Bibliographic Record Linking in music databases Ulla Ikheimo

Bibliographic Record Linking in music databases Ulla Ikäheimo Helsinki University Library, Finland E-End. User 2003, Helsinki September 5, 2003

Acknowledgements Liisa Sten Helsinki University Library Esa Kurki Sibelius Academy Library

Contents • What Bib. Linking is • History • How Bib. Linking works – in cataloging – in Web. Voyàge – configurations • Conclusions

What Bibliographic Linking is • According to ”Voyager 2001. 1 Bibliographic Record Linking and MARC Derivation of Records User’s Guide” April 2002, Bib. Linking enables: – Defining relationships between bibliographic records using profiles made in Sys. Admin module – Displaying relationships in Web. Voyage (and in Cataloging module) – Maintaining relationships with templates (and with derivation fields) in Cataloging module

What Bib. Linking is (cont. ) • Relationships can be: – vertical, eg. between ”parent” (=host) and ”children” (=component parts) – sibling, eg. between parts of a multivolume set – chronological, eg. predecessors and successors – horizontal, eg. different versions of the same bibliographic item

Vertical relationship: Music host record with its contents Contents

A record of one track with information of a sound recording as a host Publication

What Bib. Linking is (cont. ) • Links are made to both directions – from host to component part and vice versa • One record can have multiple relationships – a record can simultaneously have different kind of relationships – a component part can have its own component parts – a component part can have multiple hosts

History of Bib. Linking in Finland • A related records feature was used in four DBs in the former library system (two music, two article databases) • Since June 1999 we have worked with EISI with the Bib. Linking product – 2001 the first Voyager DB with Bib. Linking (Arsca) opened – Helsinki University Databases VIOLA and ARTO January 2002

History (cont. ) Essential features of Bib. Linking for us: - the main basis of the links between hosts and component parts should be the Bib/001 of the host and the 773|w of the component part record - the system must be able to handle hundreds, even thousands of component parts

Music databases with Bib. Linking VIOLA http: //viola. linneanet. fi the Finnish national discography and union catalogue of music Arsca http: //arsca. linneanet. fi (free access) the database of 8 art libraries, 4 of them music libraries 3 databases of polytechnic libraries (2003 -)

Bib. Linking in Cat module • Related records are maintained in the Cataloging module • Cataloging, copying, editing and deleting of the related records are similar to the cataloging of ”ordinary” bibliographic records • Templates with derivation fields can be used • Related records can be searched and displayed in Cataloging module (and in Web. Voyàge) • Related records can be relinked easily

Related records A host record in the VIOLA client

Component part records in VIOLA linked to Karita live! recording

Template with derivation fields for printed music, component part 773 ‡ 7 nncm ‡< ‡w VRID> ‡< ‡t 245 a> ‡< ‡d 260 c> ‡< ‡x 020 a> ‡< ‡o 024 a>

Derivation fields for a component record of a musical score 773 ‡ 7 nncm (= constant in tag 773) ‡< ‡w VRID> (= 001/Bib of the source record) ‡< ‡t 245 a> ‡< ‡d 260 c> ‡< ‡x 020 a> ‡< ‡o 024 a> 773 ‡ 7 nnas ‡w ‡t … (= tag/subfields of target record) VRID, 245 a … (= tags/subfields in source record) ‡ = delimiter symbol < = opening angle bracket (”‡<” begins configuration) > = closing angle bracket (ends tag/subfield configuration)

A component part in VIOLA 773 ‡ 7 nncm ‡w 101598 ‡t The best Broadway songs ever ‡d c 1975

A summary example of the derivation rule • Source: Bib/001 101598 245 ‡a The best Broadway songs ever 260 ‡c c 1975 no 020 or 024 fields • Template: 773 ‡ 7 nncm ‡< ‡w VRID> ‡< ‡t 245 a> ‡< ‡d 260 c> ‡< ‡x 020 a> ‡< ‡o 024 a> • New record: 773 ‡ 7 nncm ‡w 101598 ‡t The best Broadway songs ever ‡d c 1975

