Metadata and Rights: Preparing Your Work for Global Publishing Deals (Checklist for Musicians)

Stop Losing Royalties: The Essential Pre-Deal Checklist Musicians Need Before Partnering With Global Publishers

Are you about to pitch a catalog to a global publisher like Kobalt but unsure your paperwork and metadata won’t cost you money or control? You’re not alone — creators still lose revenue because of missing IDs, messy splits, or unregistered rights. This guide gives a practical, step-by-step checklist — and the 2026 industry context — so you show up ready and professional.

Why this matters now (2026)

Global publishers doubled down on acquisition and administration partnerships in late 2025 and early 2026. Kobalt’s January 2026 partnership with India’s Madverse is a clear example: publishers now expect creators and regional partners to supply clean, machine-readable metadata and legally documented splits before onboarding. Real-time reporting tools and AI-matching systems reward completeness, while gaps trigger delayed or misallocated royalties.

Clean metadata isn’t optional — it’s the price of admission to modern publishing admin networks.

Quick checklist — the one-page readiness summary

• Catalog audit: list every song with versions (radio edit, instrumental).
• Identifiers: ISRC for masters, ISWC for compositions, UPC for releases.
• Writer and publisher IPI/CAE numbers (or local equivalent) for everyone credited.
• Split agreements: signed split sheets or digital splits in a standard format (DDEX ERN-ready).
• PRO/CMO registration: all writers registered with a Performance Rights Organization and shares listed.
• Mechanical and digital rights: registrations with MLC (US) or local mechanical agencies.
• Neighboring rights: performer and featured artist registrations where applicable.
• Master ownership proof: contracts showing who controls the master.
• Release metadata: consistent artist names, composer credits, ISRC/UPC in your release metadata package.
• Revenue history: streaming and sync income statements, if available.

Deep dive: What publishers like Kobalt actually check

Global publishers evaluate catalogs on two levels: the legal chain (who owns what) and the data chain (how easily systems can route royalties). Fixing both increases your odds of a clean deal and faster collection.

1. Metadata: the technical glue that routes royalties

Metadata is more than song titles. In 2026, platforms and publishers rely on richer, standardized metadata (DDEX ERN/EP6+ shapes) to match works across systems and territories. When you submit a catalog, be prepared with a machine-readable export or spreadsheet containing:

• Track title and version
• Primary artist name and credited featuring artists (use canonical forms)
• ISRC (master identifier)
• ISWC (composition identifier) — or note if you’re awaiting assignment
• UPC/EAN (release identifier)
• Writers and their exact sequence as credited
• Publisher names and IPI/CAE numbers
• Split percentages (writer / publisher split for each writer)
• Language, territory, and genre tags

Pro tip: maintain a single canonical spreadsheet and export as CSV/JSON for ingestion. Publishers prefer DDEX-compliant feeds; if you can generate an ERN-ready file, mention it in your pitch.

2. Identifiers: ISRC, ISWC, UPC explained and where to get them

ISRC identifies the master recording. Labels or distributors often supply ISRCs; if you’re independent, get them through your national ISRC agency or via your distributor. Assign one ISRC per unique recording (not per upload).

ISWC identifies the musical composition. ISWCs are typically issued by a writer’s PRO (e.g., PRS, ASCAP, BMI, SOCAN) when you register a work. If you haven’t registered, do it before contacting a publisher — it speeds up international collection.

UPC / EAN ties a release (album/EP/single) together. Your distributor supplies UPCs, and publishers want to match releases to compositions for sync and streaming revenue reconciliation.

3. Royalty splits and split sheets — the legal heart

Split confusion is the number one cause of revenue withheld by publishers and collecting societies. Publishers need clear documentation that proves who owns what percentage of the composition and who represents the publisher share.

1. Use a standardized split-sheet template. Include song title, writer legal names, artist names, share percentages, date, and signatures (digital or physical).
2. Record IPI/CAE numbers for each writer. If a writer doesn’t have one, note the government ID and PRO application status.
3. Maintain a version history: when splits change (e.g., post-collaboration), keep a dated and signed amendment.

