Difference between revisions of "Library Maintenance"

From KDHX Production
Jump to: navigation, search
(→‎Removing New Releases from the Shelf)
(→‎Creating Replacement Copies from the Digital Library)
 
(8 intermediate revisions by the same user not shown)
Line 12: Line 12:
 
Search for “'''Songs'''” and select '''“Played in the _ year(s) ending in ‘Current Date’”''' at the bottom and enter in “'''6'''” years.
 
Search for “'''Songs'''” and select '''“Played in the _ year(s) ending in ‘Current Date’”''' at the bottom and enter in “'''6'''” years.
  
−
Type the Artist name in the artist Field and press '''Search.''' (In both playlist search tools, correct spelling is crucial!)
+
Type the Artist name or at least the first part of an artist's name in the artist Field and press '''Search.''' (In both playlist search tools, correct spelling is crucial!. Do not use just a last name when searching Spinitron, only in the library database.)
−
*If the Artist received 3 spins or more, put the CD on the shelf marked '''Change location in database to library.'''
+
*If the Artist received 3 spins or more, put the CD in a bin marked '''Library'' with a post-it.
−
*If the Artist has received 2 spins or less, put it on the shelf marked '''Change location in database to basement.''' The exceptions to this rule is:
+
*If the Artist has received 2 spins or less, put it in a bin marked '''No longer in library'' with a post-it. The exceptions to this rule is:
 
*ALL LOCAL ARTISTS should be left in the main library, despite amount of airplay. (ALL LOCAL ARTISTS should also be marked with a red dot sticker.)
 
*ALL LOCAL ARTISTS should be left in the main library, despite amount of airplay. (ALL LOCAL ARTISTS should also be marked with a red dot sticker.)
  
−
To change a CD’s location in the database, choose [http://argus/library/move.php '''Change Item Locations (move to basement')'''] from the '''Music Library''' tools in '''Argus.'''
+
'''Then change the CDs' location in the Physical Library database. Go to the KDHX MD & Programing Portal bookmarked on your browser and click the "Move Physical Items" button.'''
 
*Enter the 5-digit number on the back of the album. This is much more accurate than using the artist name or album title.
 
*Enter the 5-digit number on the back of the album. This is much more accurate than using the artist name or album title.
−
*Click '''Search.'''
+
*Click '''Search'''
−
*If the CD is to be moved to the basement, check '''“Basement.”''' If it is to be moved to the library, select '''“Library.”'''
+
*If the CD should be moved into the library, select "Library" and click the move button. If it needs to be purged from the library, check "No Longer in Library" and click the move button.
 
*Click '''Move'''. The new location will be verified when the screen reloads.
 
*Click '''Move'''. The new location will be verified when the screen reloads.
−
*Place on the '''File to Library''' or '''File To Basement''' shelf.
+
*Once CDs have been moved to the KDHX "library" or "no longer in library" in the database, let the Music Director browse for possible errors.
−
*Alphabetize and file to the appropriate place in the downstairs music library. Sort CDs going to the basement in separate bins: “Rock”, Americana”, “Jazz”, “Blues” and “World” and place by the music department the door.
+
*Alphabetize and file CDs to the appropriate place in the music library.  
 +
* Stamp out the CDs being removed from the music library and place them in the giveaway bins under the computer stations below the DJ mailboxes for anyone to take.
  
 
----
 
----
Line 31: Line 32:
 
Pull a bin’s worth of CDs from the shelf, but to save time, leave Artists ...
 
Pull a bin’s worth of CDs from the shelf, but to save time, leave Artists ...
 
*with three (3) or more CDs in the library
 
*with three (3) or more CDs in the library
−
*that you are fairly confident have gotten three (3) or more spins in the past 15 years.
+
*that you are fairly confident have gotten 4 or more spins in the past 6 years.
 
*that are LOCAL; all local artists stay on the shelves and should be marked with a red dot sticker on the spine.
 