Template with derivation fields for a CD track

Derivation fields in the CD track template • • • 041 ‡< ‡a 041 a> 511 ‡< ‡a 511 a> 700 ‡< ‡a 100 a> ‡< ‡e 100 e> 710 ‡< ‡a 110 a> ‡< ‡e 110 e> 773 ‡ 7 nnjm ‡< ‡w VRID> ‡< ‡a 100 a> ‡< 100 e> ‡< ‡a 110 a> ‡< 110 e> ‡< ‡s 240 a> ‡< 240 m> ‡< 240 e> ‡< 240 j> ‡< 240 r> ‡< 240 n> ‡< 240 p> ‡< 240 o> ‡< ‡t 245 a> ‡< ‡g 248 g> ‡< ‡d 260 a > : ‡< 260 b>, ‡< 260 c> ‡< ‡j 300 z> ‡< ‡r 028 b> ‡< 028 a> ‡v raita

A compact disc host in VIOLA

A new component part

Bib. Linking Configurations in general • In Sys. Admin module (System -> Search config. -> Bib. Linking): the configurations for – links between related records for cataloging and Web. Voyàge – displays of related records in cataloging and partly in Web. Voyàge • In display. N. cfg: the configurations for – the links to be displayed in general in Web. Voyàge • In opac. ini: the configurations for – separate displays in Web. Voyàge

Sys. Admin -> System -> Search configuration -> Bib. Linking –profiles for VIOLA DB

COMP HOST Bib. Linking profiles for VIOLA DB

Bib. Linking profiles for VIOLA COMP profile Comp. / Host 773 W/ 001 790 A/0359 773 W/035 a HOST profile Host / Comp. BBID/773 w 0359/790 a 035 A/773 w

Bib. Linking configurations for Web. Voyàge • In display. N. cfg ( a new code): Publication: 3500 HOST (the same profile code name as in Sys. Admin Bib. Linking) Contents: 3500 COMP (the same profile code name as in Sys. Admin Bib. Linking)

Configurations: Web. Voyàge (cont. ) In opac. ini: [View_Record_Page] (old stanza; new variables added for Bib. Linking) Max. Related. Records=30 Max. Related. Records. Message=Click here to get the contents Max. Related. Records. Main. Table. Data=#DCDEDE Max. Related. Records. Border=0 Host. Rec. Link. Text=Click here to return to the original record

A sound recording with less than 30 component parts Contents

Configurations: Web. Voyàge (cont. ) In opac. ini: [Max_Related_Records_Page] (new stanza for Bib. Linking), eg. Records_per_page=10 Hot. Link_#=Y Hot. Link_1=Y Hot. Link_2=N Hot. Link_3=N

Configurations: Web. Voyàge (cont. ) [Max_Related_Records_Page] (cont. ) Max. Related. Records. Main. Table. Data=#DCDEDE Max. Related. Records. Border=1 Host. Rec. Link. Text. Top=Click here to return to the original record Host. Rec. Link. Text. Bottom= Click here to return to the original record [Title_Bar] (old stanza; added for Bib. Linking) Max_Related_Records_Page=Contents

A sheet music collection with 40 individual songs Contents: Click here to get the contents

Contents Click here to return to the original record Contents of the collection

Conclusions +- Navigation between hosts and contents is practical. The message ”Click here to get the original record” may be confusing +- Catalogers must be very careful when copying records, eg. not to create uncorrect links +- Catalogers have to understand the basis of the linking for not to create incorrect relationships in the DB

Conclusions (cont. ) - Links are not retained when copying or loading host with its component parts from DB to DB (if links can not be based on standard numbers) and copying is possible only one record at a time - Templates (derivation fields) complicated to modify - Fixed fields cannot be derived from the host record

Conclusions (cont. ) + Bib. Linking is flexible (eg. templates with derivation fields for several purposes, relink) + Links in Web. Voyàge working fine in music DBs -> Bib. Linking is an essential tool in music cataloguing