META DATA AND SPLITS

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metadata & splits

metadata matters

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How confident are you that your metadata is accurate across all platforms, and what steps have you taken to ensure it's correct?

the display of a song’s title, artist, and runtime during playback is the most visible use of metadata to the average consumer, but that’s just scratching the surface of everything this info is used for by industry professionals.
Metadata plays a much bigger role behind the scenes.
It’s used to track ownership, manage rights,
and ensure proper payment of royalties.
It also helps with music discovery by linking song to relevant genres, moods, and playlists.
Additionally, metadata is crucial for syncing music across various platforms, securing placements in TV, film, and ads, and ensuring accurate crediting of everyone involved in the production.
Essentially, it’s the backbone of how music is organized, discovered, and monetized in the digital world.

Metadata Definition: Detailed information embedded in the music file that includes the song title, artist name, release date, contributors such as writers, producers, performers, genre, bpm, ISRC, Splits, contact info and more.
Standardization: Make sure your metadata follows industry Music Metadata Standard for accurate tracking across all platforms, streaming services, licensing agencies, etc.
Consistency: Ensure that the metadata is consistent across all platforms where your music is distributed like Spotify, Apple Music, PROs and any other distributors.
Double-Check Details: Mistakes in metadata can lead to missed royalties or misattribution. Always review the details before submission to ensure accuracy.

Accurate metadata ensures that your song is properly tracked and you receive the correct royalties from various sources. It also allows others to find and license your music more easily.

Mistakes to Avoid:
Inaccurate or Incomplete Metadata

Failing to input correct details like song titles, artist names, album names, producer credits, and release dates can lead to problems when music is streamed or downloaded. Incorrect metadata can result in artists not getting proper credit or royalties, and can confuse listeners trying to find their music.

Failing to Update Metadata for New Releases

Artists who release remixes, alternate versions, or live performances of songs often forget to update or adjust the metadata accordingly. This can cause confusion and lead to incorrect reporting of streams or royalties for the different versions.

international standard recording code (isrc)

If you work with a digital distributor, they often assign ISRC codes automatically.
If you need to assign your own, apply for a registrant code through an ISRC provider or your distributor.
Use the ISRC to track your song’s performances globally and ensure accurate royalty payments.
Keep a record of all ISRC codes for each track to avoid any duplication or misallocation of royalties.

Mistakes to Avoid:

Not Registering Internationally

Artists who fail to register their music internationally may miss out on global royalties. While they may be covered in their home country, they could be losing income from foreign markets without proper international registration through organizations like CISAC or other global PRO affiliates.

How can having proper ISRC codes streamline your royalty tracking and maximize revenue collection?

contributors

Songwriters: The individuals who write the lyrics and compose the music.
Publishers: manage the composition rights and often license the song for use.
Performing Artists: The musicians or bands who perform the song.
Record Labels: The entities that fund and distribute the sound recording.

Organize Songwriters, Producers, and Contributors

List Contributors: After completing a song, create a detailed list of everyone involved (songwriters, producers, featured artists, session musicians, etc.).
Assign Roles: Clearly define each person's role (e.g., lead writer, co-producer, vocalist) in the song’s creation to avoid confusion later on.
Keep Updated Records: Keep a running document or spreadsheet of all contributors for every track you release. This will simplify future registration with PROs, publishing agencies, or distributors.

Clearly documenting contributors and their roles makes THE registration and royalty collection process smoother and helps avoid disputes.

Mistakes to Avoid:
Using Verbal Agreements Instead of Written Ones

Verbal agreements can lead to misunderstandings and disputes down the line. While it’s easy to agree to terms verbally in the heat of a creative moment, only written and signed split sheets are legally binding and protect all parties involved.

