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Metadata & Royalties 101: How Independent Artists Can Prepare for Global Publishing Partnerships

tthesound

2026-02-09

10 min read

Clean metadata unlocks global royalties. Use this checklist to prep ISRCs, splits, registrations, and masters for partnerships like Kobalt–Madverse.

Hook: Stop Losing Money to Messy Metadata

Independent artists and DIY labels increasingly sign global publishing partnerships (see Kobalt–Madverse in Jan 2026). But sloppy metadata, missing ISRCs, unregistered splits, and incompatible master files still cost creators unpaid royalties and missed syncs. This guide gives a concrete, step-by-step checklist so your tracks are ready to plug into partners like Kobalt–Madverse — and collect everywhere your music plays.

The 2026 Context: Why Now Matters

Recent industry moves — including the Kobalt–Madverse partnership announced in January 2026 — are expanding publishing reach into South Asia and other fast-growing streaming territories. That means more opportunities and more complexity: cross-border collection, neighboring rights in previously under-monitored markets, and faster ingestion pipelines. At the same time, platforms expect cleaner, machine-readable metadata than ever before. If you’re an independent artist or producer, getting metadata and registrations right is now a competitive advantage, not an optional admin task.

How Publishing Partnerships Work (Short Version)

Before the checklist, a quick primer so the tasks below make sense:

Publishing administrators (like Kobalt) collect royalties on behalf of songwriters and publishers globally.
Sub-publishers (often regional partners like Madverse) extend collection into local territories where they have better relationships and datasets.
To collect efficiently, admin systems need clean identifiers: ISRC (recording), ISWC (composition), UPC (release), and accurate splits tied to IPI/PRO identifiers.

Quick Glossary (Keep This Handy)

ISRC — International Standard Recording Code; identifies a specific recording.
ISWC — International Standard Musical Work Code; identifies the composition.
UPC — Universal Product Code for releases/containers.
IPI (also CAE historically) — unique identifier for songwriters and publishers used by PROs.
PRO — Performance Rights Organization (ASCAP, BMI, PRS, IPRS, etc.).
Neighboring rights — rights for performers and sound recordings in some territories (often collected separately).

Top-Line Strategy

Prepare three buckets of work for any publishing partnership or distributor:

Identifiers & registrations — ISRCs, ISWCs, PRO registration.
Splits & documentation — agreed percentages, IPI/PRO numbers, and publisher assignments.
Master & delivery specs — file formats, loudness, metadata tags, and release packaging.

Concrete Pre-Sign Checklist (Per Track)

Run this checklist for every track you plan to include in a partnership or global distribution. Keep a single master spreadsheet or CSV for ingestion.

Track title — standardized spelling; include alternative/translated title if relevant.
Primary artist — consistent artist name across platforms. Avoid special characters that break ingestion systems.
Featuring/Remix credits — explicit, spelled consistently (e.g., “feat. Artist Name” not “ft.”).
ISRC — obtain BEFORE distribution. Use your distributor, your national ISRC agency, or your label. Store the ISRC in your master spreadsheet and embed in the delivered file’s metadata.
ISWC — register the composition with your PRO. In many cases the ISWC is issued when you register the work.
UPC (release) — assign a UPC for the release/album/EP. One UPC per package.
Songwriter & publisher list — full legal names, performing names, IPI numbers, PRO affiliations, and splits (to 4 decimal places if possible).
Producer credits — include full names and roles; if producers get publishing points, make sure splits reflect that.
Release date & territories — confirm any embargoes and geo-restrictions before submission.
Explicit content flag — true/false; some DSPs use it for placement and age gating.
Language code — primary language for metadata and searchability in multilingual markets like India.

Concrete Splits Checklist (How to Avoid Disputes)

Splits are the number-one cause of delayed or misallocated publishing royalties. Use this process:

Agree splits in writing and gather signatures from all parties (email is okay if dated) — use standard templates and clear email threads to avoid disputes (see sample brief & template ideas).
Use a standard format: Song Title | Writer Name | Role (lyrics/melody) | Split (%) | IPI | PRO | Publisher | Publisher IPI.
Confirm all IPI numbers and PRO affiliation — incorrect PRO data can route royalties to the wrong society.
Submit splits to your PRO and publisher admin (if you have one) BEFORE release. If you plan to sign with a publisher, provide splits at contract stage so ingestion is seamless.
For international collaborators, include Romanized and native-script names; include VAT/Tax info if applicable for sync or mechanical payments.

