kzrwa.ykorx/v/vspfiles/photos/PT135-2.jpg?1376022177, accessed 5/16/15 Discord in Archival Description, Elizabeth Surles

3. ARCHIVAL MUSIC MATERIALS Notated music Audio and moving image recordings Discord in Archival Description, Elizabeth Surles Photos by E. Surles

4. DACS AND ARCHIVAL MUSIC COLLECTIONS DACS includes basic rules for the types of holdings found in many archives, but they do not include all the rules needed to describe every possible type of document. Where further guidance is required, the following standards provide more detailed rules for describing published materials and particular types of nontextual materials. (141) Society of American Archivists (2013). Describing archives: A content standard. Chicago: Society of American Archivists. Discord in Archival Description, Elizabeth Surles

5. LITERATURE REVIEW Why music description is problematic: Non-text proxy for the sound, not about anything Variety of forms: published sheet music, conductor s score, condensed score, sketch, lead sheet, tenor saxophone part, piano-vocal score, etc. Musical style impacts description Bibliographic cataloging of music collections Describing music archives using standards other than DACS or according to user needs and local idiosyncratic practice Discord in Archival Description, Elizabeth Surles

6. METHODOLOGY Exploratory, iterative research design Sampling strategy: Members from SAA s Performing Arts Roundtable Association for Recorded Sound Collections, and the Music Library Association s Archives and Special Collections Committee Total: 256 Selected first 20 in randomized list: Holy Cross Family Ministries Doane College Western New York Library West Virginia Wesleyan College West Valley College Curtis Institute of Music Davenport Public Library Salvation Army Southern Historical Center Case Western Reserve University Great Songbook Initiative University of Miami San Jose State Texas Tech Southwest Collection Cornell University Kansas State Historical Society Bowling Green State University SUNY at Potsdam Marshall Emerson College University of Iowa Discord in Archival Description, Elizabeth Surles

7. METHODOLOGY (CONTD.) 8 institutions did not meet criteria: No finding aids online No archival music collections Screened finding aids with the word music in them and identified 160 that met the sampling criteria. Sampling Criteria: Created in 2005 or later Collection must document musical activity of its creator or be comprised primarily of music materials (i.e., one series or sub-series devoted to music) Excluded collections with a focus on non-musical activities Discord in Archival Description, Elizabeth Surles

8. METHODOLOGY For each institution Randomized the list of finding aids and analyzed the first ones in each list (total of 35 finding aids). Recorded number of and types of fields containing music description Transcribed and coded the text of every part in the finding aid that described music materials Developed codebook: Seven finding aids from two institutions 820 text fields with music description Text fields=coding units Added two codes during data coding Analysis: DACS-compliant finding aid? Have required information? Is required information correct according to DACS? Parts of finding aid containing music description (location in the finding aid)? Description of notated music and/or sound or moving image recordings? Applied codes to the music description Most common codes Discord in Archival Description, Elizabeth Surles

9. CODING UNITS From http://collguides.lib.uiowa.edu/?MSC0643, accessed 7-16-16 Discord in Archival Description, Elizabeth Surles

10. CODES Title Music metadata Album, Piece, Folder, Collection/Book Creators Instrumentation, Key, Parent Work, Incomplete, Notes, Language, Lyrics, Issue/Matrix #, style/genre, instructional/student, draft or sketch Rights Composer, Copyist, Editor, Arranger, Lyricist Performers Record Label/Issue Number Union Information Publisher Level of description Date Item Aggregate Other Location Technical metadata Format, Material Composition, Speed, Size-Extent, Double/Single Sided, Stereo/Mono Discord in Archival Description, Elizabeth Surles

11. CODING WORKBOOK Discord in Archival Description, Elizabeth Surles

12. FINDING AID DACS COMPLIANCE Discord in Archival Description, Elizabeth Surles

13. MULTI OR SINGLE-LEVEL Discord in Archival Description, Elizabeth Surles

14. SINGLE-LEVEL FINDING AID REQUIRED ELEMENTS PRESENT Discord in Archival Description, Elizabeth Surles

15. SINGLE-LEVEL FINDING AID REQUIRED ELEMENTS DACS COMPLIANCE Language (8) and conditions governing access (7) most commonly missing Title most commonly non-DACS compliant (4) One institution was the cause of two of these Only one single-level finding aid was complete and DACS-compliant. Discord in Archival Description, Elizabeth Surles

16. MULTI-LEVEL FINDING AID REQUIRED ELEMENTS PRESENT Discord in Archival Description, Elizabeth Surles

17. MULTI-LEVEL FINDING AID REQUIRED ELEMENTS DACS COMPLIANCE Language most common missing element (9) Conditions governing access next most common missing element (3) New creators named in lower levels most common error (5) Title and name/location of repository next most common error (3) Only seven of 25 finding aids were complete and DACS compliant. Discord in Archival Description, Elizabeth Surles

18. SINGLE-LEVEL FINDING AIDS SECTIONS WITH MUSIC DESCRIPTION 10 elements contained at least one code for description of music materials biographical/historical note collection abstract collection title creator (if known) date extent other scope and content note (8) subject headings (7) sub-series title Discord in Archival Description, Elizabeth Surles

19. MULTI-LEVEL FINDING AIDS SECTIONS WITH MUSIC DESCRIPTION 12 DACS-based elements and 7 other elements contained at least one code for description of music materials. container list creator (if known) arrangement note date sub-series title collection title subject headings collection abstract item level description folder title (18) scope and content note (21) series title (21) other: Contents, Forms of materials, Formats/genres, Notes Element, Contents, Series description, Box List, LP Inventory Discord in Archival Description, Elizabeth Surles

20. TYPES OF MATERIALS Single-level finding aids Seven collections music scores only Three collections sound recordings only Multi-level finding aids Seven collections sound recordings and music scores Eleven collections music scores only Seven collections sound recordings only Discord in Archival Description, Elizabeth Surles

21. RECOMMENDATIONS Focus description in: Scope and content note Subject headings Titles for series, sub-series, folder, and item. Describe at item level in multi-level finding aids. Discord in Archival Description, Elizabeth Surles