Choose a manageable first batch

Pick ten recordings, one project or one label period. Keep a copy of the original documents before editing a working spreadsheet. Mark unknown fields as unknown rather than filling them with assumptions.

Separate recording-level information from release-level information. A compilation, reissue or differently named release can make a title-only list difficult to follow.

Record these ten things

  1. The exact track title.
  2. The version: original, live, edit, remix or another description from the source.
  3. The artist name as credited at the time.
  4. The release title and approximate release date.
  5. The label or distributor shown on the paperwork.
  6. The ISRC, if already known, and where you found it.
  7. Your actual contribution or role.
  8. The source supporting that role.
  9. Any existing society or representative reference.
  10. The next question, with a person or organisation to ask.

This is Encore’s suggested research worksheet, not a mandatory registration form. Follow the relevant organisation’s own requirements when submitting information.

Distinguish “uploaded” from “registered”

PPL’s bulk repertoire guidance distinguishes imported data, rejected or failed records, and recordings submitted to its database. That is a useful reminder to check the outcome of an import, rather than assuming that sending a file completed every step.

For your own review, note the source system’s actual status and retain the receipt or reference. Do not label a rejected record as a confirmed royalty loss.

Triage the gaps

Give each row a practical next step: confirm the recording, obtain a missing document, ask about a performer link, or check an existing statement. Keep different currencies and payment periods separate if you later add financial information.

Start with rows where the next action is clear. Preserve disputed information without taking sides or changing ownership fields. Where the question concerns an agreement, use the agreement and appropriate professional advice rather than a catalogue guess.

Read our ISRC guide if recording identifiers are the main gap, or ask Encore about a review.

Sources & further reading

Sources checked 28 September 2026. Follow the relevant organisation’s current guidance for your circumstances.

This guide explains a practical starting point. It is not an account-specific finding, proof of royalties owed or authority to make a claim. Encore is independent of the organisations referenced. Our editorial approach.