File Description for New Contributors

For more detailed instructions, refer to The CANTUS Database: Procedures for Indexers.

CHOOSING A SOURCE TO INDEX

The first step in the production of a manuscript inventory for CANTUS is deciding which source you will index. Users must generally acquire their own microfilms or facsimiles. The CANTUS database currently holds indices of over 100 Office antiphoners dating from the Medieval and early Renaissance periods. Please consult with the CANTUS staff before beginning work in order to confirm the suitability of a particular source for inclusion in the database upon completion of its index.

REQUIRED FORMAT

Indices must be submitted on diskette or via the Internet in ASCII text format or in a Microsoft Access table. If in .txt format, each record (i.e. the data for each individual chant) must be a on single line with a hard return at the end. Submissions can be either 11 fields ("Basic," 88 characters per record), 12 fields (91 characters per record), or 17 fields ("Widescreen," 144 characters per record) as detailed in the formatting instructions below.

11-FIELD FORMAT (88 characters)

The 11-field version provides the basic format for CANTUS indices. Follow, the file description as listed on this website.

11-FIELD "BASIC" FORMAT
Order	Field Name	Size	Location
1	Folio	4	1-4
2	Sequence	2	5-6
3	Liturgical Occasion Name	20	7-26
4	Incipit	29	27-55
5	Mode	2	56-57
6	Differentia	4	58-61
7	Concordances	12	62-73
8	Chant Identification Number	8	74-81
9	Office	2	82-83
10	Genre	2	84-85
11	Position	3	86-88

12-FIELD FORMAT (91 characters)

The 12-field version provides the basic format plus an extra field for indications of marginalia. The entry of these indications is at the discretion of the indexer. Again, refer to the file description.

The "marginalia" field, ordinarily left blank, has been utilized in some indices to clarify the layout or organization of a manuscript. For example, the misbound folios (ff. 210r-225v) of the antiphoner in the Florence Arcivescovado have been identified with numbers and colons in the first column in such a way as to provide a means of sorting them into the correct order. The second column is occasionally used to indicate the location of a chant on the page. It is used primarily for chants that are later additions to the source, as follows:
    L    written in the left margin
    R    written in the right margin
    T    written in the top margin
    B    written in the bottom margin
    A    added within the main body of the text

12-FIELD FORMAT
Order	Field Name	Size	Location
1	Marginalia	3	1-3
2	Folio	4	4-7
3	Sequence	2	8-9
4	Liturgical Occasion Name	20	10-29
5	Incipit	29	30-58
6	Mode	2	59-60
7	Differentia	4	61-64
8	Concordances	12	65-76
9	Chant Identification Number	8	77-84
10	Office	2	85-86
11	Genre	2	87-88
12	Position	3	89-91

17-FIELD FORMAT (144 characters)

If you have experience working with CANTUS indices or wish to provide additional information beyond that allowed within the 11- or 12-field formats, you may prefer to work with the "Widescreen" version. This version allows several extra fields. For example, in the Barnwell index, the "Extra" field records two additional distinctions (beyond mode and differentia) made by Frere in his classification of the antiphons in the Sarum repertory. In the index of Toledo 44.2, this field is employed to record information about the differentiae. In some manuscript indices, the "Addendum" field includes some cross-referencing in repertory that is not represented in CAO. Please consult with the CANTUS staff if you are planning to enter data into either the "Extra" or "Addendum" fields. For detailed information on data entry, refer to the file description.

17-FIELD "WIDESCREEN" FORMAT
Order	Field Name	Size	Location
1	Marginalia	3	1-3
2	Folio	4	4-7
3	Sequence	2	8-9
4	Liturgical Occasion Name	20	10-29
5	Office	2	30-31
6	Genre	2	32-33
7	Position	3	34-36
8	Incipit	29	37-65
9	Concordances	12	66-77
10	Chant Identification Number	8	78-85
11	Cantus ID Number	10	86-95
12	Mode	2	96-97
13	Differentia	4	98-101
14	Extra	5	102-106
15	Liturgical Occasion Code	8	107-114
16	Siglum	20	115-134
17	Addendum	10	135-144

THE PRODUCTION OF THE INDEX

Indices can be created in either a database programme or a wordprocessor (monospaced font is highly recommended). Indexers sometimes prefer to work from an existing file -- borrowing records and editing portions as required can save typing, but be careful to maintain accuracy!

In addition to entering the textual incipits into the Incipit field, carefully compare the FULL text of each chant against its entry in CAO. (If printed copies of these volumes are not easily accessible, consult the data files on the Cantus Planus website or contact the CANTUS office.) Chants that begin in the same way may differ at some point past the opening few words. Once full texts have been confirmed, enter the CAO number into the Chant Identification Number field (with the prefix "cao"). Concordances need not be added during the indexing stage. (These can be entered electronically during the proofreading process, as long as the CAO numbers are correct.)

If you encounter a chant not included in CAO:
-first, double check for variant spellings of the incipit. (Search the database or the Internet for single words or phrases.)
-if no match in CAO is uncovered, or if the chant has been previously identified as "non-CAO" in the CANTUS database or elsewhere, enter "$$$$$$$" in the Chant Identification Number field. If you are working in the "widescreen" format and know the "CantusIDNumber" of the chant, enter it into the appropriate field.

Notes

If you make notes for either yourself or the CANTUS staff during the indexing process, use the following format:
If using a wordprocessor: After the record to which you wish to attach a note, enter three asterisks (***) at the beginning of the line, followed by the folio, side, and sequence number of the item to which you wish to attach a note. Enter the text of the note (to a maximum of one line) after the sequence number. This note can be left in position within the index and sorted out at a later time.

If you are working in a database programme, keep a separate "notes" file and submit it with the index.

Submitting the Completed Index

When you are nearing completion of your index, inform the CANTUS staff so they can set aside some time for the proofreading process. If working in a word-processing programme or text editor, save your index in ASCII (.txt) format and submit it either on diskette or via the Internet. If possible, provide any information you might have concerning your source for the "About" file. After the file is checked and put up on the website, add this "electronic publication" to your CV!