A new feature in iBis2 is the ability of committees to create new JIDs, PIDs, SIDs, and other authority table entries. For some tables, you can view the records in which those authority records are used, via the links under the Usage Statistics tab at right.

You will not be able to edit existing authority records. Communicate with your committee liaison about any changes needed.

When in the Main Screen you:

  • key in an author or reviewer not already in iBis
  • use the + (PLUS) button to create a new JID, PID, or SID
  • key in a degree, discipline, school, or studio

iBis generates a new record in the relevant authority table.

You can also search and create new entries directly in Authorities. This is particularly useful when you want to create multiple variants of the same thing, such as:

  • SIDs for the different parts in a series. See SID under IMPRINTS SCREEN and CW).
  • PIDs for the same publisher in different cities
  • JIDs for different versions of a journal, reflecting title, subtitle, and publisher/location changes
  • Different departments or faculties within a school

To go to Authorities, use the drop-down menu in the ACCESSION SEARCH to choose among the following:

Countries For the Country Code on the Main screen. No committee access.

Degrees For doc types DM and DD. Search and Create New options.

Disciplines For doc types DM and DD. Search and Create New options.

Getty Geographic Links to the Getty Thesaurus of Geographic Names. The International Center staff use this resource to determine a preferred form for the indexing of place names. No committee access.


There are two circumstances under which you may need to create a new JID: (1) an entirely new journal or (2) a variant title/subtitle or different publisher for a continuing title.

At, click CREATE NEW. Enter the title of the journal in Name (library style for English; match capitalization in original language). Click Save.

If there are existing table entries in which the exact journal title appears, you will see a message in a red box: Authority exists matching on 1) Name, 2) Variation, 3) ISSN, etc.

This warning is designed to help reduce the number of duplicate entries in the authority tables.

To try out for yourself how this works,, click Create New. Type Early music in Name and click Save. You will see a red warning message with two Matched ID fields, plus a warning below: No PID assigned.

To view the variants, click on each of the white “matched ID” fields. The attached PID will display in a new screen. Close each once you have viewed it. (London: Oxford University Press) (Cambridge: Oxford University Press)

Do not be concerned. You have not actually created a new PID yet. Simply navigate away from this screen using any of the menu buttons at top, or just click Authorities/Publishers again.

In your actual work, if indeed the combination of JID and PID you need does not already exist, you can override the Authority exists message by adding the PID.

Of the remaining fields, fill in ISSN and/or E-ISSN, Country Code (CC), language (choose the most frequently used, if multiple), year began (f known), issue began (if known), Peer Reviewed (checkbox, if known), and URL (if the journal has a website). Feel free to also indicate Category, Priority, and Type (dropdown menus) if you are able. Leave a note if there is additional information to be logged, such as to which previous JID or succeeding JID the new one should be linked.

To find all of the articles under a given JID, use the % wildcard search as needed to look up the journal title here. Keep in mind that the JID may start with an article. % American will find “American journal of” and “The American journal of…”. Multiple examples may exist for a given journal, where we have been able to determine publisher and/or subtitle changes. See Early music America for an example. Open each entry to view the start and end dates for each version.

Taking Early music as your example,, click on Usage Statistics in the box at top right. You will see two options: Citations and Reviews. Open whichever you need to check. Say you are looking for the existing coverage in 2014. Open Citations. It will take you to where you can view the coverage by year and issue. Click on the year to view the issues and on the JID to view the accessions for a given issue. Navigate to the article you need by clicking on the title. The Reviews option works the same way. Reviews are displayed in a section of their own, below the articles.

Languages A list for the Language drop-down menus in the Main, Reviews, and Abstract & Index screens. No committee access. If you need to add a new language, contact your committee liaison.

Publishers To find all of the records with a given PID, go to and search, using the % wildcard if you don’t initially get a match. Be suspicious if at first you don’t find a major publisher. The likelihood is that it already exists. Over time, RILM has had different policies about the formatting of publisher names. In general, assume that the word “Publisher,” in any language, appearing at the start of the firm name, has been dropped. The same is generally true of first names, when the firm is named after an individual.

Example: Henle/G. Henle/Georg Henle/and any of these ending with Verlag. All of these can be found by searching %Henle%. Look at Under Usage Statistics, the options include Imprints, Series, and Journals. If you are looking for all monographs and collections in which this publisher appears in iBis2, open Imprints. Use the pulldown bar to scroll through the records by year. Or, to search a long list such as encountered here, use the pulldown bar until you have a blank section of blue screen at left. Left click in the blue space with the mouse and type Ctrl/F (simultaneously). You should see a search box at lower left. Here you can search for words in the title. NB: the wildcard % does not work in Ctrl/F. Each title is a hotlink to the accession.

Roles A field that links to Terms—Names. For International Center staff. No committee access.

Serial Dates Entries in the Serial Date field of the Journal Citations screen. No committee access.


To find all of the records with a given SID. Say you wanted to find all the records for Ars Nova, old and new series, by LIM. will give you three options. The relevant ones are and Open the Usage Statistics section in each.

SID searches are the easiest way to determine which parts in a series are not yet accessed (assuming, of course, that the existing records have SID entries). For volumes that appear to have been missed, always double-check by doing a title and/or author/editor search before concluding that the record does not exist. It may not have been found because it legitimately uses a variant SID/PID combination. Or we may have an erroneous version. This is a common issue for series that have been in print for decades. The same series is often rendered variably across different sources. Notify your committee liaison if you find a variant that is erroneous and should be conformed with a valid version.

Schools For DM/DD. Simple Search (box) and Create New options.

Studios For MP. Simple Search (box) and Create New options.

Terms Indexing field entries. No committee access.


Use the % wildcard as necessary to find variants of a given name. Keep in mind that not all common names can be disambiguated, and that variants are allowed for dissertation records (full name where possible) and maiden and married names for women.

Sample Searches

If you wish to find all of the writings by the musicologist Christopher Wintle, search for just the surname, because it’s unusual. You’ll see several options, one of which is Christopher. Click on the name to open that version: Then click on Usage Statistics. You can view the records in which his name is indexed as a headword; in which he is an author/editor, and the reviews he has written. Use the X icon to close a given section.

Now to a more complicated situation. Say you needed to determine whether a particular work by Diether de la Motte has been accessed. Three versions were published, each with a similar but not exactly matching title, and you want to find them all. There are several ways you might find this name alphabetized:

  • Motte, Diether de la
  • La Motte, Diether de
  • de la Motte, Diether

Search first for Motte, D. Motte, Diether de la will come up, in red. Click on it to open Here you will see that the Category is X. This means there is a different, preferred version. Under Used, you will see La Motte, Diether de la. Click on it to open the table entry, then open Useage Statistics/Author (top right). Your results would be the same were you to search for de la Motte, Diether.

If there is an unusual component of the name, it may be fastest to search for it, surrounded by %percent signs%. %Diether% brings up each of the options above (as well as some other people) and shows the valid form in green.

These search suggestions also apply to the Author field in any new accession. See the Author field in MAIN SCREEN.