Library Maintenance

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

Place on the music department shelf labeled Check for airplay and sort for library or basement.

Also, check the label for anything that looks misspelled or mislabeled, or with any hand-written adjustments on the label for refiling (likely incorrect spelling, artist, album or genre,) and put them in a pile on the shelf by the stereo marked Under Review For New Label.

Put any labeled duplicate cds on the Duplicate stack in the metal cabinet.

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 “2” years.

Type the Artist name in the artist Field and press Search. (In both playlist search tools, correct spelling is crucial!)

• If the Artist received 2 spins or more, put the CD on the shelf marked Change location in database to library.
• If the Artist has received 1 spin or 0 airplay, search for the artist in the Playlist Archive. (Pre-dates Spinitron which dates back to 7/25/10.) Be patient - it is accurate but can run slow.
• If the Artist still has received 1 spin total or no airplay in this search, put it on the shelf marked Change location in database to basement. 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.)

To change a CD’s location in the database, choose Change Item Locations (move to basement') from the Music Library tools in Argus.

• 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 is to be moved to the basement, check “Basement.” If it is to be moved to the library, select “Library.”
• Click Move. The new location will be verified when the screen reloads.
• Place on the File to Library or File To Basement shelf.
• 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.

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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 three (3) or more spins in the past 15 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, first search for the artist in the playlist database 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.

Using Spinitron

Log in to 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

Search CDs and put them into piles of Artists played:

• 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.

Change locations in database using KDHX Music Mover.

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.

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Theft Check

Make sure all new releases pulled from shelves have been changed in the database.

• Open Remote Desktop Connection
• Open the KDHX Music Library Access database
• Click on the Queries tab in the database window
• Click on the qNew Releases Since Query

The Enter Parameter Value window will pop up and ask you for a date, and then a category. Use the following combinations:

• Rock - 4 months ago
• Americana - 6 months ago
• 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 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 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 Basecamp New Release Writeboard

Create replacement copies of missing CDs/request that copies be sent from label.

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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.

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 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.