*that are LOCAL; all local artists stay on the shelves and should be marked with a red dot sticker on the spine.
−
When checking airplay in the music library, first search for the artist in the playlist database [http://argus/oldplaylists '''KDHX Playlist Archive'''] (Be patient - it is accurate but can run slow.), if the Artist does not show up, search for the artist in Spinitron.
+
When checking airplay in the music library. You will be searching in Spinitron.com
  
 
====Using Spinitron====
 
====Using Spinitron====
  
−
Log in to [http://www.spinitron.com '''Spinitron''']
+
Check CDs for airplay by logging into [http://spinitron.com/ '''Spinitron'''].
−
*Click '''Search''' in the Music Database column.
+
−
*Search for “'''Songs'''” and select '''“Played in the _ year(s) ending in ‘Current Date’”''' at the bottom and enter in '''“2”''' years.
+
−
*Type the Artist name in the artist Field and press '''Search'''. (In both playlist search tools, correct spelling is crucial!)
+
−
*Artists with three (3) or more spins TOTAL from both databases stay in the music library.
+
  
−
====Sorting CDs Pulled from the Shelf====
+
Click '''Search''' in the Music Database column.
  
−
Search CDs and put them into piles of Artists played:
+
Search for “'''Songs'''” and select '''“Played in the _ year(s) ending in ‘Current Date’”''' at the bottom and enter in “'''6'''” years.
−
*3 or more times = '''File in Library'''
+
−
*Less than 3 times = '''File in Basement'''
+
−
*Artists that have not been played within past 15 years = '''File in Basement'''
+
  
−
Plays listed on the front of CDs also count as spins, although they may not be in either database.
+
Type the Artist name or at least the first part of an artist's name in the artist Field and press '''Search.''' (In both playlist search tools, correct spelling is crucial!. Do not use just a last name when searching Spinitron, only in the KDHX library database.)
 +
*If the Artist received 4 spins or more, it should stay on the shelves.
 +
*If the Artist has received 3 spins or less, put it in a bin marked '''No longer in library'' with a post-it. The exceptions to this rule is:
 +
*ALL LOCAL ARTISTS should be left in the main library, despite amount of airplay. (ALL LOCAL ARTISTS should also be marked with a red dot sticker.)
 +
 
 +
'''Then change the CDs' location in the Physical Library database. Go to the KDHX MD & Programing Portal bookmarked on your browser and click the "Move Physical Items" button.'''
 +
*Enter the 5-digit number on the back of the album. This is much more accurate than using the artist name or album title.
 +
*Click '''Search'''
 +
*If a CD needs to be purged from the library, check "No Longer in Library."
 +
*Click '''Move'''. The new location will be verified when the screen reloads.
 +
*Once it is determined if a CD should stay in the KDHX library or moved to  "no longer in library" in the database, let the Music Director browse for possible errors.
 +
* Stamp out the CDs being removed from the music library and place them in the giveaway bins under the computer stations below the DJ mailboxes for anyone to take.
  
−
Change locations in database using [http://argus/library/move.php '''KDHX Music Mover'''].
 
  
 
'''''Also Very Important:'''''
 
'''''Also Very Important:'''''
Line 65: Line 69:
  
 
===Theft Check===
 
===Theft Check===
−
 
+
*Pick a genre.
−
Make sure all new releases pulled from shelves have been changed in the database.
+
*Be sure the genre you will be doing a theft check in is alphabetized correctly on the shelf and move any albums that are out of place correctly.
−
*Open '''Remote Desktop Connection'''
+
*Go to the [http://library/music/newmusic/ '''New CDs'''] page of the Air Room Portal.
−
*Open the '''KDHX Music Library Access database'''
+
*Click the "90 days" option from the dropdown in the top right corner.
−
*Click on the '''Queries''' tab in the database window
+
*Copy text from all of the albums.
−
*Click on the '''qNew Releases Since''' Query
+
*Paste the text into Google Sheets.
−
 
+
*Sort the band names/last name columns by A-Z and Sort the Genre column from A-Z, also.
−
The '''Enter Parameter Value''' window will pop up and ask you for a date, and then a category. Use the following combinations:
+
*All albums on the list should be on the new release shelf, with albums from the month prior in between.  
−
*'''Rock''' - 4 months ago
+
*If you do not see an album on the new release shelf that's on the list, type missing in the next column next to the album in the sheet.
−
*'''Americana''' - 6 months ago
+
* Share the sheet with the music director.
−
*'''Jazz''' - 6 months ago
+
−
*'''Blues''' - 9 months ago
+
−
*'''World''' - 9 months ago
+
−
*'''Other''' - 9 months ago
+
−
 