Identifiers: Step-by-Step

ISRC (Recording)

Decide who issues ISRCs: you (label/owner) or your distributor. If you want ownership/control, register for an issuer code through your national ISRC agency.
Assign one ISRC per distinct recording (remixes & alternate edits get new ISRCs).
Embed the ISRC into the master WAV/AIFF metadata and include it in delivery spreadsheets.

ISWC (Composition)

Register the work with your PRO — many PROs generate the ISWC. If you use a publishing admin (Songtrust, Kobalt, etc.), they typically register compositions too.
Record the ISWC in your metadata sheet and provide to your publisher admin.

UPC (Release)

One UPC per release (single/EP/album). Ensure it’s tied to the exact tracklist and artwork you’ll deliver.

Registering With PROs and Collections — Where to Start

Always register with the PRO in your home territory. For global collection, confirm these additional registrations:

Sound recording performance — register the recording with neighboring-rights organizations in territories that collect them (e.g., PPL UK, SoundExchange in the US for digital performance).
Mechanical collection — in the US, ensure your works are registered with the MLC (Mechanical Licensing Collective) if applicable.
International sub-publishers — note where your publishing partner will place sub-publishers; provide local contact details if you have co-writers in those territories (e.g., IPRS in India).

Mastering & Delivery Specs (Practical Requirements for DSPs and Publishers)

Publishers and DSPs expect industry-standard masters. Below are pragmatic specs that cover most partners in 2026:

File format: WAV or AIFF, 24-bit recommended (24/44.1kHz or 24/48kHz). Provide 16-bit 44.1kHz if specifically requested.
True Peak: -1.0 dBTP max to avoid transcoding distortion. Many DSPs will normalize loud masters down and can introduce artifacts if true peaks exceed -1 dBTP.
Loudness: Target -14 LUFS integrated for streaming platforms; keep dynamic range if you want better streaming fidelity and editorial acceptance.
Alternate masters: If you want an Apple Digital Masters/High-Res program, keep a separate high-res master and follow Apple’s specifications.
Stems: Keep separate stems (vocals, bass, drums, keys) if you plan to license stems for remixes or stems-based sync opportunities.
Metadata embedding: Include ISRC, track title, artist, and year in file headers.

Delivery & Folder Structure (Example)

Use a predictable folder that partners can ingest. Example:

  /Release_Name_UPC1234567890/
    /Audio/
      01_TrackTitle_ISRC.wav
      02_TrackTitle2_ISRC.wav
    /Metadata/
      Release_Metadata_UPC1234567890.csv
      Splits_SongTitle.csv
    /Artwork/
      cover.jpg (3000x3000 px)
    /Stems/
      Track_01_Vocals.wav
      Track_01_Bass.wav

Submission Timeline & Best Practices

6+ weeks before release: Assign ISRCs, finalize splits, register with PRO, and upload masters to your distributor.
2–4 weeks before release: Register compositions (ISWCs), confirm publisher admin ingestion, and check pre-save/pre-add workflows (see micro-drop & pre-save strategies).
At release: Monitor ingestion reports from your publisher admin and DSP dashboards for metadata mismatches. Discrepancies are easiest to fix early.

Special Cases & Red Flags

Samples & Covers

If you use a sample, secure clearances BEFORE release. For covers, mechanical licenses are required. Unlicensed samples or covers block sync placements and can prevent publishers from registering the work.

Remixes

Remixes are new recordings and need new ISRCs. Decide how splits and publishing points are handled between original writers and remixers before release.

AI-Generated Content

Post-2025 rulings and platform policies mean you must be explicit about AI usage. Note contributors, whether AI assisted, and ensure any sampled model training data was licensed. Publishers and DSPs increasingly require disclosure for rights clarity — see guidance on safely building local AI tooling and sandboxing to document provenance (building a desktop LLM agent safely) and the growing policy landscape that affects attribution and compliance (Europe’s evolving AI rules).

