Music librarian help!

[Dean]

PREFACE: Chances are, if you have never been a librarian, or if you have no experience with databases and/or PDFs, that you need not read on (its a boring read). If you do have database/librarian experience, please do, I need some advice!

_____________________________________

Hey all,

I have been working in our band's library a bit these past few years. Nothing like what the full-time librarians do, but still, enough to give me an idea of how things are organized and how certain jobs are set up.

In my personal work, I have learned to love the PDF. I tend to scan everything, work with it on Acrobat, then print out parts as needed. It takes a bit more work up front, but the long-term man hour reduction is worth it. Honestly, all libraries will be digital copies shortly, with perhaps a hard copy on file for backup only.


Now, being a stand-up band, we read from a flip-folder often. I did not know this until recently, but the flip-folder size is a standard--the A6 size paper. It can be purchased in that dimension!


So, here is my idea. The easy part--scanning all the regular marches, anthems, etc that we may do on jobs. I would scan them into Acrobat as an A6 size sheet. That, I know how to do.

Now, that alone will make the job of printing the music easier. No need to go in the drawer anymore--just print right to A6. But, I had a parallel idea that could make it even simpler...

Our band distribution is not always constant. It is always a 25 piece band. But, depending on the other commitments that day, the section layout differs. Sometimes we have 2,3, or 4 horns. Sometimes 1,2, or 3 euphs, etc etc etc.

What I am looking for is a database software attached to the PDFs I just made. That way the librarian can just open up a job request, and type in how many parts he/she needs. For example, it may look like this:

-------------------------------------------------
PIECE: "Stars and Stripes Forever"

Piccolo: ___ Trumpet 1: ___
Flute: ___ Trumpet 2: ___
Clarinet 1: ___ Trumpet 3: ___
Clarinet 2: ___ Horn 1: ___
...........................................................ETC

PRINT JOB


So, you just fill in the fields for how many of each part you want, and the printer shoots out the job in one neat stack. And, it prints out the exact part distribution that you need. The librarian has to handle no paper, except to carry it from the printer to the band.

Anyone ever have any experience with software that can do this? I have a feeling Access can create job forms like this... but can it do a mass printing from multiple files? I can learn, but as of now, this kind of coding with Access is beyond me. I am hoping there is perhaps a simpler way.

I am hoping there is a librarian or perhaps a database pro somewhere here on TubeNet--advice from you guys would greatly be appreciated! Or maybe one of you knows someone who can help!

Thanks!

[BVD Press]

If you happen to be on a MAC, you could try this:

1. Have individual files of your parts in a folder
2. Create a blank .pdf file and open in Preview
3. Drag whatever parts and number of parts you need to the blank file and print

__

Even though the group fluctuates in numbers, it might make sense to make what a I call a Print-PAK that is setup to print an entire set of parts for a piece in one .pdf file. If you waste a few pieces of paper because players are not available, you could always recycle it or use the opposite side to write on. On the other hand, if you are going to print a new set every time a piece is needed I am not sure wasting paper is an issue.

If you would like to see what one looks like, shoot me an email off the list.

Wishing you well,

[bill]

Can't you insert the pdf files in a MS Word Document as you might a TIF or JPG file? You need a bit of add on software from MS Word but it should work. Try it and see, if you have MS Word.

[Dean]

Thanks all for your advice!

I think this project may require coding skills beyond my ability to realize exactly what I have in mind.

Still, I may take the time to get this done.