Several pages that were separate in iBis are now sections of the Main Screen. These are

  • Electronic Resources
  • Reviews
  • Notes

Depending on the doc type, you will also be able to create/view the following screens:

  • Imprints
  • Cover
  • Journal Citations
  • Symposium
  • Dissertation
  • Sound Recordings
  • Film
  • Sponsors
  • TOC

Each of the screens will be discussed in its own section of this manual.

The fields in each section are generally the same as in iBis, but the field order is different. The green form labels (names of fields) are links to lookup tables with drop-down menus: doc type, source, product, classification, and special features.

The following steps will take you left to right, top to bottom, through the Main screen, discussing all the fields. You can use the mouse to move around the Main screen, or you can move from one field to the next by pressing the Tab key.

Doc Type This field displays the doc type you selected on the new accession screen. If you chose the wrong doc type, change it to the one you need and click Save.

CC Country Code. Indicates where the item was published. Usually the country will be your own, but you are encouraged to submit records by authors from your country that were published in a different country, or for writings on your country that were published elsewhere. You can set the country code as a default. Click on your TLA at the top of the Main screen, choose My Site Preferences, use the drop-down menu to choose the desired country, and click Save. If you wish to choose a different country for a given record, use the drop-down menu in CC. It is alphabetized by the country name in English. The two-letter ISO country code is at left.

Source This code helps editors locate the source material when they are proofreading a record. As a committee member accessing material from outside the RILM office, you will only use the C source code. You can set this as a default. Go to your TLA at the top of the Main screen, choose My Site Preferences from the drop-down menu, enter C in Source, and Save.

Product You may wish to set your accession default in SITE PREFERENCES to product A and simply change individual records to R when necessary. If no default is set, no Product will appear, and you will need to use the drop-down menu to choose it.There are various product tags that cover special projects. You do not need to worry about these. In your own work, you should only use A or R.

T is the product tag for RILM Abstracts with Full Text (RAFT). Never change Product T to any other tag. Doing so will suppress any attached scan. If you have a question about a Product T record, leave a note in the Committee Notes field, or contact your liaison by e-mail.

Pub Tag

D is for deleted records. These remain in the database indefinitely, but are not exported to EBSCO.

If you need to delete a record, select D from the drop-down menu and click save. Generally this is done because you’ve realized you made a duplicate of an existing record, or that the record you created isn’t appropriate for RILM after all.

If you run out of time in a work session and cannot finish a record, do not D it. Type something like “in process” in the Committee Notes field and keep a list for yourself, so that you know what to go back to. It is not possible to search for the absence of characters in a field, so if you want to be able to look up unfinished records easily, a searchable field will need to contain something unusual that you can look for, along with your TLA in UE. It is suggested that you use N (not publishable). Keep in mind that the Notes fields are not searchable in Accession Search.

Ways to deal with other kinds of mistakes are discussed in this section under DocTyp (see above) and Move To (see below).

S and Y are not currently used.

N is for records that require additional work to be publishable.

X is automatically generated when a record is moved to a different year.

Class 1 Click on the green field name for a drop-down menu. Do not agonize about classification, but try not to leave the box blank; an editor will review your choice.

Quick classification tips:

  • 20s are for art music and composers; 29 is for musical events in the 20th and 21st centuries, and the conductors, performers, etc., involved therein.

  • 30s are for traditional music

  • 40s are for conducting, organology, and instrumental and vocal playing and pedagogy; discussions of instrumental and vocal music belong in the 20s or 30s.

  • 50s are performance practice, improvisation, notation, and editing

  • 60s are theory and analysis

  • 70s are pedagogy, including general classroom instrumental and vocal pedagogy

  • 80s are for music in extramusical contexts (acoustics, sciences, printing and publishing, etc.)

  • 90s are for religion and religious music. The focus should be on the liturgical or ceremonial context, biased towards current practice. Most discussions of the musical works themselves, and specific and chronologically limited examples of liturgical practice, belong in the 20s. Depending on the scope of the study, performance practice (50s) may be another option.

Class 2 and Class 3 Click on the green field name for a drop-down menu. Secondary and tertiary classing (cross-classing) is encouraged when items are equally appropriate for more than one class.


BD: Dictionary of popular music. CL1 = 3/CL2 = 39

BP: Journal special issue on harmonic analysis. CL1 =14/CL2 = 63

BE: = Festschrift in honor of the ethnomusicologist Mantle Hood. CL1 = 15.1//CL2 = 30

BS: Symposium on Liszt. CL1 = 16/CL2 = 27

ILL/Claimed Used by International Center staff only. This means an IC staff member is going to order the collection through Interlibrary Loan, and/or a single person has taken responsibility for editing the entire collection.

