developermetadataarchive

Archiving your content safely: metadata, publishing rights and backups (informed by Kobalt’s global reach)

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2026-01-27

10 min read

Build a rights-safe archive for video and audio: practical metadata, publishing rights and backup steps creators and devs can use in 2026.

Stop losing money to bad metadata: build a rights-safe archive for video and audio in 2026

Creators and publishers repeatedly tell us the same things: assets scattered across drives, weak or missing metadata, unclear publishing rights, and backups that fail when you need them most. The result is lost royalties, blocked uploads, and painful audits. This guide gives you a practical, developer-friendly blueprint for building a robust archive of video and audio with correct metadata, reliable publishing rights management, and industry-grade backup practices — informed by how major publisher-administrators (for example, Kobalt’s growing global network) expect royalty metadata to arrive.

Quick takeaways (read first)

Metadata wins royalties: accurate ISRC/ISWC/IPI/splits and publisher IDs are how publishing houses like Kobalt locate and collect earnings.
Standards matter: adopt DDEX-friendly schemas, ID3/XMP/BWF embedding, and a JSON manifest per release for APIs and automation.
Backups that survive: 3-2-1 rule, checksums, versioning, and periodic fixity checks — automate and log everything.
Developer APIs: model ingest pipelines around machine-readable manifests, webhook acknowledgements, and reconciliation reports from publisher partners.

Why this matters in 2026

By 2026 the industry expects machine-readable, granular rights metadata at scale. Publisher-administrators have expanded global reach — for example, Kobalt’s 2026 partnerships (such as the strategic deal with India’s Madverse) underline how publishers now demand territory-aware metadata and local sub-publisher mappings to credit creators and route royalties. Platforms and collective management organisations (CMOs) increasingly require richer metadata to process claims quickly; poor metadata slows payments or causes mis-allocations.

In short: if your archive doesn’t speak the language of publisher admins and DSPs, it won’t get paid accurately — or on time.

Core concepts you must nail

1. Identifiers and royalty metadata

To be clear, these identifiers are non-negotiable when your archive is intended to feed publishers or DSPs:

ISRC — recording-level identifier (essential for sound recording royalties)
ISWC — composition-level identifier (crucial for publishing royalties)
IPI / CAE — songwriter and composer IDs
Publisher IDs — publisher administrator IDs (e.g., the identifier your publishing partner uses)
Split / share data — explicit percentages for each songwriter/publisher; modern publishers require machine-readable splits
Territory and license type — where rights are granted and whether they are mechanical, sync, or performing rights
Cue sheets — for broadcast sync usage and TV/film placements

2. Metadata standards and containers

Choose standards that are interoperable with publisher systems and developer workflows:

DDEX ERN (Electronic Release Notification) — industry-standard XML/JSON for release-level metadata exchanges between distributors, DSPs, and publishers. Even if you don’t send DDEX directly, modeling your manifest similarly reduces mapping work.
ID3 for MP3s and XMP for video and image assets — embed core fields so metadata survives copying.
BWF (Broadcast Wave Format) and iXML for audio masters with embedded metadata.
BagIt or a simple ZIP with a signed manifest — package media + JSON manifest + checksums for transfers and API ingest. See the PocketLan and PocketCam workflows for field transfer examples in field reviews.

3. Rights and publishing terminology (practical definitions)

Publishing administration — the service that registers compositions, collects and distributes publishing royalties; Kobalt is an example of a large global admin.
Sub-publisher — local partner handling rights in a specific territory (common in deals that expand reach to markets such as South Asia).
Mechanical rights — reproduction; performance rights — public performance; sync licenses — synchronization with visual media.

Practical archive model — what to store and how

This is an operational model you can implement today. It separates the concerns of masters, deliverables, and metadata manifests.

Folder and file layout (recommended)

/{catalogue_id}/
  /{release_slug}/
    /masters/
      artist - title - take.wav
    /deliverables/
      artist - title - 192kbps.mp4
      artist - title - 320kbps.mp3
    /metadata/
      release.json
      track-01.json
      checksums.sha256
      rights.csv

Key guidelines:

Use a catalog ID (immutable) rather than only human-readable titles — titles change, IDs don’t.
One JSON manifest per release and per track so APIs can ingest and reconcile at fine granularity.
Embed minimal metadata in the master file (BWF/XMP) so the asset and manifest are resilient to separation.