Legal tip: publishers trust signed agreements. Electronic signatures (DocuSign, Adobe Sign) are widely accepted, but confirm the publisher’s preference during negotiations.

4. PRO / CMO registration and global collections

Register each writer and publisher share with their local PRO or CMO. In 2026, publishers expect writers to be registered before a catalogue transfer because automated matching accelerates cross-territory collection via sub-publishers and partners (e.g., Kobalt + Madverse).

Checklist for PRO registration:

• Writer legal name vs stage name documented
• Banking and tax forms up to date in PRO portals
• Correct share splits registered for each work
• Performance and broadcast samples uploaded when required

5. Mechanical rights and The MLC (United States)

Mechanical royalties for interactive streams and downloads are a major revenue stream. In the US, The Mechanical Licensing Collective (MLC) continues to expand its matching capabilities in 2026. Ensure your works are included in MLC’s database or registered via a publisher or admin to avoid unmatched mechanicals.

If you control publishing rights, you can register works with the MLC directly or through your publisher; confirm who will handle mechanical claims in any deal memo.

6. Neighboring rights and master performer registration

Neighboring rights (performance of master recordings) are collected by local collecting societies and by specialist neighboring-rights administrators. If you’re a featured artist or session musician with line-item shares, register with a neighboring-rights agency in your home territory and consider global neighboring-rights platforms.

7. Master ownership and licensing clarity

Publishers will ask: who owns the master? If you own masters and only grant publishing administration, ensure your master-license terms are clearly stated. If a publisher’s offer includes master acquisition or 360 components, get legal counsel and document the tradeoffs.

8. Catalog health audit: data you must bring

Prepare this packet for publisher review:

• Compact catalog spreadsheet (title, ISRC, ISWC, release date, writer/publisher splits)
• Revenue summary by track (streams, sync fees, mechanicals, neighborings) for last 24 months
• Sync licenses in hand (examples of licenses or placements)
• Active agreements that might restrict publishing deals (exclusive licensing, prior transfers)

9. Delivery formats and DDEX compliance

Kobalt and peers use automated ingestion pipelines. Provide metadata in accepted machine formats (CSV for initial review; DDEX ERN/MessagePack for ingestion if you can). If you can’t produce DDEX files, export a normalized CSV with all fields mapped to DDEX equivalents.

10. Red flags and negotiation checklist

Watch for clauses that could harm future earnings or control:

• Length of admin term and automatic renewals
• Advance recoupment vs non-recoupable admin fees
• Grant of exclusive rights to sub-publishers without approval
• Audio fingerprinting and data access — insist on access to royalty reporting portals

Ask for a sample reporting statement and SLA for royalty payments. Reputable publishers now offer near-real-time portals — demand access.

Step-by-step workflow: Preparing a catalog in 6 weeks

Use this timeline when targeting global publishers. Adjust for catalog size.

Week 1: Inventory & identifiers

• Create the canonical spreadsheet: title, artist, ISRC, ISWC placeholder, UPC, release date.
• Request or register ISRCs for unrated masters.
• Collect PRO/CMO IPI numbers from writers.

Week 2: Split documentation

• Produce and sign split sheets for every work.
• Digitize signed documents and store them in a secure folder (Cloud with versioning).

Week 3: PRO/MLC registrations

• Register or update works with writers’ PROs and the MLC (if US mechanicals apply).
• Confirm share percentages are reflected accurately in each portal.

Week 4: Revenue & rights audit

• Pull royalty statements from distributors and aggregators for the past 24 months.
• Compile sync license copies and master ownership documents.

Week 5: Metadata polishing

• Normalize artist name usage, composer credits, and genre tags.
• Create final CSV/DDEX mapping sheet for publisher ingestion.

Week 6: Pitch packet & legal prep

• Assemble the packet: cover sheet, catalog spreadsheet, key revenue lines, sample split sheets, and contact list.
• Get a lawyer to pre-scan potential contract terms you expect to negotiate (admin vs full-publishing, advances, territory).