Move To If the record has been entered in the wrong RILM Year (RY, at top left of the menu on the main screen), you can change it by entering the correct year in the Move To field. The change does not take effect immediately. A member of the New York staff has to do the move. Leave a Committee note to alert your liaison, especially when you have related records that require RILM references (see ABSTRACT & INDEX SCREEN).

Checkboxes Citation/RR/1st Read. These are checked off by the editors at the RILM International office as the record goes through the editing process; the more boxes are checked, the less accessible the record becomes to committee members, though all sections remain visible to you.

If the record you are looking at already has the Citation box checked off, the only parts you will be able to alter are the Abstract and Notes fields. If the 1st Read box is checked, you will not be able to make any changes. If you are unable to make the changes needed, enter them in the Committee Notes field. This will generate an entry in a report periodically checked by the committee liaisons.

Title Enter the title in the original language. If the language of the title does not use the Roman alphabet, transliterate into Roman. For transliteration assistance, contact your committee liaison. Use the Non-Roman field for the original title.

Style Tips for Titles and Title Translations

RILM alters punctuation and capitalization in titles in some circumstances.

Capitalization Follow capitalization rules for the language of the item. For English titles, capitalize only the first letter of the title, first letter of work titles, and proper names and institutions.

Punctuation All work titles (musical works, writings, works of visual art, etc.) should be italicized. This includes titles of shorter works (poems, songs, etc.), which are often rendered within quotation marks elsewhere. To italicize in iBis, enclose the title within pointed brackets < >.

Richard Wagner: <Tristan und Isolde>

We generally change a long dash between a title and subtitle to a colon, with the first letter of the subtitle capitalized, but this does not work with all titles in other languages. Use your judgment as to when to apply this rule.

Joseph Haydn -- la música para teclado

should be

Joseph Haydn: La música para teclado

If there are three parts to the title, separate the second and third parts with a long dash (em dash) with no spaces on either side:

Richard Wagner: <Die Meistersinger von Nürnberg>--Wagners ästhetische Republik

If the item is published in multiple parts, put a period after the title, followed by a space and the number of the part in Roman:

Dubroca's <Traité> and French style <soutenu> in the nineteenth century.

If the item in question has a subtitle as well, follow the Roman numeral with a colon, then a space, and then the subtitle:

The horn in mixed-media compositions. II: Timbral explorations on the horn

For quotations that are part of titles, exclamation points, question marks, ellipses, and dashes that are part of the quotation should appear inside the quotation marks.

"Des rêves rien que des rêves!": Les femmes dans l’oeuvre de Janácek

"Vedät sitte vaan omasta elämästä...": Katoava persoonallisuuden myytti jazzmusiikissa

Otherwise, leave punctuation as given in original titles, but put all punctuation outside the quotation marks, British style, in title translations:

Was it really a “good idea at the time”?

No colon is necessary between title and subtitle if there is an exclamation point or question mark at the end of the main title.

Look what they're doing on TV! Towards an appreciation of the complexity of music video

Do separate the main title and subtitle with a colon if the main title ends in ellipses:

If you build it...: A distance-learning approach for music teacher licensure test preparation

BP Titles (special issue of a periodical) Begin with the title of the periodical, not italicized, followed by the volume and issue number and the date, a colon, and the title of the special issue:

Österreichische Musikzeitschrift. LIII/1 (January 1998): Beethoven: Letzte Dinge


Use n-dashes in date ranges (titles, title translations, and abstracts). Key as ####@n-####. The code will convert to an n-dash when you save.

[Language of Title This field, which was for title sorting purposes when the language of the title differed from the language of text, has been removed in iBis2.]

Translation Translate the title into English, conforming as closely as possible to the syntax of the original title. Names of works and institutions should be in the official language of their home country. English equivalents may be included in a note. For a BP, translate only the title of the special issue. The Title Translation for the BP title given above is:

Beethoven: Letzte Dinge = Beethoven: Last things

Language of Item Choose the main language of the article from the drop-down menu. If the language you need is not in the menu, leave a note for the editorial staff.

Other language(s) If there is parallel text in additional languages, or if a significant portion of the text is in another language (such as a reprinted essay),.enter each additional language in English (written out in full, in alphabetical order, separated by commas, with no spaces, e.g. English,French,German). It is generally not necessary to do this for quotations or selections from correspondence.

Language translated from Use the drop-down menu to choose the original language, if known. Do not guess based on the nationality or native language of the author.

