Module 1.2

Once you understand what a catalogue is and why it matters, the next step is learning how to organize and manage it effectively. A well-organized catalogue saves time, prevents missed opportunities, and maximizes your earning potential.

• •*Creating Your Catalogue Structure:**
• •*Digital Organization System:**

Create a master folder structure:

• •Main Catalogue Folder
• •Released Music
• •Album 1
• •Album 2
• •Singles
• •Unreleased/Demos
• •Instrumentals
• •Live Recordings
• •Collaborations
• •Production Work
• •*File Naming Convention:**

Use consistent naming for all files:

• •[Date]-[Artist Name]-[Song Title]-[Version]
• •Example: 2024-01-15_JohnSmith_SummerNights_Master.wav
• •Include version numbers for revisions
• •Use underscores or hyphens consistently
• •*Essential Metadata for Each Track:**
• •*Identification:**
• •Song title and any alternate titles
• •Artist name and featured artists
• •Album or EP name
• •Release date and recording date
• •Duration (mm:ss)
• •Track number (if part of album)
• •*Rights and Credits:**
• •Songwriter(s) with percentage splits
• •Publisher(s) and publishing splits
• •Composer credits
• •Lyricist credits
• •Producer(s)
• •Recording engineer(s)
• •Mixing engineer
• •Mastering engineer
• •Session musicians and their instruments
• •*Technical Information:**
• •BPM (beats per minute)
• •Key signature
• •Time signature
• •Genre and sub-genre
• •Mood tags (upbeat, melancholic, energetic, etc.)
• •Instrument tags (guitar, piano, drums, etc.)
• •Vocal characteristics (male/female, range)
• •Language of lyrics
• •*Business Information:**
• •ISRC code (International Standard Recording Code)
• •UPC code (for albums)
• •Copyright registration number
• •PRO (Performance Rights Organization) registration
• •Publisher information
• •Mechanical license status
• •Master recording ownership
• •Publishing ownership percentages
• •*Licensing Information:**
• •Available for licensing (yes/no)
• •Licensing restrictions
• •Sync licensing history
• •Current licenses and agreements
• •Exclusivity terms
• •Territory restrictions
• •Usage restrictions (no political ads, etc.)
• •*Financial Tracking:**
• •Recording costs
• •Production expenses
• •Marketing spend
• •Revenue by source (streaming, sync, mechanical)
• •Net profitability
• •Outstanding advances or recoupment
• •*Catalogue Management Tools:**
• •*Spreadsheet Method:**

Create a master spreadsheet with columns for all metadata:

• •Use Google Sheets or Excel
• •Color code by status (released, unreleased, licensed)
• •Add filters for sorting and searching
• •Link to audio files in cloud storage
• •Update regularly with new releases and info
• •*Dedicated Catalogue Software:**
• •**Songspace** - Cloud-based catalogue management
• •**Songtrust** - Publishing administration with catalogue tools
• •**DISCO** - File sharing with catalogue organization
• •**Soundmouse** - Sync licensing focused catalogue tool
• •*Database Solutions:**
• •**Airtable** - Flexible database with music catalogue templates
• •**Notion** - All-in-one workspace with database features
• •**FileMaker** - Professional database for large catalogues
• •*Organizing by Licensability:**

Categorize songs by licensing potential:

• •*High Priority Sync Tracks:**
• •Clear ownership (no complicated splits)
• •Instrumental versions available
• •Broad appeal and versatility
• •Professional production quality
• •No offensive or controversial content
• •Various lengths available (30s, 60s, full)
• •*Medium Priority:**
• •Good quality but niche appeal
• •More complex ownership structures
• •Genre-specific placement potential
• •May need additional versions created
• •*Lower Priority:**
• •Personal/autobiographical content
• •Complex clearances required
• •Lower production quality
• •Very specific or dated references
• •*Creating Support Materials:**
• •*For Each Track, Prepare:**
• •*Audio Files:**
• •High-quality master (WAV or AIFF)
• •MP3 version for easy streaming
• •Instrumental version
• •Stems (individual tracks) if available
• •Alternate mixes (acoustic, radio edit, etc.)
• •*Documentation:**
• •Lyric sheet with proper formatting
• •Lead sheet or chord chart
• •Split sheet signed by all writers
• •Copyright registration certificate
• •Press release or one-sheet
• •Album artwork and promotional photos
• •*Maintenance Schedule:**
• •*Weekly:**
• •Add new recordings to catalogue
• •Update work-in-progress tracks
• •Log any new licenses or placements
• •Review pending registrations
• •*Monthly:**
• •Update financial information
• •Check for missing metadata
• •Ensure all new releases are properly documented
• •Review and respond to licensing inquiries
• •*Quarterly:**
• •Audit entire catalogue for accuracy
• •Update contact information for collaborators
• •Review licensing strategy
• •Analyze which tracks are performing well
• •*Annually:**
• •Complete copyright registrations for new works
• •Update PRO registrations
• •Review and renew necessary licenses
• •Assess catalogue value and growth
• •Plan for next year's releases
• •*Backup and Security:**

Protect your catalogue:

• •Store master files in multiple locations
• •Use cloud backup (Dropbox, Google Drive, Backblaze)
• •Maintain external hard drive backups
• •Keep documentation in secure location
• •Update backups after any changes
• •Test backup integrity regularly
• •*Collaboration and Splits:**

For co-written songs:

• •Create and sign split sheets immediately
• •Document all contributors and percentages
• •Store signed agreements with catalogue
• •Update if any splits change
• •Ensure all writers register with their PROs
• •Maintain communication with co-writers
• •*Growing Your Catalogue Strategically:**
• •*Quality Over Quantity:**
• •Focus on creating licensable, high-quality work
• •Don't bloat catalogue with subpar tracks
• •Curate what you include
• •Regular quality audits
• •*Diverse Content:**
• •Write in various tempos and moods
• •Create both vocal and instrumental tracks
• •Explore different genres and styles
• •Cover multiple emotional territories
• •Build depth in successful areas
• •*Professional Development:**
• •Continually improve production quality
• •Invest in better recording equipment
• •Hire professionals for key tracks
• •Master your craft over time
• •Learn from catalogue performance

Your catalogue is your business inventory. Treat it with the same care and organization that any business would treat their products. A well-managed catalogue becomes more valuable every year and can provide income for decades to come.