Keeping track of your music

[remmet]

I wonder how the more organized among you keep track of which libraries represent which pieces of your music. With lots of music distributed among several libraries, both exclusive and non-exclusive, with some libraries re-titling the pieces, it's reached the point where a solid method for keeping things organized has become essential.

I imagine some sort of database would do the job - Excel perhaps? Any other suggestions?

Thanks.

Richard

[jdhogg]

openoffice at www.openoffice.org/ because its free! I use it for all my excel type work.

Makes me wonder if there would be a demand for this functionality within an musicians website or better kept separate in excel?

[Russell Landwehr]

Hi Richard.

I use Excel, but I not up to a volume of works yet. Still just tracking submissions and returns and forwards and stuff. I also keep the metadata info in the same sheet. But lately I've been feeling UN-organized. It seems like Matto and Mazz and CaseyH and bigbluebarry would have some kind of system in place to keep track of this stuff. Wouldn't it be funny if it was physical papers and folders in a filing cabinet?

I'm wondering how hard it would be to set up a database for this using Microsoft Access (I've never used Access) or the database of OpenOffice. hmmmmm...

[kclements]

I have two ways of staying organized. I use a spreadsheet and I organize the files on my hard drive.

In the spreadsheet, I list the library, running time, genre, tempo (bpm), keywords...as much metadata as I can. The first two cells are My Title and Re-Title - so I can always see/compare what happened to the track. I subscribe to the every track is exclusive philosophy, so I don't have any tracks with more than 2 names. Third cell is the library name so I can always sort on that cell and see how many and which tracks are with that library. I always use the same abbreviation for each library i.e. Kayle's Magic Library becomes KML - makes sorting easier

Also, I color code the cells. No color=the track hasn't been sent anywhere, blue=a signed track, green=a track that was sent in, but waiting for approval, red=the track was not accepted into a library. In this case, I keep the re-title cell empty, keep the library cell with where it was sent, and keep the whole row red. That way, I know I sent this track to that library, they didn't want it, so I can send it to another. Also, it keeps me from re-sending the same track, and I can see at a glance my "luck" with any particular library.

On the hard drive side - I don't do any re-titling. I keep each project in their own folders. Within that folder I have folders for Mixes and Final Audio. Final audio would be any alt versions, stingers... and different formats MP3, M4A, WAV, AIF...

When I project is finished and sent to a library, I move the whole project folder to another folder called Waiting. This way I can see at a glance how many tracks are waiting approval without opening the spreadsheet.

Once approved, the folder gets moved to an Finished folder. At this point, I append the library name to the folder (i.e. KML-My Great Track), this way I can see who the track is signed with. I use to color code the folders too, but I stopped once I put the library name at the front. Now, if I sort by name, I can see all my tracks in each library. This is great if they call and want a new edit.

Eventually, the older track folders get archived and removed from my working files hard drive to save space and keep things tidy.

That's my method - wow, that is a long post, sorry about that. Hope it helps.

Cheers -
kc

[Casey H]

Hi Richard.

I use Excel, but I not up to a volume of works yet. Still just tracking submissions and returns and forwards and stuff. I also keep the metadata info in the same sheet. But lately I've been feeling UN-organized. It seems like Matto and Mazz and CaseyH and bigbluebarry would have some kind of system in place to keep track of this stuff. Wouldn't it be funny if it was physical papers and folders in a filing cabinet?

I'm wondering how hard it would be to set up a database for this using Microsoft Access (I've never used Access) or the database of OpenOffice. hmmmmm...

Actually, I'm terribly unorganized and most of it *IS* physical papers in a filing cabinet or emailed scanned contracts SOMEWHERE on my computer. The music tracks themselves are stored in one "songs" folder on my computer with sub-folders having names like "Song A - THIS is the real final, ignore the others"...

Fortunately, my total track count is small enough that I can still get away with this but better organization would definitely help!

It WOULD be a good idea to keep an Excel spreadsheet for everything-- titles, re-titles, libraries, exclusive vs. non-exclusive, etc... I recently started a spreadsheet for "a la" references of my tracks so I don't have to re-think that on every new library submission.

Casey

[Cruciform]

I have a fairly basic spreadsheet setup. Just has library, title + additional edits and lengths. Once upon a time, I also included submissions but stopped doing that
because it didn't seem to add any value.