Language(s) of summary If summaries/abstracts are published with the item, enter each language, written out, in alphabetical order, as follows: English, French, German. If there is a summary in the same language as the item, include that as well.

Author See search tips at SEARCHING.

IFLA’s Names of persons: National usages for entry in catalogues (1996), is no longer available online. The relevant national library and the Virtual International Authority File,, should be consulted to determine the proper order of surnames. Keep in mind that a name may already exist in iBis, but with the elements in a different order. If you find a name entered in the wrong order, please alert the International Center office via the Committee Notes field in the affected record.

The goal for the electronic age is not so much to define an authoritative version of a name as to make certain that whichever version a user searches for, all records by that person, under any variant of the name, will be findable. Establishment of preferred name forms is something of a moving target. Variation in the cataloguing of multi-part surnames exists even within individual libraries, standards have changed over time, and RILM has been around for nearly half a century. Many persons indexed in RILM do not appear in library catalogues at all, and Internet sources such as institutional websites may be conflicting or even self-contradictory. The creation of the Retrospective project further raises the bar, because of the variation and printing errors common in older publications. When you have multiple options, choose the version that fits current best practice standards, and leave a Committee Note indicating the variants of which you are aware. An editor can create table entries for these variants, create see references, change the preferred status of name variants, and update existing accessions.

Existing author names can be found and defaulted by using the magnifying glass lookup at left to search AUTHORITIES/TERMS--NAMES. As you type, Auto Complete suggestions will display. For common surnames, the list will be too long for first names in the middle or end of the alphabet to display. Include the first letter of the first name in your search will help: Wilson, W brings up a different set of results than Wilson alone. If the name is not found, key the name directly into the author field: Lastname, Firstname. This will create a table entry in TERMS--NAMES. Once an accession has been saved, the icon that looks like a table, just to left of the author field, will display a hotlinked list of the records in which the name appears as an author (but not reviewer). Click on the title to open any of these records. This option is useful when you need to add RILM references to previous or later parts of an article or previous or later editions of a monograph.

Example: Search in the Title field for The Americanization of Heinrich Schenker (by William Rothstein). Click on the title to view the record (either version). Click on the title icon to bring up the list of other records for writings by Rothstein, newest to oldest. You will see that none are reviews. If you need to see all of Rothstein’s writings, including reviews, use the neighboring icon (admin card) that looks like a book.

The book icon will take you to the Names authority record (discussed further in AUTHORITIES/TERMS--NAMES). There you can view and open records in which the name appears as author or reviewer (in separate sections). This lookup option is useful when you want to find all works and reviews by a given author, sorted by RILM accession year.

Function Choose the function from the drop-down menu. Author and editor are most common. There are also options that combine functions, such as ed. and trans. (for editor and translator).

X When an item includes significant material created by someone who is not the main author, select author under function and mark the person as an X-author by checking this box. The person’s contribution should be clear from the abstract; if there is no abstract, leave a Committee Note about his or her role. The X-author function is most commonly used for reprints or translations of treatises or essays contained within another work; for the author of collected correspondence; and for substantial examples of correspondence included within an article.

Special Features Click on the green field name for a complete list. Enter each number, separated by a comma but no space, in numerical order, e.g.: 1,4,9,34. NB: Do not use SF5 (bibliographies) for endnotes.

Title Entry

A title entry (TE) is obligatory for three RILM classes:

  • 04 Catalogues (library, museum, or exhibition)
  • 15 Festschriften
  • 16 Conference report APs only

For all other classes, if there is a clear and informative title, but no author/editor, we no longer use a title entry.

Class 04

For class 04, the TE is the name of the city, in its English form, where the library, museum, or exhibition is located.


Victoria, B.C

If more than one city is indicated, separate them with a semicolon and a space.

Barcelona; Madrid

Class 15

The title entry is the surname of the person or the entity being honored, followed by a standardized indication of the type of publication.

  • [Name] Festschrift = honors a milestone for a living person
  • [Name] memorial volume = honors a person who died recently (normally within the past two years)
  • [Name] commemorative volume = honors a person who died a while ago (normally some multiple of 25 years)
  • [Name/Organization] anniversary volume = honors a milestone for a person or institution
A title entry with the city in which the conference is held is no longer used for a BS, since it would duplicate information output from the SYMPOSIUM SCREEN. It is also not necessary to use a TE if there is no discernable editor.

Class 16

A title entry is still needed for APs that are conference reports, because these do not have a Symposiums screen.

For articles (AP) in class 16, the title entry should be the conference city (English form) and conference year, separated by a comma and a space. For multiple venues, enter as follows:

Vienna, 2006; Salzburg, 2007