Budget Guide: How Much Will This Cost You?

Costs vary. Here’s a practical ladder based on 2026 pricing trends:

DIY (Free–$50): Register with your national PRO (usually free), use your distributor to issue ISRCs, and handle split sheets yourself. Best for very small catalogs.
Budget Admin ($50–$300/year): Services like Songtrust or similar publishing admin providers charge per-work fees or annual plans and can register works globally. Good for artists who want automation without signing away rights.
Pro Admin / Publisher (10–20%): Full publishing administration deals can be cost-effective if they offer strong territory coverage and sync placement. Expect 10–20% administrative fees; advances may be available for select catalogs.
Funding tip: If budget is tight, look at micro-grant programs and rolling calls to cover admin costs and delivery (see practical approaches to monetizing small grants and calls for creators: micro-grants playbook).

Checklist PDF (Copy & Paste Template)

Use the following CSV column headers for your master metadata file — this is exactly what publishers and sub-publishers will ask for:

  Track Title,ISRC,ISWC,UPC,Release Date,Primary Artist,Featured Artists,Songwriter Name,IPI,PRO,Publisher,Publisher IPI,Split %,Producer,Master File Name,Language,Explicit,Genre

Case Study: Indie Collaboration across India & UK (Practical Example)

Scenario: You (London-based songwriter) co-write with a producer in Mumbai and plan to release through Madverse with Kobalt admin.

Get ISRCs locally or via your distributor — assign an ISRC per recording and embed it.
Agree splits: 50% writer A (UK), 50% writer B (India). Collect both IPIs and note PROs (PRS and IPRS) in your split sheet.
Register composition with PRS (writer A) and send splits to Kobalt/Madverse for admin ingestion; Kobalt’s global network will sub-publish to IPRS territory via Madverse, but they need accurate IPI/PRO data to route collections (see regional collection notes).
Deliver masters at 24-bit/44.1kHz, -1 dBTP, and include stems for potential regional remixes.

Practical tip: If you have international co-writers, have each person register the work with their local PRO and send proof of registration to your publisher admin. That speeds collection.

Advanced Tips for Maximizing Royalties

Keep your metadata consistent across all releases — one spelling variation breaks matching algorithms.
Use unique email addresses for each publishing/payout account — avoid shared inbox confusion.
Monitor statement data monthly for missing matches and file claims quickly.
For catalog owners, consider registering ISRCs and ISWCs in bulk via your admin to save time and reduce errors.

Final Checklist (One-Page Summary)

Assign/Embed ISRC for each recording
Register composition with PRO (get ISWC)
Agree and document splits with IPI/PRO numbers
Provide publisher/publishing admin with CSV of metadata
Deliver masters: 24-bit WAV, -1.0 dBTP, ~-14 LUFS target
Get UPC for the release and high-res artwork (3000x3000 px)
Register for neighboring rights where applicable
Keep a backup of all signed split sheets and registration receipts

2026 Predictions: What to Watch

Expect faster metadata ingestion, more regional sub-publishing partnerships (like Kobalt–Madverse), and stronger enforcement around AI provenance. Platforms will reward clean metadata with improved playlisting and faster royalty matching, so the admin work pays off directly in 2026 and beyond.

Actionable Takeaways

Do this week: Create your master metadata CSV and register any unreleased tracks with your PRO.
Do this month: Assign ISRCs for upcoming releases and agree splits in writing for all collaborators.
Do before signing with a publisher: Provide clean metadata and registered ISWCs/ISRCs — this avoids ingestion delays and ensures full global collection.

Call to Action

If you want a ready-to-edit checklist and templated split-sheet CSV, get our free download and a one-page metadata template tailored for Kobalt–Madverse-style sub-publishing workflows. Sign up for our newsletter or contact us for a personalized metadata audit — fix one issue now and start collecting royalties you already earned.

thesound

Contributor

Senior editor and content strategist. Writing about technology, design, and the future of digital media. Follow along for deep dives into the industry's moving parts.