Missing Contributor Information

Forgetting to include all contributors—such as featured artists, producers, songwriters, and engineers—can lead to disputes over rights and missed payments. Every person involved in the creation of a track needs to be credited properly.

how to do the splits

Before, during and/or immediately after creating a song, all collaborators including writers, producers, performers etc. agree on each of THEIR percentages of ownership. this is REFEREED to as "splits"
Create a split sheet. (template below) include all contributors’ names, contact info, roles, and agreed splits.
Have each party sign the document to confirm the agreement.
Store these split sheets in a safe place and/or upload them to a cloud storage for future reference.

Mistakes to Avoid:
Incorrect Splits on Songwriting and Publishing

Misunderstanding or improperly registering songwriting splits can lead to disputes. All parties involved in creating a song (writers, producers, etc.) should agree and register the correct percentages of ownership. Not handling this upfront can cause legal and financial issues down the line.

Not Registering as Both the Writer and Publisher

Independent artists who also own their publishing forget to register as both the writer and publisher with their PRO. Doing this ensures you collect the full share of performance royalties, rather than just the writer's portion.

How can ensuring clear and agreed-upon splits early on prevent future conflicts and guarantee fair royalty payments?

splits_sheet_instructions.pdf
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Splits Sheet Template.pdf
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ownership % agreement

A split sheet is a written agreement that outlines who owns what percentage of a song. Without it, disputes over ownership, royalties, and credits can arise, which can derail relationships and lead to legal trouble.

Create and Agree on a Split Sheet:

Discuss Splits Early: As soon as a song is started, all collaborators discuss what percentage of rights ownership / royalties each of them will receive. This should be based on contributions to lyrics, production, performance, etc.
Document Splits: Use a split sheet template (like the one provided) to record ownership percentages for all parties. Be clear and detailed to avoid future conflicts.
Get Signatures: Have everyone sign the split sheet to confirm agreement on splits, ensuring legal recognition.
Store Securely: Keep both digital and physical copies of the signed split sheets in case any disputes arise later.

a Split sheet for every song prevents misunderstanding about ownership percentages, ensuring that everyone involved is paid fairly for their contributions.

Mistakes to Avoid:
Failing to Complete / Use Split Sheets

Waiting too long to fill out and sign split sheets after a song is created can lead to confusion or disagreements later. Memories can fade, and contributors may dispute their roles or percentages. It’s best to complete split sheets during or immediately after a recording session to avoid any conflicts.

Ignoring Sync Rights in Split Sheets

Artists often overlook synchronization (sync) rights when creating split sheets, which determine who has the authority to license the song for use in TV, films, ads, or video games. Without this clarity, opportunities for sync licensing deals may be lost or lead to disputes later on.

Disputes Over Songwriting Percentages

Some contributors might try to claim more than their fair share of credit. The industry standard is typically to split credit equally between the artists involved unless otherwise agreed. Not clarifying this upfront can lead to major disagreements, especially when the song starts making money.

Log into Your PRO: Once the split sheet is completed, use the details from the sheet to register your song with your chosen Performance Rights Organization (PRO).
Enter Song Information: Submit the song’s correct metadata (title, contributors, splits, ISRC) on the PRO’s registration portal.
Cross-Check with Other Contributors: Make sure that co-writers and producers are also registering the song with their PROs, ensuring everyone is in sync.

Proper registration ensures you get paid for the public performance of your work, whether it’s on the radio, TV, live performances, or streaming.

*Mistakes to Avoid:
Not Involving All Contributors

Artists sometimes exclude key contributors, producers, co-writers, or engineers from split sheet agreements, which can lead to them not being compensated. Ensuring everyone involved in the creative process is included in the split sheet is critical for avoiding future disputes.

Not Keeping Copies of Signed Split Sheets

Failing to keep copies of signed split sheets can be a costly mistake. Digital and physical copies of these agreements should be stored securely for reference in case any disputes or questions arise in the future.

Not Registering the Split with a PRO

Once a split sheet is agreed upon, artists often forget to register the splits with their PRO. Without this registration, it becomes difficult to track and distribute royalties according to the agreement.

publishing ADMINISTRATION

Use a Publishing Administrator (Optional but Recommended):

Find a Publishing Administrator: Services like songtrust, Sentric Music, or TuneCore Publishing can handle the tedious work of registering songs globally and collecting publishing royalties.
Register Songs with the Service: Provide the service with your song metadata and split information. They will handle registering your music with collection agencies worldwide.
Ensure Proper Splits: When using a publishing admin, make sure your split sheet matches what you register with the service so there are no discrepancies in payments.

