A reliable music catalog separates musical works (compositions) from sound recordings, then links the records—and adds releases if you need to track albums, singles, or editions. An ISWC identifies a musical work; an ISRC identifies a sound recording or music video. Neither replaces the other, and neither is proof of ownership.
1. Decide what your catalog will cover
Start by choosing the records you need to manage. A songwriter or publisher may focus on compositions and rights information. An artist or label may also need to track master recordings, alternate mixes, releases, distributors, and audio-file locations.
- Works: the underlying compositions, such as a song’s music and lyrics.
- Recordings: particular recorded performances or versions of a work.
- Releases: albums, singles, or other editions that group recordings for distribution.
These are distinct identities in music metadata. ISO describes the ISWC as an identifier for a musical work, not its recording: ISO 15707:2022. IFPI’s ISRC guidance covers identifiers for recordings and music videos: Using ISRC.
2. Create separate, linked records
Use a stable internal ID for every work and every recording, even when an official identifier has not yet been assigned. Link records to show which recordings embody which works; one work can be associated with multiple recordings. Add a release record when you need release-level details. This is a practical catalog design, not a universal required schema.
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Work record
- Original title and alternate titles, labeled separately.
- Each composer, lyricist, arranger, translator, or other creator, with the person’s role.
- IPI identifiers when available, and the ISWC when assigned.
- Related-work or version relationships.
- Separately verified ownership shares, territory, effective dates, agreement references, and source documents.
- Verification status and date last checked.
ISWC allocation guidance calls for complete work metadata, including the original title and creators’ IPI name numbers and roles. The ISWC itself does not encode ownership shares. See the ISWC authority’s guidance.
Recording record
- Recording title and artist or contributor credits.
- ISRC when assigned.
- Version or mix label, such as “instrumental” or “radio edit,” when relevant.
- Linked work or works, release association, and release date when known.
- Master-file name, format, duration, and secure storage location.
- Recording rights information and the documents that support it.
IFPI says the first owner normally assigns an ISRC and maintains reference metadata for each code. Recording metadata and rights information are also exchanged in professional workflows; see DDEX’s Musical Works Data and Rights Communication and Recording Data and Rights standards.
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Release record
If release tracking matters to your work, record the release title, format or edition, release date, linked recordings, and distributor or delivery reference. Keep release-level details here rather than treating an album or single as the composition or master recording itself.
3. Mark uncertainty instead of guessing
For every important field, record what is known, where it came from, and when it was checked. Use clear statuses such as confirmed, needs verification, disputed, or not applicable. Leave unknown splits, dates, identifiers, and rights claims unresolved rather than filling them in by assumption.
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This matters especially for ownership: an identifier and metadata exchange can help match records, but do not substitute for contracts or other source documents. Preserve conflicting source values while you investigate them instead of silently overwriting one.
4. Find or obtain the right identifiers
- For a composition: check the relevant rights organization or registration agency for an existing ISWC. Allocation requires complete work metadata; the ISWC authority describes registration agencies and its allocation service at iswc.org.
- For a recording: check the applicable ISRC registration guidance. IFPI says the first owner normally assigns the ISRC and maintains the related reference metadata: Using ISRC.
- In your catalog: store each official identifier on its matching record, alongside your own stable internal ID. Do not put an ISWC in place of an ISRC or infer ownership from either code.
5. Choose a catalog tool that matches your needs
A spreadsheet can work as a starting point for a small catalog if it keeps works and recordings in distinct tabs or tables and preserves their links. A database or catalog-management application may suit a larger or collaborative catalog. There is no established universal product recommendation or catalog-size cutoff in the standards cited here.
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Compare tools against the work you actually need to do:
- Separate work, recording, and—if needed—release records.
- Support for ISWC, ISRC, internal IDs, roles, rights fields, and version tracking.
- Links to source documents and audio-file locations.
- Reliable export, access controls, and backup options.
- A way to preserve change history and identify incomplete or disputed entries.
For audio files or catalog backups, external storage can be useful, but a single drive alone is not a complete backup strategy. Choose a backup approach that keeps more than one copy and protects access to sensitive agreements and rights records.
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6. Reconcile and maintain the catalog
- Compare entries with contracts, registration records, distributor data, and the master files.
- Resolve duplicate records and differences in titles or credits while retaining the original source values and recording the decision.
- Update verification status and the date checked when you confirm or change a consequential fact.
- Keep a dated change log and more than one backup copy.
Keep jurisdiction and role in view
ISWC is an international work identifier, but registration and rights administration involve relevant agencies and organizations. DDEX describes typical exchanges among digital music services, record companies and distributors, rights owners or administrators, and collective organizations.
U.S. Copyright Office regulations identify items such as ISRC, ISWC, creator and ownership information, and catalog numbers in defined U.S. reporting contexts. They are not a worldwide legal checklist. Confirm the rules and agreements that apply to your territory and role in 37 CFR §§ 210.10, 210.27, and 210.31.
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