File naming best practices

Consistent naming reduces errors in automation and human searches. A simple canonical pattern works well:

ArtistName__ReleaseYear__CatalogID__TrackNumber__Title.ext

Example: NovaJones__2026__KBT-000123__01__MidnightTalks.wav

Recommended metadata fields (track-level JSON)

{
  "catalogId": "KBT-000123",
  "trackNumber": 1,
  "title": "Midnight Talks",
  "artists": [{"name": "Nova Jones", "role": "primary", "ipi": "000000000"}],
  "isrc": "GB-A1Z-20-00001",
  "iswc": "T-123.456.789-0",
  "composers": [{"name":"A. Writer","ipi":"000000001","share":50}],
  "publishers": [{"name":"ExamplePub Ltd","id":"PUB-12345","share":50}],
  "splits": [{"entity":"A. Writer","share":50},{"entity":"ExamplePub Ltd","share":50}],
  "territories": ["GB","IN"],
  "rights": {"type":"publishing","status":"administered","administeredBy":"Kobalt"},
  "fileReferences": [{"path":"/masters/NovaJones__2026__KBT-000123__01__MidnightTalks.wav","sha256":"..."}]
}

Integrations and developer patterns

Design your archive for automation. That means predictable manifests, webhook-friendly ingest endpoints, and reconciliation reports. Here are developer-ready steps.

1. API-first ingest

Expose an endpoint where your CMS or DAM can POST a release manifest and receive back an ingest ID. Building responsible, provenance-aware data bridges is covered in responsible web data bridges.
Validate required fields: ISRC, ISWC (if composition exists), splits, publisher ID, masters path, and checksums.
Return clear validation errors with error codes so a UI or workflow automation can fix and retry.

2. Use webhooks for publisher acknowledgements

When you submit to a publisher partner (or a distribution partner), expect asynchronous responses. Implement webhooks for:

Receipt acknowledgements
Registration updates (e.g., ISWC assigned)
Reconciliation statements and payment notices

3. Reconciliation and fixity

Automate periodic reconciliation between your archive and partner reports. Use checksums to verify file integrity; store the checksum algorithm and value in the manifest and log each fixity check with timestamps and operator IDs.

How publisher partners like Kobalt expect royalty metadata (practical notes)

Publisher-administrators process thousands of registrations daily. From practical conversations across the industry and observing recent 2025–2026 trends, partners require:

Exact splits by percentage with validated writer/publisher IPI/CAE numbers.
Local sub-publisher mapping when rights are administered in a different territory — e.g., Kobalt’s partnerships to extend reach into South Asia mean metadata must include territory flags and sub-publisher IDs (Madverse in India is an example of a local partner working through a global admin).
Machine-readable cue metadata for any published synch uses (timecodes, usage type, production details).
Provenance data — who delivered files, when, and the originating catalog ID.

Design your manifest to include explicit fields for all of the above. When in doubt, include extra structured fields rather than long free-text notes.

Backups: policies and practical implementation

3-2-1 is table stakes

Keep at least three copies of data, on two different media types, with one copy offsite. Examples:

Primary: On-prem NAS with regular snapshots.
Secondary: Cloud object storage with versioning (S3 with versioning + lifecycle rules).
Tertiary: Cold archive (LTO tape stored offsite or an S3 Glacier Deep Archive vault).

Fixity, rotation and checksums

Every archive must run automated fixity checks. Recommended pattern:

Compute and store SHA-256 for each file during ingest.
Daily or weekly fixity job: re-calc and compare; log results.
Alert on mismatch and initiate restore from a healthy copy.

Retention, encryption and key management

For compliance and security:

Encrypt at rest with key rotation; manage keys centrally (KMS). For infrastructure security and transport considerations, see zero-downtime release and quantum-safe TLS practices.
Define retention policies per content category (e.g., masters: indefinite; promotional clips: 3–5 years).
Document deletion workflows — use tombstones and delayed purge to avoid accidental loss.

Case study: from creator to publisher — a flow inspired by Kobalt’s expansion

Scenario: An independent composer in UK partners via a local label to deliver a collection of tracks for global distribution. The label’s archive must feed Kobalt (or any global administrator) with high-quality metadata so royalties are not lost.