A publishing administrator can collect royalties that a PRO might miss, especially in foreign markets, maximizing your earnings.

Mistakes to Avoid:
No Legal Review

Some artists draft split sheets informally without having them reviewed by a legal professional. This can lead to poorly written agreements that don't hold up in case of a legal dispute. Having a lawyer review or guide the split sheet process ensures clarity and enforceability.

Not Including Publishing Information

Many artists forget to include the necessary publishing information on split sheets, such as who the publishers are and how the publishing income will be split. This is crucial for receiving proper royalties from PROs and music publishers.

monitoring & updates

Monitor and Update Your Metadata Regularly:

Review Metadata: Periodically review your songs' metadata across platforms to ensure everything is up to date, especially after re-releases, remixes, or new collaborations.
Update Split Sheets and Registrations: If splits change due to agreements, remixes, or new contributions, update your split sheets and re-register the song if needed.
Use Music Data Platforms: Utilize tools like Songtrust, TuneCore, or your PRO’s dashboard to monitor where your music is being used and ensure royalties are being collected.

Regularly reviewing and updating your metadata ensures that you’re collecting all available royalties and that your work is properly credited across all platforms.

*Mistakes to Avoid:
Inconsistent Metadata Updates

Mistake: Updating metadata sporadically or only for some records, leading to data inconsistencies.
Solution: Set a regular schedule for updates, and ensure all data is reviewed and updated uniformly.

Ignoring Data Quality

Mistake: Allowing metadata fields to contain incomplete, incorrect, or outdated information.
Solution: Regularly audit metadata for accuracy, completeness, and relevance. Implement validation checks and maintain high data quality standards.

Failing to Track Metadata Changes

Mistake: Not keeping a record of changes made to metadata, which can lead to confusion or data integrity issues.
Solution: Use version control or change logs to document updates, ensuring that you can track and revert changes if needed.

Overlooking Metadata Standardization

Mistake: Using different formats, naming conventions, or categorization across various datasets.
Solution: Implement and follow industry-standard metadata guidelines (e.g., Dublin Core, Schema.org) to ensure consistency across platforms and systems.

Neglecting Metadata for New Content

Mistake: Focusing only on legacy data while failing to properly tag and categorize new content.
Solution: Establish a process for assigning metadata as soon as new content or data is created, ensuring it's indexed and organized from the beginning.

Underestimating Metadata Importance for SEO

Mistake: Not optimizing metadata for search engines, resulting in poor discoverability.
Solution: Include relevant keywords in metadata fields (titles, descriptions, tags) to enhance visibility and search rankings.

Not Aligning Metadata with User Behavior

Mistake: Ignoring how users interact with content, resulting in metadata that doesn't reflect user preferences or search habits.
Solution: Regularly analyze user behavior and update metadata to align with search trends, preferences, and evolving user needs.

Failing to Automate Metadata Management

Mistake: Relying solely on manual updates, which can be time-consuming and error-prone.
Solution: Implement tools or software that can automate routine metadata tasks, such as tagging, updating, and auditing.

Not Integrating Metadata Across Systems

Mistake: Failing to synchronize metadata between different databases or platforms, leading to fragmented or duplicated data.
Solution: Use centralized metadata management systems or APIs to ensure seamless integration and consistency across platforms.

Ignoring Legal and Privacy Requirements

Mistake: Failing to update metadata to reflect changes in legal or privacy regulations (e.g., GDPR, CCPA).
Solution: Stay informed about relevant laws and ensure that metadata complies with privacy standards, including proper tagging for sensitive information.

How can you establish a system to consistently track and update your song metadata and splits to ensure you’re maximizing revenue and protecting your work?