How to Organize Church Music Samples and Preview Packs

It may be easier than you think to organize church music.

As a musician, you’re always searching for good music. If you’re a music director, then you’re familiar choral clubs and have attended choral reading sessions in search new music. In either case, you’ve walked away with hundreds of single copies of anthems, octavos, and choral pieces. Now your office is home to a mountain of loose music setting in stacks waiting for you to decide if it could ever be used in your ministry. But, what’s good about having the music if you can’t find it?

What do I do with samples of music?

You may have gone as far as to arrange those stacks by publisher or possibly arranger in hopes of one day purchasing the music. At the very least, those stacks serve as an inspiration for your next program or concert, so getting rid of the music is not an option.

Now the stacks of music are out of control and your hiding them in the closet, under the table or worse, throwing them in a box. Before frustration sets in, you know something has to be done about your mess or you’ll never be able to find that special piece.

Allow me to suggest that you organize these single copies of your church music into a music reference file. Of course, there are many ways to go about this. I’m sure over time you will create your own system of organizing church music. But, if you’re just getting started, or your resolution for the upcoming year is to be more organized, keep reading. I’ll share a simple method for organizing your ever-growing stack of music samples.

A Step by Step: How to Organize Church Music

Keep this in mind before you start. Depending on the quantity of music, the task of organizing may at first seem overwhelming. So take it slow, begin with a handful of music and work from there as time permits.

Step 1 | Decide where you will store your music samples. I would suggest using a file cabinet.

Step 2 | Purchase hanging file folders for easy perusal of the music.

Step 3 | Divide your music into two categories; “seasonal” and “nonseasonal.”

Step 4 | Separate the “nonseasonal” into subcategories by voicing (unison, SA, SAA, TTBB, ect.).

Step 5 | Alphabetize each new subcategory by title.

Step 6 | Put the alphabetized copies of each voicing in a labeled hanging file folder.

You will likely have too many single reference copies of SATB to fit into one hanging folder. Therefore, divide SATB titles into several alphabetized folders (A-F, G-L, etc.). As your collection grows, it will probably require a single folder for most letters of the alphabet (A, B, C, etc.).

Step 7 | Divide the “seasonal” category by season (Thanksgiving, Christmas, Easter, etc.).

Step 8 | Separate the “seasonal” into subcategories by voicing {Christmas Unison, Christmas SA, etc.)

Step 9 | Alphabetize each new subcategory by title.

Step 10 | Put the alphabetized copies of each voicing in a labeled hanging file folder.

Due to their thickness keep all collections and cantatas separate but organize in a similar fashion. You may also want to consider making an additional “resource” folder for each season (Christmas Resources, Easter Resources, etc.) In this folder place file narrations and staging ideas.

Don’t forget to take time to purge?

Getting rid of any music is hard to do. But, you have to draw the line somewhere or as you know it will get out of control. So, while you’re organizing your church music, take the opportunity to purge your collection of those titles you know you’ll never use or consider buying.

How do you organize your church music library? Share your favorite tip below!