Thank you for your interest in adding auxiliary documents to our Pipe Organ Database.
This page gives a general overview of what you need to know about our protocol for accepting and publishing your documents.
Types of Documents
The OHS Pipe Organ Database serves education and research needs in many ways, not the least of those being providing public access to archival documents.
Though photographs could be considered documents in and of themselves, we have organized our materials so that they are considered separate from other documents.
For the purpose of display and access through the Pipe Organ Database, we also distinguish separately published stoplists to be in a category.
On the other hand, we don't put full specifications, including descriptions of action, installation, placement, and so forth under the broader heading "documents."
Apart from photographs and stoplists, these are some of the types of original documents we include in the Database and associate with descriptions of individual pipe organ installations.
- Organ Contracts.
- Correspondence. Letters should include information about a specific instrument, but beyond that may originate with builders, performers, owners, or simply people who have seen or heard an organ that has an entry in the Database.
- Dedication Programs.
- Recital Programs. These are of particular interest when they include stoplists or other descriptive information.
- Newspaper Articles. We also accept digital scans of advertisements from newspapers, journals, and magazines.
- Original Documents. We accept digital copies of sketches, short notes, detailed drawings, unpublished monographs, or any other type of original creation that describes a pipe organ in the Database.
For examples of our current document holdings, visit our Recently Added Documents page.
Our goal in asking for digital documents is twofold: we want to aid in their preservation and we want to make them available to the wider pipe organ community.
With an eye toward digital preservation, we ask that you follow our guidelines. We realize that producing digital files of the preferred type is not always possible, of course, but we do ask for your help in providing documents as you see listed here.
- PDF documents are preferred whenever possible.
Please be advised that if we receive JPEG/JPG files of documents, there could be a delay of several months before they are added to the Database.
- Plain text (.txt) files will be accepted, but the sender must be cautious about end-of-line and word-wrap parameters. Further, such files are often difficult to read on small screens, particularly smartphones.
- Image files (JPEG or PNG formats only) are acceptable for digitized drawings, sketches, and similar documents, but are not appropriate for scans of printed documents.
Please note that we will specifically not accept documents in MS-Word formats (.doc or .docx) or other proprietary formats, so that all documents included on the Database web site are universally accessible.
- You should submit only those documents that you have made or own, or those that you have permission from the owner to send us.
- We will not accept documents scanned from copyrighted publications. The only exceptions require written permission from the copyright holder to publish.
- Fair use regulations imply we can legally accept scans of minor portions of copyrighted works, provided we include a full citation of the source.
- We do accept scans from archival publications that are not under current copyright protection.
Information about the Document
Any time you submit a document for publication on the Database web site, please have the following information available:
- The Organ ID number for the Database entry that describes the instrument
- A short title (Organ Contract, Drawing of Organ Case, Newspaper Advertisement, Personal Correspondence, etc.).
This will appear as the primary link to the document on any of our web pages.
- A short description of the document's content, such as "Donald G. Harrison describes his mixture composition," or "Advertisement for Austin Organs with photographs."
- The name of the author. This may be an organization, such as a church, school or business, or it may be an individual.
- The date the document was created or published, if that information is available.
- The location of the original document if you send us a digital copy. This may be as simple as "Church Archives," or "Private correspondence," or it may include more details, including shelf number and the name of a library or personal collection.
How to Send Documents
- Upload Documents. Use the link accessible from any organ details page to access the Upload form. For your convenience, simply enter the OrganID in the form below for immediate access to that form.
- Send Documents via Email. Documents can be sent as attachments to firstname.lastname@example.org.