Examples & templates (what to output)

Make these deliverables available in your pitch:

• Canonical CSV: one row per recording, with columns for ISRC, ISWC, composer names, composer IPI, publisher name, publisher IPI, writer% and publisher%, UPC, release date
• Signed split-sheet PDF per song (or a consolidated split register with signatures)
• A short catalog summary PDF (top 10 tracks + revenue highlights)
• Access to a cloud folder with master contracts and sample sync licenses

2026 trends to lean into

Here’s what smart creators are doing in 2026 to make catalogs more attractive:

• Richer rights metadata: adding localized language credits, sample-clearance status, and ISNI/ORCID for cross-disciplinary collaborators.
• Realtime reporting expectations: publishers now offer APIs or portals — insist on data access clauses.
• Regional partnerships: global publishers use local partners (Kobalt + Madverse example) to unlock territories fast — ensure your regional registrations and tax forms are ready.
• AI-assisted matching: more accurate matching reduces unpaid royalties if you provide authoritative metadata.

Common pitfalls and how to avoid them

• Missing ISWC: register immediately with your PRO to avoid unmatched composer royalties.
• Unclear splits: create and store signed split sheets. Reconstructing splits after the fact is slow and expensive.
• Different artist name variants: pick a canonical artist credit and use it everywhere.
• Assuming the publisher will fix your metadata: publishers prefer clean data — don’t hand them a messy spreadsheet and expect a miracle.

Negotiation checklist when a publisher expresses interest

1. Clarify the scope: administration vs exclusive publishing vs full catalog acquisition.
2. Ask who will register works with PROs and the MLC (you or the publisher).
3. Request sample royalty statements and API access details.
4. Confirm recoupment terms for advances and who covers sub-publisher fees.
5. Keep a clause for metadata ownership and access to your own catalog data.

Case study: How a clean catalog closed a faster deal in 2026

In late 2025, an independent composer submitted a 40-track catalog to a major publisher. Because they had:

• ISRC and ISWC for every track
• Signed split sheets and IPI numbers
• Two years of revenue statements and active PRO registrations

The publisher processed ingestion in two weeks and offered an admin deal with a two-week onboarding timeline. The difference was metadata: clean data reduced manual audit time and unlocked faster worldwide collection.

Final checklist — printable summary

• Inventory all works and versions
• Assign/collect ISRCs, UPCs, ISWCs
• Get and record IPI/CAE numbers
• Create signed split sheets for each composition
• Register works with PROs and MLC (where applicable)
• Compile revenue statements and sample sync licenses
• Normalize metadata and prepare DDEX/CSV for ingestion
• Secure legal review before signing any publishing agreement

Actionable takeaways

• Start your catalog audit now — publishers reward readiness with faster onboarding.
• Fix splits before you pitch. Signed splits are more valuable than promises.
• Invest a few hours in learning DDEX basics — it pays off when negotiating admin deals.
• Insist on data access and transparent reporting in any deal memo.

Resources & tools (2026)

Tools that speed preparation in 2026:

• Metadata managers (catalog CSV templates with DDEX mapping)
• Digital signature tools (DocuSign, Adobe Sign)
• PRO portals for registrations (ASCAP, BMI, PRS, etc.)
• MLC portal for US mechanicals
• Neighboring-rights collection services and global admin portals (publisher APIs)

Closing thoughts

Global publishers like Kobalt are building faster, tech-driven networks by partnering with regional specialists and demanding cleaner data (the Kobalt–Madverse partnership in early 2026 is a reminder). If you want your catalog to be competitive, treat metadata and rights admin as part of your craft. Clean data unlocks royalties — and lets you focus on writing the next great song.

Ready to get your catalog deal-ready? Start with the checklist above, then export your canonical CSV and schedule a 30-minute metadata review with a publishing admin or lawyer before you pitch. The smallest correction today can save months of unpaid royalties tomorrow.

Call to action

Download our free, printable Catalog Prep Checklist for Publishers and join our creators’ group for a live Q&A on preparing catalogs for global publishers. Click to join — and bring your spreadsheet.

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