Rundfunk Orchester and Chöre gGmbH Berlin (ROC): MDM helps with digitization in the cultural sector

Implementation at ROC gGmbH Berlin

The implementation of the “Digital Sheet Music” project is divided into five consecutive phases. In the test phase, the organizational and technical framework is first defined. In March 2022, the Rundfunkchor, with 70 singers, was equipped with the “Newszik” app for digital sheet music and tablets, followed by the RIAS Kammerchor in November 2022. Several important principles were developed for this phase. On the one hand, a limited time frame was set, and on the other hand, those who did not yet want to participate in the project still had the option of using paper sheet music. Long-term hardware and software contracts were also avoided. In addition, the singers were encouraged to assist each other as so-called “tablet buddies.”

Following this phase, the 140 singers were able to participate in a survey. In this survey phase, the experiences of the participants were recorded and evaluated. Among other things, it emerged that the majority of participants rated the use of tablets in rehearsals as fundamentally positive – even if the weight of the tablets was rated as rather negative. On the other hand, the advantages were the significant time savings in annotating the sheet music, as well as its centralization; the reduced logistical effort in transporting the sheet music; and, finally, the possibility of using annotations in the long term.

In October 2023, it was finally decided that digital sheet music should be used as standard from the 24/25 season onwards. This led to the transition to the implementation phase, which consisted of three important steps.

1. Purchasing the right hardware and software

This included purchasing tablet computers and setting them up using MobiVisor MDM. The Newzik app was also installed on all devices. This ensured that each device was configured correctly and ready for immediate use.

2. Conducting a collaborative study with the University of Greifswald and the German Society for Music Physiology and Musician Medicine

This study is being conducted to investigate the long-term effects of tablet use on muscles and the skeleton.

3. Developing a works agreement

Thirdly, an agreement was developed with the workers’ council that includes, among other things, the establishment of quality standards for digital sheet music in accordance with the ArbStättV (German Workplace Ordinance). The project finally went live with the 2024/2025 concert season.

However, this does not mean that all obstacles have been removed, as some questions remain unanswered, e.g., regarding the quality of the sheet music.

Why digital sheet music in the first place?

The main goal of most digitization processes is often to streamline existing processes. This is also the case at ROC gGmbH Berlin. Before the tablets were used, for example, 90-120 minutes had to be scheduled for the first rehearsal, during which the conductor’s comments were entered by hand.

With a single click, jump marks and bookmarks can now be created, superfluous information can be whited out, and translations can be entered. Entering subsequent changes is also no longer a problem, as this can be done centrally, for example by the conductor. In addition, the rehearsal rooms are often far away from the sheet music archive where the paper sheet music is obtained.

In principle, the switch to digital sheet music has practical reasons. In the course of using the tablets for sheet music, it also became apparent that the rehearsal room is much quieter, as there is no more rustling of pages.

“I was particularly struck by how the tablets were tailored to the specific needs of the users. It wasn’t just about the technical requirements – it was also about considering how digitization could make everyday life easier for users in the music industry.”
– Alina Schwingeler, MDS Team employee at IOTIQ GmbH

Digital sheet music with mobile device management – secure and GDPR-compliant

Data protection is also a must in cultural institutions, which is why the data protection officer at ROC gGmbH Berlin was involved in the project from the outset. In consultation with the IT team at ROC gGmbH Berlin, it was determined which settings and specifications must be implemented in order to meet data protection requirements. In MobiVisor MDM, guidelines are created for this purpose that can be customized and, for example, prohibit certain apps or access to external Wi-Fi networks.

In addition, apps can also be installed and uninstalled via MDM, which replaces manual installation on individual devices. App updates can also be carried out automatically in this way. Another particularly practical feature is the ability to divide users into different groups, allowing guidelines and apps to be customized accordingly. For example, singers only receive two specific apps, while conductors need one more, and so on.

IOTIQ GmbH was also able to provide ROC gGmbH Berlin with active support in this area. Together, we succeeded in developing suitable configurations for the tablets that are perfectly suited for use in the concert hall. In addition to equipping them with the appropriate software, IOTIQ GmbH also supported ROC gGmbH Berlin with consultation regarding suitable cases and back covers. The latter were very important, as all devices had to be uniformly black – without the brand logo being visible at first glance. Another important accessory is the anti-glare PaperFeel films from GREENMNKY. These prevent light from chandeliers or spotlights from reflecting on the screens of the devices, as this can impair the visibility of the sheet music.

The Digital Sheet Music project is breaking new ground in the use of digital tools in the classical music sector. From the innovative use of tablets to streamline traditional processes to the implementation of data protection guidelines for the use of the devices, we were able to support ROC gGmbH Berlin in taking another important step toward digitization and productivity through collaboration.