The UM Libraries’
Frost Concert Archive
Documenting the Performance History
of the
University of Miami Frost School of Music
Amy Strickland
University of Miami
SEMLA Annual Meeting
October 11, 2013
Background
• Frost School of Music
o Opened as the University of Miami Conservatory of Music in 1926
• One of the first two academic units established at UM
o Renamed after a gift by Dr. Phillip and Patricia Frost in 2003
• The Frost Concert Archive
o Envisioned to mark the 10th anniversary of the Frost School naming gift
o Historical, current, and future recorded performances of the Frost School
o Development began in 2011
Building the Archive
• Two-fold purpose
o Long-term digital storage and preservation of Frost School recordings
o Access to recordings via CONTENTdm
• Partnerships
o Frost School of Music
• Marketing and Communications – original idea, information about policies
at Frost
• Recording Services – provides recordings
• Administration staff – provide digital program notes
o University of Miami Libraries
• Digital Production Lab – manages scanning and quality control of physical
program notes
• Digital Repository Librarian – manages CONTENTdm
• Cataloging and Metadata – assistance with metadata guidelines
Building the Archive
• Pilot – Fall 2011
o Details
• Inventory created using filenames from liner notes
• 25 master copy CDs from Spring 2011 loaned by Frost Recording
Services (FRS)
• CD reproduced as an image file (digital master copy)
• .mp3s of tracks produced via iTunes
• Uploaded to Archive Server and into CONTENTdm
o Results
• VERY SLOW PROCESS!
• Image files not best choice
• Music Library computers too slow for processing
o Decisions
• FRS would handle converting CDs to digital files
• .wav files used as master copies
Current Status
• Workflow
• Statistics
• Challenges
Current Workflow: File processing
Inventory provides metadata and tracks processing
Each concert given an object id: mus0001002543
Current Workflow: File processing
Files received from FRS via network drive
Current Workflow: File processing
Folder contains .wav files, .doc file, and subfolder with .mp3s
Current Workflow: File processing
Concert
Title
Concert
Date and
Object ID
Primary
Performer
Basic metadata added to .mp3s using Mp3tag
Current Workflow: File processing
.pdf of program notes added to .mp3 file
(if no program note exists, “Program unavailable” .pdf added)
Current Workflow: File processing
Files renamed using Bulk Rename Utility
Current Workflow: File processing
Liner note named after object ID, while .wavs, .mp3s
and .pdfs given digital IDs
Current Workflow: File processing
Processed concert folders are renamed with object ID
Current Workflow: File processing
After processing is complete, files are uploaded to the
archive server via Filezilla
Current Workflow: Metadata
Digital Repository Librarian uses inventory list to generate
metadata workbooks; each tab represents one concert
Current Workflow: Metadata
Digital IDs and
filenames
generated via
script
Info on top
row comes
from
inventory
Worker inputs
track titles
based on liner
notes
The completed tab includes the program and track
titles for the concert
Current Workflow: Metadata
Completed spreadsheets are sent to the Digital
Repository Librarian for use in CONTENTdm
Presentation via CONTENTdm
There are two collections: one for performances by Frost
students and faculty
Presentation via CONTENTdm
and one for performances by community groups who
rent the Frost performing venues
Presentation via CONTENTdm
Each collection can be browsed by title of concert
(browsing list displays thumbnails of program notes)
Presentation via CONTENTdm
Layout comes
from the layout of
the metadata
worksheet
.pdfs are
full-text
searchable
When a concert is selected, the page opens to a view
of the program notes, with the tracks to the right
Presentation via CONTENTdm
Clicking a track on the right opens a miniature player;
each track is streamed and cannot be downloaded
Presentation via CONTENTdm
The metadata for the concert and metadata for each
track is provided below the player
Statistics
• 3,422 concerts in inventory
o 1,050 received from Frost Recording Services
o 750+ uploaded to archive server
o 170+ added to CONTENTdm
• 100-200 concerts added to inventory each
semester
• 660+ programs scanned by Digital Production Lab
Challenges
• Policies
o Copyright and licenses: still some questions as to what is allowed
o Student permissions: inconsistent use of release forms by Frost School
• Staffing
o Frost School has not consistently followed up with offer of graduate
assistants
o Training temporary student workers is time-consuming and must be
redone each semester
o Currently hiring a new library technician who may provide some
additional help
Challenges
• Technical
o Backlog! Catching up with historical files while keeping up with new
concerts
o Storage space: files received from FRS faster than completed concerts
are uploaded to archive server
o Physical program notes: scanning and quality control took longer than
anticipated; some files were not formatted correctly and must be redone
o Digital program notes: no longer receiving web-optimized .pdfs from Frost
Outlook
• Need more staffing and support from Frost School
o Need enough workers to divide workflow into manageable tasks
• Make at least some concerts public by December?
o Anniversary of Naming!
• Use this experience to establish policies for future
digital audio collections at UM
Any Questions?