If your library information is already in a spreadsheet you can skip this first part. My library did not have a complete spreadsheet when I arrived. When students came to me asking for service hours I put together a quick google form, handed them an iPad and stuck them in front of a drawer of music. I only made easily identifiable information required, the rest of the questions were only if they could find it. My form looked like this:
The complete list of questions:
What drawer is it in? (drop down menu, required)
I numbered each drawer. This way when I was printing labels for the filing tabs I could sort the spreadsheet by drawer number and survey time stamp. This put the labels generally in order of how they were laid out in the drawer.
Title (short answer, required)
Composer (short answer, required)
Arranger (short answer)
Instrumentation (drop down menu)
Category (drop down menu)
Grade Level (short answer)
How should I organize the music in the drawers?
You could arrange alphabetical by composer or title, but eventually the drawers will run out of room or you will have to spend extra time shuffling music around until you have enough room in the correct drawer. I found it easier to simply assign each piece of music a new number (in sequential order) within a few broad categories:
General (example identification number: G232)
Holiday (example identification number: H102)
Pop/Movie Music (example identification number: P100
This way whenever I order a new piece of music it gets added to the end of the list, making it easy to put into the drawers.
Using QR codes to keep track of Music
Once all of the music had all been entered into the spreadsheet, I unlinked the sheet and deactivated the form I had the students use. The form was helpful for getting through a lot of music with several people working at one time, but when I only order 5 or 6 new pieces a semester I can simply type the information into the spreadsheet myself.
The QR link I placed on the front of each piece of music is for a different form that will keep track of where music is located (for example if I moved it do a different place in my office or if I loaned it to another school) and to keep track of what repertoire each group has performed. Tutorial for this form and spreadsheet coming soon!