Steps

Assign a persistent catalog ID for the release. Use a spreadsheet-first datastore or a simple mapping table to track provisional IDs and assigned identifiers.
Produce masters as BWF/WAV and embed basic XMP/BWF fields (title, artist, catalog ID).
Create a release-level JSON manifest matching DDEX-like structures (include ISRCs, ISWCs, writer IPIs and publisher IDs). A good reference for building robust API manifests and bridges is responsible web data bridges.
Run automated validation: missing ISWC or invalid IPI triggers a QA ticket. Engineering patterns for cost-aware and defensive validation are discussed in engineering operations guides.
Package as BagIt with checksums and POST to the publisher admin ingest API or SFTP endpoint (field-transfer patterns and microserver workflows are examined in the PocketLan/PocketCam review).
Receive webhook confirming receipt; await registration updates (ISWC assignment, split acceptance).
Store confirmation and reconciliation reports in your archive for audit trails.

Because Kobalt and its partners are increasing focus on territories like South Asia (see 2026 partnership trends), it’s critical to include territory-level licensing and any sub-publisher agreements when you send metadata. This reduces rework and accelerates payments in those markets.

Troubleshooting common issues

Missing ISRCs or ISWCs

If registration systems reject a deliverable for missing identifiers, automate a pre-flight check and route the track for assigned ISRC/ISWC application. Keep a mapping table that links provisional catalog IDs to assigned identifiers once they arrive (spreadsheet-first approaches are useful; see field report).

Split disagreements

Keep versioned split records and require digital sign-off from all parties before registering to a publisher. Store the signed agreement PDF in the release folder and reference it by checksum in the manifest.

Damaged files discovered during fixity

Automatic restore from the second copy, then quarantine the damaged version. Maintain an audit trail and notify stakeholders. If the damaged file was the only master, escalate to content creators for a new master creation process.

Advanced strategies and 2026 trends

Granular usage data: platforms and publishers increasingly want per-second usage data — design your metadata model to accept timecode-based usage logs and cue sheets.
Machine-readable licenses: projects in 2025–2026 accelerate the use of standardized license URIs and SPDX-like models for audio/video rights. Embed license URIs in manifests.
Localized admin layers: as publishers like Kobalt partner with regional players (e.g., Madverse in India), support sub-publisher mapping and localized contract references in your manifest.
Immutable audit trails: some teams experiment with content-addressable storage and Merkle proofs for tamper-evident archives — useful for high-value catalogues and audit-heavy publishers. Decentralised identity and tamper-evidence patterns are discussed in interviews about DID standards.

Checklist: implementable steps in the next 30 days

Define a canonical catalog ID strategy and rename current masters accordingly.
Create a JSON manifest template with required royalty metadata fields (ISRC/ISWC/IPI/publisher ID/splits/territories). Need a sample manifest? Download templates and guides for building API-ready manifests in the responsible web data bridges resource set.
Set up an automated pre-flight validator that enforces required fields before any delivery. Engineering checklists and cost-aware validation patterns can be found in the engineering operations playbook.
Configure a 3-2-1 backup pipeline with SHA-256 checksums and scheduled fixity runs (see backup workflows for patterns and retention ideas).
Document submission workflows for your publisher partners including expected webhook and reconciliation formats.

Final notes on trust and compliance

Accuracy in metadata is both a technical and legal responsibility. Keep contract copies, signed split confirmations, and proof of delivery for every registered work. Publishers like Kobalt act on the metadata you supply — if you provide clear, validated, and machine-readable metadata, payments and claim processing are faster and more accurate.

Resources and starter templates (developer friendly)

Sample track JSON manifest (use as a schema basis) — available via the responsible web data bridges resource pack.
BagIt packaging guide and simple BagIt CLI examples (field-transfer patterns are discussed in the PocketLan/PocketCam review: PocketLan/PocketCam workflow).
Checksum scripts (sha256) and fixity scheduler examples (cron + serverless).
Suggested DDEX mapping checklist to align your manifest with distributor/publisher exchange formats.

Conclusion & call to action

In 2026, archiving is not just about storing files — it’s about making your catalogue dependable, auditable, and revenue-ready. Accurate metadata standards, correct royalty metadata, and disciplined backup processes turn your archive into an asset that pays. Start by standardising identifiers, building machine-readable manifests, and automating fixity and reconciliation with your publisher partners.

Ready to upgrade your archive? Download our free JSON manifest template and checksum toolkit, or contact our developer team for a 30-minute audit of your current metadata model. Ensure your next delivery is paid, traceable, and future-proof.

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