+
−
Click on '''Page Setup''' and change all margins to "'''.5'''"
+
−
 
+
−
Print each individual list and place in Theft Check folder.
+
−
 
+
−
Re-alphabetize CDs on the shelf and check against the printed list.
+
−
*Check off CDs that are on the list AND the shelf
+
−
*Highlight CDs listed on list that are NOT ON the shelf
+
−
*Pull CDs that are not on the printed list, but are ON the shelf
+
−
 
+
−
Change locations in the database [http://argus.kdhx.org/library/move.php '''KDHX Music Mover''']
+
−
*CDs that are missing should be changed to '''Gone Missing'''
+
−
*CDs that are not on the list should be changed to '''New Release''' or '''Library''' as appropriate.
+
−
 
+
−
Re-shelve CDs in the appropriate locations
+
−
 
+
−
Search newly missing artists in the playlist database [http://www.kdhx.org/playlists/search.php '''KDHX Playlist Archive'''], print reports and place them in theft check folder
+
−
 
+
−
Add missing artists/albums and a message to let people know where you left off on the [https://kdhxtest.updatelog.com/W360906 '''Basecamp New Release Writeboard''']
+
−
 
+
−
Create replacement copies of missing CDs/request that copies be sent from label.
+
  
 
----
 
----
Line 105: Line 84:
 
===Creating Replacement Copies from the Digital Library===
 
===Creating Replacement Copies from the Digital Library===
  
−
In the event that an album goes missing from the library, we have the ability to create a replacement copy from the Digital Library.
+
Search Desk.com for the album. See [[How_To_Handle_Digital_New_Releases#Digital_Releases]]
−
 
+
−
This process should be performed only on discs that have been missing for two weeks or more (so we give it a chance to come back and don’t encourage things walking off).  
+
−
 
+
−
Go to [http://argus.kdhx.org/library/discmaker.php '''Missing Disc Maker''']
+
−
*Search by artist name or album title for the missing disc.
+
−
*Hold the ''''alt' key''' while clicking on '''Mac Link''' on the appropriate album.
+
−
*A playlist file ''(plistgen.php)'' will save to the Desktop.
+
−
 
+
−
Open '''iTunes'''.
+
−
*Go to '''File → Library → Import Playlist →''' and select the ''''plistgen.php'''' file. This will move the tracks back from the server onto the computer in a playlist titled “'''Burn Disc'''.”
+
−
*Click the playlist name once to rename it with the album title.
+
−
*Once the tracks have finished downloading onto the eMac, you may insert a blank CD-R (found on the shelf above Grace’s desk).
+
−
*Click the '''Burn Disc''' box in the lower right hand corner of iTunes. Make sure the disc format is set to '''Audio CD'''. When you’re done, be sure to write the artist name and album title on the CD.
+
−
*Go to '''File → Print'''. Select '''CD jewel case insert''', and then from the drop-down menu below, select '''Text only (black and white)'''.
+
−
*Print to the Toshiba printer. Write the record label info on the track list.
+
−
 
+
−
Put the CD and album artwork in a standard-sized jewel case (found in the top drawer of the tan cabinet under the printer).
+
−
*Make sure the artist and album title appear on the spine (write on insert or, as a last resort, the case itself).
+
−
*Place the CD on the '''Ready for Library''' shelf in the appropriate genre.
+
  
 
[[Category:Music Department]]
 
[[Category:Music Department]]

Latest revision as of 17:19, 18 March 2016

Removing New Releases from the Shelf

Remove CDs from the new release shelf on the following timeline (played/unplayed):

  • Rock - after 4 months
  • AMA - after 5 months
  • Jazz/Blues/World - after 6 months

Check CDs for airplay by logging into Spinitron.

Click Search in the Music Database column.

Search for “Songs” and select “Played in the _ year(s) ending in ‘Current Date’” at the bottom and enter in “6” years.

Type the Artist name or at least the first part of an artist's name in the artist Field and press Search. (In both playlist search tools, correct spelling is crucial!. Do not use just a last name when searching Spinitron, only in the library database.)

  • If the Artist received 3 spins or more, put the CD in a bin marked 'Library with a post-it.
  • If the Artist has received 2 spins or less, put it in a bin marked 'No longer in library with a post-it. The exceptions to this rule is:
  • ALL LOCAL ARTISTS should be left in the main library, despite amount of airplay. (ALL LOCAL ARTISTS should also be marked with a red dot sticker.)

