Nearest Publishing can create a new music library from your existing scores and parts, or we can edit and maintain an existing library. We particularly like to work with schools, educational groups, churches and other non-profits.
First, you will meet with Justin Near for a consultation to approximate the amount of work involved and to speak with you about what information you need to access as well as how you want to access that information.
After the consultation, the music is organized in some fashion (if it is not already organized). Most often, the music is numbered with a unique identifier that matches an item in a database. The numbers are in numerical order on the shelf, but the database can be sorted by any field so that you can find scores alphabetically by title, composer, etc. If you desire a different system, we can also organize your music alphabetically by title or composer, but this sometimes creates problems, particularly with foreign names as they often have multiple spellings (for example, Tchaikovsky and Chaikovsky and Tzaichovsky).
After your music has been organized and a system established, a database will be built. We will use XML to build your database, but most users will want to see and organize their database in Microsoft Access or Excel. (XML can be imported, so this is not an issue). However, we will work with whatever software you have and are most comfortable with since you will be the one using it regularly.
The database of your music can contain any number of fields - if you think you will need a piece of information, then we will add that field. Typically, though, the following is a good list of the fields that you might need or want in your database:
Once the database is completed, you will be able to access it, and a hard copy will be printed for your use as well (alphabetized by title and/or composer).
You may continue to maintain the library yourself, or you may hire Nearest Publishing to come back and do maintenance at the same rate of $10/hour. It is suggested that you keep your library system organized and update your library's database at least once a year if you buy new pieces regularly.
Justin Near has organized and created databases for Marshall University's orchestral library and the Huntington Symphony Orchestra's library.