15.7 The choral library

The information on the file cards should be kept up to date. As each piece is withdrawn from the chorus folders, the number of copies should be determined and, if different than the original notation, a change should be made on each file card. It is extremely aggravating to assume that there are enough copies of a work available in the library for the entire choir, only to find at the last minute that fifteen copies have been lost.

It is also good to keep an accurate record of any music loaned to other schools, churches, or to students. This can be done by making notations on one of the above mentioned cards or by using a separate card.

The storage file

No matter how a director implements a filing and control system, the music still must be stored when not in use. There are several ways of filing the music itself. The copies can be placed in an envelope and filed in a metal filing cabinet, filed in a box that is made for that purpose and placed on shelves, or placed in filing envelopes and stored on shelves.

The first method is not as desirable from the standpoint of easy access, particularly in a college or university situation where choral students will use the library to review music. It has the advantage of taking up little space, however, and in situations where space is a problem, it may be the only usable method.

Where room is available, music storage on shelves is preferred. If possible, store the music in boxes that, by their rigidity, protect the music. The music should be stored vertically rather than stacking one piece on top of other pieces. The filing boxes are available commercially. Also available are folders that are similarly designed and are quite useful. Shelves that are freestanding allow several people to use the same area at the same time. In larger libraries this is important, and in situations described above where students use the choral library as a resource center as well as a performance music library. Many church choirs and community choirs do not have sophisticated choral library systems. This is also true in some small schools. In these cases the important thing is to keep the music as protected as possible to retain the music for future use.

Music repair

Choral music is handled more than instrumental music. The singers hold it instead of using music racks and often two singers share copies, causing greater wear on the music. As each piece of music in need of repair is withdrawn from the folders it should be placed on a shelf reserved for music to be repaired. There are several products available to repair torn music. The music should be repaired before it is returned to the file box and shelved.

Distribution of music

Choral music is distributed in many different ways. Some directors distribute each piece at the beginning of each rehearsal and have the students return the music at the end of the rehearsal. Other directors find that precious rehearsal time can be saved by having the music placed in folders and assigned to each singer. It is best if each singer can have a score. If music is shared, the attention of the singers is also shared. If at all possible, avoid distributing the music during rehearsal time. Rehearsal time should not be wasted for such a perfunctory task, particularly when it is completely unnecessary. This added handling of the music also destroys the music quicker. Less handling and the protection of a folder will save money on music replacement. Students may also check out the folder to rehearse at home.

Most directors use some sort of folder system in which a folder is assigned by number to each student and they are responsible for the music that is placed in that folder. A folder cabinet can be built or purchased commercially and located in a convenient place in the rehearsal room. An example of a folder cabinet that is available commercially is pictured above.

When a particular piece is to be withdrawn from the folders, the singers can be asked to place that piece on top of the folders after rehearsal. The choral librarian (usually a student appointed or elected to that position) can then easily collect the music in numerical order.