The Music Metadata Checklist: What to Confirm Before Every Release

A song may begin with inspiration, but getting it properly credited and paid requires accurate information.

Before a release reaches streaming platforms, important decisions have already been made: who wrote the song, who owns the recording, how the ownership is divided, and who is responsible for registering and administering each right.

If those decisions are not documented clearly, even a successful release can create royalty problems later.

Incorrect or incomplete metadata can make it harder to connect a recording to its underlying composition, identify the appropriate rightsholders, and distribute royalties accurately. A simple pre-release review can prevent months—or even years—of corrections.

Use this music metadata checklist before every release.

1. Confirm the final song title

Use the same title everywhere the song appears, including your:

• Distributor submission

• Split sheet

• Performing rights organization registration

• Publisher or administrator records

• Mechanical royalty registrations

• Internal catalog or royalty system

Small variations can create unnecessary confusion. Check spelling, capitalization, punctuation, abbreviations, and spacing.

If the recording is an alternate version, identify it consistently. Examples include:

• Radio Edit

• Live Version

• Acoustic Version

• Remix

• Instrumental

• Remastered Version

Do not add a version description in one system and omit it everywhere else without documenting the relationship between the recordings.

2. Document every songwriter

Record the full legal name and professional name of every songwriter who contributed to the composition.

For each writer, confirm:

• Full legal name

• Professional or stage name

• Email address

• Performing rights organization affiliation

• IPI or CAE number

• Publisher or administrator, if applicable

Do not rely on memory, text messages, or an informal conversation after the release. Collect this information while the details are still fresh.

3. Finalize the ownership splits

The composition splits should reflect the percentage owned by each songwriter or publisher.

Before release, confirm that:

• Every contributor agrees to the splits

• The total equals 100%

• The agreed percentages are documented

• Each writer understands whether their share is self-administered or represented by a publisher

• All parties retain a copy of the final agreement

A signed split sheet provides a clear reference if questions arise later. It can also help prevent conflicting registrations from being submitted by different parties.

4. Identify the publishers and administrators

A songwriter, publisher, and publishing administrator can play different roles.

For every composition owner, determine:

• Whether the writer is self-administered

• Whether a publisher controls the share

• Whether a third-party administrator manages registrations or collections

• The effective dates and territories covered by any agreement

• Who is responsible for registering the composition

Do not assume another collaborator, manager, label, distributor, or publisher will complete a registration. Assign responsibility clearly.

5. Confirm the performing artist information

Document how the primary and featured artists should appear on the release.

Check:

• Primary artist name

• Featured artist names

• Consistent spelling and formatting

• Existing artist profiles on streaming platforms

• Whether the release should connect to a new or existing profile

Artist naming errors may not directly change composition ownership, but they can cause recordings to appear on the wrong profile and create additional cleanup work.

6. Confirm who owns the sound recording

Identify the individual or company that owns the master recording.

Record:

• Master owner’s legal name

• Label name, if applicable

• Ownership percentages if there are multiple owners

• Applicable territories

• Effective dates

• Any licensing or distribution arrangements

The owner of the sound recording is not necessarily the owner of the underlying composition. Both sides must be documented separately.

7. Assign the correct ISRC

An International Standard Recording Code, or ISRC, identifies a specific sound recording.

Each distinct recording should generally have its own ISRC. For example, a studio recording, live recording, remix, and acoustic version are separate recordings and should not all reuse the same code.

Confirm that:

• Every recording has the correct ISRC

• The same ISRC is delivered consistently to each platform

• An existing recording is not accidentally assigned a new ISRC

• A new or materially different recording is not assigned the code belonging to another version

Keep the ISRC in your internal catalog records along with the title, artist, and master owner.

8. Record the composition identifier

An International Standard Musical Work Code, or ISWC, identifies the composition rather than the recording.

An ISWC may not be available before the initial release because it is generally assigned after the composition is registered. If one has already been assigned, retain it in your catalog and make sure it is associated with the correct composition.

Do not confuse the ISWC with the ISRC:

• ISWC: identifies the written composition

• ISRC: identifies a specific sound recording

One composition can be connected to multiple recordings and therefore multiple ISRCs.

9. Confirm the release information

Review the information that identifies the overall release, including:

• Release title

• Release date

• Label name

• UPC or EAN

• Track sequence

• Genre

• Language

• Explicit-content designation

• Territory restrictions, if any

• Copyright notices

Confirm the appropriate ℗ notice for the sound recording and © notice for the applicable release materials.

10. Review producer, performer, and contributor credits

Capture complete credits for everyone who contributed to the recording.

Depending on the release, this may include:

• Producers

• Featured performers

• Session musicians

• Vocalists

• Engineers

• Mixers

• Remixers

• Arrangers

Clearly distinguish creative credit from copyright ownership. A contributor may receive a credit, a fee, royalty participation, copyright ownership, or a combination of these—but those rights should be based on the applicable agreement, not assumed from the credit alone.

11. Address samples and interpolations

If the song contains a sample or incorporates part of another composition, confirm that the necessary rights and approvals have been addressed before release.

Document:

• The sampled recording

• The underlying sampled composition

• The applicable rightsholders

• Approval status

• Agreed ownership or royalty terms

• Any credit requirements

An interpolation recreates part of an existing composition without using the original sound recording. It may still require permission relating to the composition.

Because clearance requirements can be fact-specific, consult a qualified music attorney when necessary.

12. Decide who will complete each registration

A complete metadata file is only useful if the information reaches the organizations that need it.

Create a simple responsibility list identifying who will handle:

• Distribution delivery

• Performing rights organization registration

• Mechanical royalty registration

• Publisher or administrator delivery

• Sound recording performance registrations, when applicable

• Neighboring-rights registrations, when applicable

• Internal catalog maintenance

• Ongoing statement reconciliation

Include a due date and completion status for each task.

Your final pre-release check

Before approving delivery, ask:

• Is the song title final and consistent?

• Have all writers been identified?-- Do the composition splits equal 100%?

• Are writer affiliations and IPI numbers correct?

• Is publishing and administration responsibility clear?

• Is the master owner documented?

• Does each recording have the correct ISRC?

• Are artist names and contributor credits accurate?

• Have samples or interpolations been addressed?

• Does everyone know which registrations they must complete?

• Is there one reliable place where the final information is stored?

If any answer is “I don’t know,” pause and investigate before the release goes live.

Metadata management continues after release

Release day is not the end of the process.

After release, confirm that the music appears on the correct artist profiles, registrations have been accepted, recording and composition information is connected where applicable, and the expected royalty statements begin arriving.

Catalog information should also be reviewed when:

• Ownership changes

• A publishing or administration agreement begins or ends

• A corrected or alternate recording is released

• A title or credit is updated

• Conflicting claims appear

• Expected payments decline or fail to arrive

Strong metadata does more than organize a catalog. It supports accurate royalty processing, clearer reporting, better relationships, and fewer problems as a music business grows.

Tsila Rights helps creators and music companies build clear, reliable rights and royalty workflows. If you need help reviewing your metadata, registrations, or release process, contact us at hello@tsilarights.com.