Additionally, I have a few spreadsheets with metadata for a couple of libraries. I'm very unorganised with md because it bores the hell out of me.

[jazzstan]

Tips from a Jedi-class Excel user:

SETUP: Excel has a preferred way of having data structured, that "fits" the other tools available. You want to have a contiguous "block" for your data:
- Make sure your table's first row has a meaningful descriptions at the top of each column.
- Make sure you have at lease one column that is filled in to the bottom of where you think the data will go. I strongly recommend you make your left-most column be "SEQUENCE" .. I use the description as SEQ to keep it narrow. It let's you put everything back where is was.. which can be a lifesaver!

HINT #1: for sequence, to autofill a column of numbers, but "1" in the first column. Starting with that cell, paint the range you want to fill I hold down the shift key and use pgdn or down-arrow keys... faster than mousing. Press ALT+E and then release; then press the letter I and then S, and then enter. This is key command for edit, insert, series. If it doesn't behave, make sure the first number's cell format is a number format, and not text.

HINT#2: control: I always add a predefined "last" row. I give it sequence #999 or similar, and fill in all fields with "=======", so it's easy to see the end point. (and will speed up some of the following tasks).
- why do this? in the future if you have to add rows, add them above the 999 line (and fill in the sequence) and all other references to this table will know what you did. (e.g. cell reference, sums, pivot tables, etc)

HINT#3: make sure there is at least one blank row below and to the right of the table. I always start my tables in row 5 and leave a blank above it, so I can do quick totals and counts at the top of the range.

NAVIGATION HINT #1: This will come in handy later. Go to your options, advanced .. and near the end of the list is "Lotus compatibility" is a check box for "Transition navigation keys". Check this box. This can be the big help in moving around your worksheet quickly. To be revealed in the next item:

QUALITY CONTROL and SPEED; If you have a column / data element that will be "in-common" for much of the data, for example: library name, then use the "Data Validation" function to create your own drop-down boxes. There are several ways to set that up to be easy and manageable. I'm not a great speller, so having the list consistent makes the best of sort and other functions.
-First you have to create your list: let's say it is for Library Name. In older versions of excel this list has to be on the same page as your data table. Create your list and then add three or four "filler" characters (e.g. ~) so you can easily add new things to the list.
- Select the range: In your data table, go to the column for "Library Name" (or whatever field) and go to the cell right below the name. Hold down the shift key, press end and then then down arrow and then the up arrow. It will take you to the row just above the bottom row (aka 999).
- With the range selected, go to the menus: Data / Data Validation / Settings / Allow: (and select "LIST"). In the Source box, use the little box at the right to select/paint the range where you created the list of library names. The press OK.

Now each cell in that column will allow you to choose a name from the "list".

FILTER: Go to the top row of your data. ( The "home" key works great). ALT+D then F and F, will turn on the "data filter." The same key command will turn the filter function off, which is faster than de-selecting items.

NAVIGATION HINT #2. With the transitional navigation keys on (you did that, right?) you can "surf" the data. In any cell, press END and then one of the arrow keys. It will surf the data in that row or column to find then next "change of state", meaning if the row or column has data, it will go to the first blank cell, if the range is blank, to the first cell with data if the immediate area is empty.

SORTING: While you can select "first" and "2nd" sort values form the menu. Excel will usually use the previous "1st" item as the "2nd" item, if you are using just the sort up / sort down icon buttons. So for quick sorts, I'll go to the column with my 2nd sort, and click the sort icon. Then I'll go to the 1st item column, and sort that. Then it comes out in 1-2 order. Simple!

PRODUTIVITY HINT: IF you have not already done this, this is huge: Put your most frequently used command on the "Quick Access Toolbar" Way beyond Pareto's law, the 80/20: You will use the same 30 commands, out of 1000s, for pretty much everything that you do. It's a pain in the butt to set them up, but absolutely worth the time and effort.

[CrimsnSyrn]

The music tracks themselves are stored in one "songs" folder on my computer with sub-folders having names like "Song A - THIS is the real final, ignore the others"...

Juliet

[eeoo]

You lost me at database...

eo

[remmet]

Wow - Some really detailed answers. Thanks!

R