Then change the CDs' location in the Physical Library database. Go to the KDHX MD & Programing Portal bookmarked on your browser and click the "Move Physical Items" button.

  • Enter the 5-digit number on the back of the album. This is much more accurate than using the artist name or album title.
  • Click Search
  • If the CD should be moved into the library, select "Library" and click the move button. If it needs to be purged from the library, check "No Longer in Library" and click the move button.
  • Click Move. The new location will be verified when the screen reloads.
  • Once CDs have been moved to the KDHX "library" or "no longer in library" in the database, let the Music Director browse for possible errors.
  • Alphabetize and file CDs to the appropriate place in the music library.
  • Stamp out the CDs being removed from the music library and place them in the giveaway bins under the computer stations below the DJ mailboxes for anyone to take.

Clearing Space in the Library

Pull a bin’s worth of CDs from the shelf, but to save time, leave Artists ...

  • with three (3) or more CDs in the library
  • that you are fairly confident have gotten 4 or more spins in the past 6 years.
  • that are LOCAL; all local artists stay on the shelves and should be marked with a red dot sticker on the spine.

When checking airplay in the music library. You will be searching in Spinitron.com

Using Spinitron

Check CDs for airplay by logging into Spinitron.

Click Search in the Music Database column.

Search for “Songs” and select “Played in the _ year(s) ending in ‘Current Date’” at the bottom and enter in “6” years.

Type the Artist name or at least the first part of an artist's name in the artist Field and press Search. (In both playlist search tools, correct spelling is crucial!. Do not use just a last name when searching Spinitron, only in the KDHX library database.)

  • If the Artist received 4 spins or more, it should stay on the shelves.
  • If the Artist has received 3 spins or less, put it in a bin marked 'No longer in library with a post-it. The exceptions to this rule is:
  • ALL LOCAL ARTISTS should be left in the main library, despite amount of airplay. (ALL LOCAL ARTISTS should also be marked with a red dot sticker.)

Then change the CDs' location in the Physical Library database. Go to the KDHX MD & Programing Portal bookmarked on your browser and click the "Move Physical Items" button.

  • Enter the 5-digit number on the back of the album. This is much more accurate than using the artist name or album title.
  • Click Search
  • If a CD needs to be purged from the library, check "No Longer in Library."
  • Click Move. The new location will be verified when the screen reloads.
  • Once it is determined if a CD should stay in the KDHX library or moved to "no longer in library" in the database, let the Music Director browse for possible errors.
  • Stamp out the CDs being removed from the music library and place them in the giveaway bins under the computer stations below the DJ mailboxes for anyone to take.


Also Very Important:

  • Always leave local CDs marked with a red dot sticker on the spine in the music library, regardless of airplay. If you ever notice that a band is local and unmarked, put a red dot sticker on it.
  • If you notice anything on the label that looks misspelled or mislabeled or with any hand-written adjustments on the label for refiling (likely incorrect spelling, artist, album or genre) put it (with a post-it note of the problem) on the shelf by the stereo marked Under Review For New Label near the Duplicate stacks.
  • Pull duplicate copies of labeled CDs from the music library shelf and put them on the shelf marked Duplicates in the metal cabinet.
  • If you are unfinished with a project, be sure all bins are brought upstairs before you leave, and that the bin is labelled with a post-it-note marking what stage of the process the CDs are in.
  • Do not pull more CDs than you can get back on the shelf in one day. If you have to pull less than a bin full of discs, that’s fine.
  • When you leave, do not leave any bins of CDs downstairs.

Theft Check

  • Pick a genre.
  • Be sure the genre you will be doing a theft check in is alphabetized correctly on the shelf and move any albums that are out of place correctly.
  • Go to the New CDs page of the Air Room Portal.
  • Click the "90 days" option from the dropdown in the top right corner.
  • Copy text from all of the albums.
  • Paste the text into Google Sheets.
  • Sort the band names/last name columns by A-Z and Sort the Genre column from A-Z, also.
  • All albums on the list should be on the new release shelf, with albums from the month prior in between.
  • If you do not see an album on the new release shelf that's on the list, type missing in the next column next to the album in the sheet.
  • Share the sheet with the music director.

Creating Replacement Copies from the Digital Library

Search Desk.com for the album. See How_To_Handle_Digital_New_Releases#Digital_Releases

Retrieved from "http://wiki.kdhx.org/index.php?title=Library_Maintenance&oldid=6164"